Business Systems Procurement Tender
Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business.
United Kingdom-St Asaph: Software package and information systems
Section I: Contracting authority
I.1)Name and addresses
72 Ffordd William Morgan, St Asaph Business Park
NUTS code: UKL13
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA21673
I.4)Type of the contracting authority
Section II: Object
Business Systems Procurement
II.1.2)Main CPV code
II.1.3)Type of contract
Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the Competitive Dialogue Procedure is being used.
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
72 Ffordd William Morgan, St Asaph, Denbighshire, LL17 0JD.
II.2.4)Description of the procurement:
Clwyd Alyn Housing Association invites proposals from bidders for the provision of business systems and related services.
This tender process is being conducted through competitive dialogue in accordance with the competitive dialogue procedure as set out under EU Directive(s) and the UK Public Contracts Regulations 2015; Clwyd Alyn is the contracting body for the purposes of this procurement.
Clwyd Alyn operates across 7 counties and manages more than 6 000 homes, serving a wide range of housing needs.
Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the competitive dialogue procedure is being used. This will enable requirements and potential solutions to be better understood and refined as the procurement continues through the Competitive Dialogue ITPD stages.
The current position, in relation to the replacement and review of systems, can be summarised as follows
— Universal Housing,
— Contact Manager and EDRM.
— Mobile Working,
— performance and management reporting,
— complaints and residents self-service,
— data coherence.
— property development.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
We envisage there could be up to 2 renewals each of which would be 12 months. A decision to renew will be based on acceptable performance of both the implemented solution and the services provided during the initial term.
II.2.9)Information about the limits on the number of candidates to be invited
This is detailed in the procurement documents.
II.2.10)Information about variants
II.2.11)Information about options
Potentially yes, these have been described in the Long description. The options will be determined during the competitive dialogue process.
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
The minimum level of economic and financial standing and/or the minimum financial threshold will be assessed by Clwyd Alyn by performing a credit check.
In addition to the above, bidders must self-certify that they have or will obtain before the contract commences minimum insurance cover levels as detailed below.
A score of average (or its equivalent) or above will be classed as a pass; anything below average (or its equivalent) will be a fail.
Minimum insurance levels:
— employer’s (compulsory) liability insurance = 5 000 000 GBP,
— public liability insurance = 5 000 000 GBP,
— professional indemnity insurance = 5 000 000 GBP,
— product liability insurance = 5 000 000 GBP.
III.1.3)Technical and professional ability
The following technical questions are pass/fail requirements.
1) Please confirm that the proposed solution can be seamlessly integrated with Office 365 and Pennaf’s other core business systems through a published set of APIs.
2) Please confirm that the proposed solution is accessible from any location and on any device type without the need for any thin client solution to distribute the application to desktop users to make it performant.
3) Please confirm that the proposed solution has a responsive design which works on any mobile device.
4) If the solution you are proposing is not SaaS and needs to be installed on-premise/hosted, then please confirm that the backend database is only Microsoft SQL.
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Section VI: Complementary information
VI.1)Information about recurrence
Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales website at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
The buyer considers that this contract is suitable for consortia.
72 Ffordd William Morgan, St Asaph Business Park
Telephone: +44 08001835757Internet address: http://www.pennafgroup.co.uk
VI.5)Date of dispatch of this notice: