Corporate Systems Tender

Corporate Systems Tender

Essex County Council (The Authority) is seeking to put in place an Agreement for Corporate systems and support services for the Essex County Council.

UK-Chelmsford: IT services: consulting, software development, Internet and support

2013/S 043-068860

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Essex County Council
PO Box 4, County Hall, Market Road
For the attention of: Melanie Bailey
CM1 1JZ Chelmsford
UNITED KINGDOM
Telephone: +44 1245431200
E-mail: email2workspace-prod+ecc+ws242358092+adkq@ansmtp.ariba.com

Internet address(es):

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

Address of the buyer profile: http://ecc.supplier.ariba.com

Electronic access to information: http://ecc.supplier.ariba.com

Electronic submission of tenders and requests to participate: http://ecc.supplier.ariba.com

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

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

1
1
chelmsford
UNITED KINGDOM

Section II: Object of the contract

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

2276 – Corporate Systems
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 UKH33

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)

Essex County Council (The Authority) is seeking to put in place an Agreement for Corporate systems and support services for the Essex County Council. As part of the requirement the Authority is seeking to obtain flexibility with regards to its ability to charge and trade in reliance on the procured Corporate Systems with third parties in the public sector. These public sector bodies include but are not limited to:
— Essex County Council including partly owned joint ventures, subsidiaries and Local Authority Trading Vehicles and Companies and any of its statutory successors and further legal entities / organisations created as a result of re-organisation or organisational changes occurring during the life of the procured Agreement,
— NHS bodies, including Primary Care Trusts, Clinical Commissioning Groups and joint NHS/Local Authority bodies,
— County, Unitary, District, Borough & Parish Councils,
— The central buying consortium (www.cbconline.org.uk),

— Fire & rescue authorities;
— police authorities and the Police Commissioner,
— Educational establishments [in England and Wales, including those maintained by the Department for Children, Schools and Families including Schools (including academies and trusts), Universities and Colleges and private and independent schools (including Free schools),
— Voluntary Sector Charities,
— and/or other private organisations acting as managing agents or procuring on behalf of these public sector or
public interest bodies.
– Third sector organisations whose activities involve the delivery of public services to any of the above public bodies
– Housing Associations and Registered Social Landlords
– Central Government Departments, Executive Agencies and NDPBs
– The Private Sector including Care Homes
Whilst the initial emphasis is on the delivery of services to Essex County Council the Authority already provides services to certain third parties, and it is intended that it will charge and/ or trade with other Public Sector bodies named above, and to the classes of organisation described above within the County of Essex and across the UK and therefore the Authority is seeking flexibility to enable it to do this under the Contract in connection with licensing. The council requires an agile corporate services infrastructure that can flex to accommodate changes as they occur, support the council’s charging and trading ambitions and to support the business as it moves through the next stage of its transformation programme to an outcomes-focused commissioning organisation. The services described above are not exhaustive and in order to maximise resources over the life of the proposed contract and allow flexibility for potential increases or decreases in requirements over the services period as the Authority changes and as its charging and trading aspirations change, the Authority reserves the right to include additional services related to the corporate services which will assist it in delivering a comprehensive range of services.
The services will be a fully managed service, preferably infrastructure free for ECC, and comprise:
A. An integrated Human Resource (HR) management solution including case management, resource management, talent management, performance management, learning and development and e-recruitment.
B. An integrated Finance solution including general ledger, purchase ordering, purchase card statement management, content/catalogue management ,supplier management, invoice matching and accounts payable, accounts receivable, cash management and fixed assets underpinned by the organisation’s scheme of delegation for financial management.
C. An integrated payroll and expense management solution, which will interface with the finance and HR management solutions.
D. An integrated planning, budgeting and forecasting solution that supports the modelling of multiple scenarios and provides visibility of the drivers underpinning financial performance.
E. A Strategic Sourcing system covering all aspects of spend analysis and enrichment, tendering, project execution and management, contract and supplier performance management and reporting.
F. A business intelligence solution that provides a single version of the truth across the organisation by integrating corporate data with data from line of business systems to deliver meaningful performance based reporting, and provides a solid foundation for the performance, decision making and resource management journey.
G. Tools that can seamlessly integrate or interoperate corporate solutions with existing line of business systems.
H. Core set of hierarchies, approval rules and dynamic workflow to be applied across the solution in line with policies and schemes of delegation.
All solutions must be dynamically scalable up and down, flexible and fit for purpose in terms of performance and usability and enable a culture of self service.
The desired solution is to provide configuration, integration, testing, implementation, hosting and support to all of the above elements.
The scope of the Contract may change as part of the Competitive Dialogue Process.
The services are required to be provided primarily to the Authority, although the Authority may also be seeking to provide certain traded services to third parties as outlined above.
The Agreement will have a term of 5 years, with the option to extend for up to 2 years.
We will be holding a Bidders conference on Thursday 7th March 2013 in Chelmsford. Further information will be available in the PQQ documents and shared with Bidders who express an interest in participating in this opportunity.
Bidders must contact ECC to request to be invited to participate in this procurement by following these instructions:
1. Send an email with your organisation name in the subject title field to
email2workspace-prod+ECC+WS242358092+adkq@ansmtp.ariba.com asking to be invited to this event and providing your contact name and Supplier ID/User ANID from your Ariba registration details.

2. If you have more than one registered user who you want invited to the event, provide the name(s) of each registered user in your request as it may not be possible to include additional users at a later stage.
If you are not registered in Ariba at all, go to http://ecc.supplier.ariba.com/ad/register/SSOActions?type=full and follow the instructions to register, and then follow steps 1 and 2 above. (PLEASE NOTE: 35% completion (i.e. mandatory fields only: organisation/user details, commodity, sales territory) is the minimum required for your Ariba cloud registration, you do not need to reach 100% completion.)

3. Once invited you can log back into the portal and access the information and attachments relating to the opportunity. You will also be able to use the Message Board.
4. Further instructions, guides and assistance on how to take part in an event can be found on the Supplier portal site under the help option on the top menu bar.

II.1.6)Common procurement vocabulary (CPV)

72000000, 72200000, 72300000, 72700000, 72900000, 72230000, 72316000, 72416000, 72320000, 72321000, 72322000, 72312100, 72251000, 48000000, 48440000, 48441000, 48442000, 48480000, 48482000, 48812000, 48450000, 72250000, 48460000, 48470000, 48490000, 48600000, 48700000, 48900000, 72212400, 72312200, 72317000, 30237110, 72227000, 80420000, 48451000, 79810000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 24
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (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 guarantees (Which may include Parent Company Guarantee), bonds, collateral warranties and other forms of security as appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The payment arrangements will be covered by the Contract terms & conditions.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

For bidding purposes, a consortium/partnership/joint venture/significant sub-contracting arrangement is acceptable but for the purposes of entering into a contract, the Authority reserves the right to require groupings of organisations, consortia, partnerships or any other form of joint venture to take a particular legal form or to require a single lead organisation to take primary liability under the contract.
The Authority does not require a formal joint venture or special purpose vehicle to be set up at PQQ stage but the lead organisation, proposed partnering arrangements and the proposed contracting party should be clearly identified at the PQQ stage. Further information can be found in the PQQ documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Description of particular conditions: Under this contract the successful Bidder will be required to actively participate in the achievement of economic, social and environmental policy objectives relating to recruitment and training, supply chain initiatives and the regeneration of the locality surrounding the place of delivery for the provision of the goods/works and services. Accordingly, contract performance conditions may relate in particular to economic, social and environmental considerations.
The Public Sector equality duty is relevant to this procurement which has a potentially high equality impact and as such the relevant obligations to have due regard to the need to eliminate unlawful disability, gender and race discrimination and to promote equality of opportunity will be passed to the successful Bidder, as well as the specific legal obligations under the Equality Act 2010, which all organisations must comply. Accordingly, contract performance conditions may relate in particular to equality and diversity considerations.
The Authority will consider the Public Services (Social Value) Act 2012 requirements during this procurement exercise and as part of the resulting contract.
Specific conditions relating to the performance of the contract will be set out in the project documentation to be issued to Bidders at the ISOS stage of the procurement.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the PQQ which is available to bidders via the supplier portal address shown in section I.1.
Minimum level(s) of standards possibly required: As set out in the PQQ and Information Pack which is available to bidders via the supplier portal address shown in section I.1
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification questionnaire which is available from the address inpoint I.1.
Minimum level(s) of standards possibly required:
As set out in the PQQ and Information Pack which is available to bidders via the supplier portal address shown in section I.1
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 minimum number 3: and maximum number 6
Objective criteria for choosing the limited number of candidates: As set out in the PQQ and Information Pack which is available to bidders via the supplier portal address shown in section I.1.
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: yes
Additional information about electronic auction: The authority reserves the right to hold a reverse electronic auction as part of this procurement.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

2276
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 53-086939 of 16.3.2012

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

4.4.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

15.4.2013
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

Expressions of interest must be by way of completion and return of the Pre-Qualification Questionnaire by the date and time specified in Section IV.3.4. The Pre-Qualification Questionnaire (PQQ) is available via the address specified in section 1.1 (supplier portal). The Supplier Portal will be used throughout the procurement process, and all communications with Essex County Council relating to this procurement exercise must be via the supplier portal. The PQQ and Information Pack will be available via the portal from 25th February 2013.
The Supplier Portal has instructions on how to use the system and access the information as well as a helpdesk to assist Bidders.
The PQQ must be read alongside the Information Pack which is available to bidders via the supplier portal address shown in section I.1.
An outline indicative procurement timetable is set out in the Information Pack. Essex County Council reserves the right to amend timescales, and change the evaluation criteria if there are genuine omissions or mistakes. We also reserve the right to reduce the number of solutions/ bidders throughout the Procurement Process in the event that minimum standards and/or thresholds set out in the PQQ, Information Pack or Evaluation Methodology document are not met. Essex County Council reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. Essex County Council will not be responsible for any costs incurred by suppliers in relation to this procurement exercise including if the procurement exercise is cancelled.
Suppliers are advised that Essex County Council is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR). If a supplier considers that any of the information supplied as part of this procurement exercise should not be disclosed because of its commercial sensitivity,
confidentiality or otherwise, it must, when providing this information, clearly identify the specific information it does not wish to be disclosed and clearly specify the reasons for its sensitivity. Essex County Council shall take such statements into consideration in the event that it receives a request pursuant to FOIA or EIR which relates to the information provided by a Supplier. However, if the information is requested Essex County Council may be obliged under FOIA and/or EIR to disclose such information, irrespective of the supplier’s wishes. Please note that it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court, Royal Courts of Justice,
The Strand, London, WC2A 2LL UK.
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with regulation 32 (Information about contract award procedures) and regulation 47 (Enforcement of obligations) of the Public Contracts Regulations 2006 as amended by the Public Contracts (Amendment) Regulations 2009.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.2.2013