Cobalt Housing ICT Services Contract

Cobalt Housing requires certain hardware and elements of software to be provided, installed and supported to enable it to deliver a range of social housing activities to its customers.

United Kingdom-Liverpool: Software package and information systems

2016/S 107-191598

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cobalt Housing Ltd
199 Lower House Lane
For the attention of: Carl Elkington
L11 2SF Liverpool
United Kingdom
Telephone: +44 01516338060
E-mail: osian.edwards@symphonyhousing.org.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/symphonyhousing

Address of the buyer profile: https://in-tendhost.co.uk/symphonyhousing

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

Body governed by public law

I.3)Main activity

Housing and community amenities

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:

Cobalt — ICT services 2017-21.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services

NUTS code UKD52

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)

Cobalt Housing requires certain hardware and elements of software to be provided, installed and supported to enable it to deliver a range of social housing activities to its customers. This includes both communications, ICT equipment and software.
Cobalt is currently part of Symphony Housing Group but expects to leave the Group in April 2017. The Group has provided the majority of aspects of Cobalt’s IT and communications hardware, software and support, as further described in the Draft Specification document available to download through the URL indicated in this notice. These aspects include housing management, finance, facilities, asset management, electronic document management, e-procurement and mobile working. Cobalt is looking to procure hardware, software, support and maintenance to enable it to operate as a housing provider independent from Symphony Housing Group.
Duration in months: 48 (April 2017-March 2021)
This contract is subject to renewal. The contract is likely to be for a 4 year term with the option for Cobalt to renew the contract 3 further times for periods of up to 2 years (i.e. up to 10 years if all options to extend are used).

II.1.6)Common procurement vocabulary (CPV)

48000000, 30213000, 72611000, 30237300, 50312000, 50300000, 48822000, 30237200, 72140000, 30211300, 45314320, 48151000, 30213100, 30236000,72541000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Cobalt Housing is a registered housing association based in North Liverpool. Cobalt was formed in February 2003 following the transfer of homes from Liverpool City Council. It owns 6 000 mainly family homes in the Fazakerley, Croxteth and Norris Green areas of Liverpool. Its principal activities are the management, maintenance, improvement and development of affordable homes for rent. As the majority landlord in these areas, it is also actively engaged in a wide range of economic, neighbourhood and community regeneration activities in the area it serves.
Cobalt is currently part of Symphony Housing Group but expects to leave the Group in April 2017. The Group has provided the majority of aspects of Cobalt’s IT and communications hardware, software and support, as further described in the draft Requirements document available to download through the URL indicated in this notice. These aspects include housing management, finance, facilities, asset management, electronic document management, e-procurement and mobile working. Cobalt is looking to procure hardware, software, support and maintenance to enable it to operate as a housing provider independent from Symphony Housing Group.
Cobalt would encourage and is open to a wide range of solutions including a contractual arrangement with an IT provider or participating in or joining with arrangements with users of existing IT systems and service agreements who may also be a registered social housing provider. To the extent necessary, this notice advertises requirements on behalf of both Cobalt and any such provider.
The value range is based on the minimum equalling to the anticipated 4 year contract value and the maximum equalling the anticipated 10 year contract value.
Estimated value excluding VAT:
Range: between 2 220 000 and 5 400 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Cobalt may wish to enter into a corporate arrangement with the economic operator during the proposed contract period. This would be on the basis that such a structure created additional benefits for either Cobalt or both parties. The arrangement may be in the form of a cost sharing group or other joint venture structure. Additionally or alternatively, Cobalt would consider structuring arrangements to join into existing contractual provision between a social housing provider and a supplier. This could include another social housing provider being the lead in such arrangements.

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Starting 1.4.2017. Completion 31.3.2021

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

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: As stated in the procurement documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Selection criteria as stated in the procurement documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Selection criteria as stated in the procurement documents.

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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: As set out in the Pre-Qualification Questionnaire document.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes

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:

COB-P340

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

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

5.7.2016

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 of tenders

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

Cobalt proposes to structure the dialogue to ensure that economic operators are able to present solutions in the most effective and efficient way.
Economic operators should note that Cobalt reserves the right to suspend or abandon this procurement at any time. The current timetable and proposals to leave the Symphony Housing Group structure are still to be finalised.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Managing Director
Cobalt Housing, 199 Lowerhouse Lane
L11 2SF Liverpool
United Kingdom
E-mail: arogers@cobalthousing.org.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Cobalt will incorporate a minimum 10 day standstill period at the point information on the award of the contract is communicated to tenderers by way of a standstill letter. The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the Regulations to take action in the High Court (England, Wales and Northern Ireland).

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

2.6.2016

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