CRM and Workflow tender

Sevenoaks: software-related services

CRM and Workflow tender for West Kent Housing Association.

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

West Kent Housing Association
101 London Road
For the attention of: Jacqueline Stoggall
TN13 1AX Sevenoaks
UNITED KINGDOM
Telephone: +44 1732749400
E-mail: jstoggall@sovereign-plc.co.uk

Internet address(es):

General address of the contracting authority: www.westkent.org

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA15681

Further information can be obtained from: Sovereign Business Integration plc
Metropoint, Chalk Lane
Contact point(s): Housing & Public Sector
For the attention of: Jacqueline Stoggall
EN4 9JQ Cockfosters
UNITED KINGDOM
Telephone: +44 2082163333
E-mail: jstoggall@sovereign-plc.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Sovereign Business Integration plc
Metropoint, Chalk Lane
Contact point(s): Housing & Public Sector
For the attention of: Jacqueline Stoggall
EN4 9JQ Cockfosters
UNITED KINGDOM
Telephone: +44 2082163333
E-mail: jstoggall@sovereign-plc.co.uk

Tenders or requests to participate must be sent to: Sovereign Business Integration plc
Metropoint, Chalk Lane
Contact point(s): Housing & Public Sector
For the attention of: Jacqueline Stoggall
EN4 9JQ Cockfosters
UNITED KINGDOM
Telephone: +44 2082163333
E-mail: jstoggall@sovereign-plc.co.uk

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

Section II: Object of the contract

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

Integrated EDM, CRM & workflow IT System.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Sevenoaks, Kent.
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 supply of an integrated CRM, EDM and workflow IT system and associated implementation and support services for West Kent Housing Association.
Suppliers must be able to demonstrate that they have a working system which has been implemented and is currently supporting social housing organisations within the UK.
Experience of proven integration with the Capita OPENSystems housing management IT system will be advantageous.
Note: To register your interest in this notice and obtain any additional information please visit the myTenders web site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=84544.

II.1.6)Common procurement vocabulary (CPV)

72260000, 72227000, 72261000, 72262000, 72263000, 72265000, 72266000, 72267100, 72268000, 72210000, 72211000, 72212000, 72212311, 72212311, 72212445, 72212517, 48311000, 48445000

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

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

The performance of the contract is subject to particular conditions: no

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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent;
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process;
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession;
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession;
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register;
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process;
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation;
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established;
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank;
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance;
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice;
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years;
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests;
(4) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided;
(5) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(6) An indication of the proportion of the contract which the services provider intends possibly to subcontract;
(7) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

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

Restricted

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

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: The supplier must be able to demonstrate that their software solution is currently supporting and being actively used by at least 3 named social housing organisations within the UK.

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:
IV.3.2)Previous publication(s) concerning the same contract
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: 19.12.2011

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

3.1.2012 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

9.1.2012

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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

(MT Ref:84544).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.11.2011