Central Equine Database Defra

Central Equine Database Defra

The Authority is seeking a Contractor to provide, manage and update a database that holds all relevant information on horses within the UK.

UK-London: data management services

2012/S 52-085088

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Department for Environment, Food and Rural Affairs (Defra)
17 Nobel House
Contact point(s): https://defra.bravosolution.co.uk
For the attention of: Ben Rooke
SW1P 3JR London
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: http://www.defra.gov.uk

Address of the buyer profile: https://defra.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

National or federal agency/office
I.3)Main activity

Environment
Other: Food and Rural Affairs
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

The provision of a Central Equine Database.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: UK.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The Authority is seeking a Contractor to provide, manage and update a database that holds all relevant information on horses within the UK.
The contractor will be required to undertake, but not limited to, the following services:
a) create a new database
b) upload new applications
c) update the database
d) response to requests
e) reporting
II.1.6)Common procurement vocabulary (CPV)

72322000, 72250000, 75100000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Authority is seeking a single Contractor to provide, manage and update a database that holds all relevant information on horses within the UK.
For further details on the scope, please refer to the ITT, a copy of which can be obtained from Defra eTendering Service.
(https://www.defra.bravosolution.co.uk).

Estimated value excluding VAT:
Range: between 0 and 300 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Option of a contract extension for a further 24 months.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The Authority reserves the right to require deposits, guarantees, bonds and/or other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be provided in the Invitation to Tender (ITT), copies of which are available from the Defra e-Tendering Service.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required. If the service provider is a consortium, each member of the consortium will be jointly and severally liable for performance of the contract or shall select from amongst themeselves a lead contractor acceptable to the Authority.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Authority’s Conditions of Contract will apply to this Contract.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender~:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://defra.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs / ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content – Click the “Express Interest” button in the “Actions” box on the left-hand side of the page – This will move the PQQ /ITT into your “My PQQs/ My ITTs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.
3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers’ will be assessed in accordance with Part V of the Public Contracts Regulations 2006 (SI 2006/5) which implement Title 2 Chapter 7 Section 2 of the 2004/18/EC Directive on the basis of information provided in response to the invitation to tender. Completed responses to the invitation to tender must be returned via the Defra e-Tendering Service (further details of which are available at Section IV.4 of this OJEU Notice) before the deadline for receipt of responses as notified in Section I.1 of this OJEU Notice.
Minimum level(s) of standards possibly required: The Tenderer’s turnover imust be above the minimum annual value in each of the last three consecutive years 200 000 GBP. In the case of a joint venture or Consortium bid the annual turnover required must be achieved by combining the turnover of relevant companies in the last three years and the turnover of a least one of those companies should be 200 000 GBP or equivalent financial performance.
Tenderers will be required, at the commencement date of the Contract, to have adequate level of relevant insurance cover in respect of all risks arising out of the Contractor’s performance of its obligations under the Contract.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluation information required from Tenderers will be stated in the Invitation to Tender (ITT) which is available only at https://defra.bravosolution.co.uk.

Tenderer’s will be required to comply with the Authority’s policies, strategies and standards.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

RMP/6220
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 20.4.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

20.4.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 20.4.2012 – 12:00
Place:

Nobel House, Westminster.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Two (2) representatives from the Authority’s Procurement and Commercial Function.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction. The site provides a simple, secure and efficient means of managing the procurement process from Contract Notice through to Contract Award. Suppliers Instructions How to Express Interest in this Tender~:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://defra.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs / ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ to access the content – Click the “Express Interest” button in the “Actions” box on the left-hand side of the page – This will move the PQQ into your “My PQQs/ ” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.
3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ- There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
Royal Courts of Justice
WC2A 2LL London
UNITED KINGDOM
Internet address: http://www.hmcourts-service.gov.uk/infoabout/rcj/rcj.htm

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: “Economic operators are referred to the Public Contracts Regulations 2006 and in particular regulations 47D and 47E which are set out as follows: 47D General time limits for starting proceedings “(1) This regulation limits the time within which proceedings may be started where the proceedings do not seek a declaration of ineffectiveness. (2) Subject to paragraphs (3) and (4), such proceedings must be started promptly and in any event within 3 months beginning with the date when grounds for starting the proceedings first arose. (3) Paragraph (2) does not require proceedings to be started before the end of any of the following periods— (a) where the proceedings relate to a decision which is sent to the economic operator by facsimile or electronic means, 10 days beginning with— (i) the day after the date on which the decision is sent, if the decision is accompanied by a summary of the reasons for the decision; (ii) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons; (b) where the proceedings relate to a decision which is sent to the economic operator by other means, whichever of the following periods ends first— (i) 15 days beginning with— (aa) the day after the date on which the decision is sent, if the decision is accompanied by a summary of the reasons for the decision; or (bb) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons; (ii) 10 days beginning with— (aa) the day after the date on which the decision is received, if the decision is accompanied by a summary of the reasons for the decision; or (bb) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons; (c) where sub-paragraphs (a) and (b) do not apply but the decision is published, 10 days beginning with the day on which the decision is published. (4) The Court may extend the time limits imposed by this regulation (but not the limits imposed by regulation 47E) where the Court considers that there is a good reason for doing so. (5) For the purposes of this regulation, proceedings are to be regarded as started only when the claim form is served in compliance with regulation 47F(1). 47E Special time limits for seeking a declaration of ineffectiveness (1) This regulation limits the time within which proceedings may be started where the proceedings seek a declaration of ineffectiveness. (2) Such proceedings must be started— (a) where paragraph (3) or (5) applies, within 30 days beginning with the relevant date mentioned in that paragraph; (b) in any other case, within 6 months beginning with the day after the date on which the contract was entered into. (3) This paragraph applies where a relevant contract award notice has been published in the Official Journal, in which case the relevant date is the day after the date on which the notice was published. (4) For that purpose, a contract award notice is relevant if, and only if— (a) the contract was awarded without prior publication of a contract notice; and (b) the contract award notice includes justification of the decision of the contracting authority to award the contract without prior publication of a contract notice. (5) This paragraph applies where the contracting authority has informed the economic operator of— (a) the conclusion of the contract; and (b) a summary of the relevant reasons, in which case the relevant date is the day after the date on which the economic operator was informed of the conclusion or, if later, was informed of a summary of the relevant reasons. (6) In paragraph (5), “the relevant reasons” means the reasons which the economic operator would have been entitled to receive in response to a request under regulation 32(9). (7) In this regulation, “contract award notice” means a notice in accordance with regulation 31(1). (8) For the purposes of this regulation, proceedings are to be regarded as started only when the claim form is served in compliance with regulation 47F(1).”.
VI.4.3)Service from which information about the lodging of appeals may be obtained

High Court
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM
Internet address: http://www.hmcourts-service.gov.uk/infoabout/rcj/rcj.htm

VI.5)Date of dispatch of this notice:9.3.2012