Department of Justice Database Management Contract

Department of Justice Database Management Contract

The Department of Justice has a requirement to procure a strategic partner to support, maintain and further develop and enhance the current Causeway Data Sharing Mechanism.

United Kingdom-Belfast: Database-management system

2016/S 107-191629

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department of Justice
C/o Clare House, 303 Airport Road West
Contact point(s):
BT3 9ED Belfast
United Kingdom

Internet address(es):

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

General public services

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

DOJ — New Causeway Project-RI-389024.

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

Service category No 7: Computer and related services

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 Department of Justice (DOJ) has a requirement to procure a strategic partner to support, maintain and further develop and enhance the current Causeway Data Sharing Mechanism (DSM) at the end of the existing contract. This current managed service contract is currently due to end in March 2019. DOJ will require a strategic partner to: — Provide support, monitoring and maintenance for the Causeway DSM; — Provide ongoing development and enhancement of the Causeway Service to take account of digital developments within the justice arena, business requirement changes, legislative changes, business process improvements and the inclusion of additional Causeway users. This will include analysis, design, development, testing, support, monitoring and maintenance; and — Provide enhanced management information capability. The Causeway infrastructure (data centre storage facilities utilising Cloud technology, network, server hosting/support and infrastructure help desk) will be provided by Enterprise Shared Services (ESS) which is the Northern Ireland Civil Service information and communications technology shared service provider. The Causeway Service is a strategically important database and data sharing messaging system which provides an integrated system to support information sharing between the 5 main NI Criminal Justice Organisations (CJOs) line of business case management systems. CJOs comprise the Police Service of Northern Ireland, the Public Prosecution Service, the Northern Ireland Courts and Tribunals Service, the Northern Ireland Prison Service and Forensic Science Northern Ireland. The Causeway Service also creates and enables electronic web based access to the NI Criminal Record database and viewer (NICRV) service for organisations both in Northern Ireland and Great Britain that have a legitimate right to access this information. The Causeway Service is considered business critical for how information is shared and the effective operation of the criminal justice system in Northern Ireland, and for the DOJ modernising and reform agenda. Although the current system has been very effective in meeting the business needs to date, the DOJ is now looking for an ICT solution that will meet its, and Causeway users, (and any successor bodies) future business requirements, including promoting a digital 1ststrategy within the criminal justice system, reflecting the technological advancements and opportunities which have become available since the Causeway Service was 1st implemented in 2004 and building on the DOJ’s vision for digital justice of ‘a user focused criminal justice system, optimising the use of digital technologies, to deliver fast and effective justice.’ It is anticipated that the new Causeway Contract will be for a maximum contract period of ten (10) years (plus an implementation period). This is likely to be on the basis of an implementation period from the date of contract award to ‘go-live’ (i.e. April 2019), followed by an initial contract period of seven (7) years from ‘go-live’, with the option to extend, at the Authority’s discretion, for up to three (3) further years. Further Information is set out in the accompanying PQQ/PIM which is available in the CfT documents area of eTendersNI.

II.1.6)Common procurement vocabulary (CPV)

48612000, 30236000, 72000000, 72212217, 72212482, 72212600, 72212710, 72212732, 72222000, 72222300, 72225000, 72253000, 72262000, 72267100,72315000, 72320000, 72512000, 72540000, 48000000

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

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


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:

Estimated value excluding VAT:
Range: between 15 000 000 and 50 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals

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:

Parent company guarantee(s) and/or milestone payment guarantees and/or performance bonds may be required as a condition of award. To be discussed during dialogue.

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

Payments will be made in accordance with the contract terms and conditions as referenced in the tender documentation. To be discussed during dialogue.

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 but 1 member of a consortium may be required to accept prime contractor responsibility for the other member(s), and a consortium may be required to form a legal entity with appropriate parent company guarantee as a condition of award. To be discussed during dialogue.

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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per PQQ.
Minimum level(s) of standards possibly required:
Minimum overall score of 60 % in relation to the Professional and Technical Ability.
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: 3
Objective criteria for choosing the limited number of candidates: As per PQQ.

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 no
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:

RI -389024

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

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

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

28.6.2016 – 15:00
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

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

Further Information is set out in the Project Information Memorandum accessible via eTendersNI.
Instructions for completing the Questionnaire:
Technical Requirements:
If you wish to respond to this PQQ please ensure that your system is configured in-line with the requirements as set out on the eTendersNI platform. These requirements are provided on the Home page before the user logs in and also appear on the screen when the user clicks on a link to access an opportunity.
Your proposal should be uploaded within the eTendersNI portal via the relevant Call for Tender (CfT). Instructions on how to submit your response can be found within the Interactive Walk-through available through the Homepage of the portal.
— Please ensure that you allow sufficient time to complete your tender submission using the eTendersNI Tender Preparation Tool. Please note that the Tender Preparation Tool requires operations to be performed both on the user’s computer and also the transfer of the submission via the internet onto the eTendersNI site. As such there are a number of variables that may affect the length of time that it takes for your tender submission to be received by the online system.
— Tenderers are reminded that responses must have completed the submission cycle on eTendersNI before the published closing date and time.
— Please note that although the attachment limit for a single document within a tender submission is 50MB, the maximum permitted overall submission size is 100MB.
— Please note that every tender opportunity includes by default a file called ‘Tender Structure XML’. It is Not necessary to download and use this file, unless you decide to submit a Tender/Proposal on the system using the ‘Offline Tender Preparation’ functionality, which is not described here. For online tender submission this particular file is not needed, please ignore it.
Contract Monitoring:
The successful contractor’s performance on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious matter. It means the public purse is not getting what it is paying for. If a contractor fails to reach satisfactory levels of contract performance they will be given a specified time to improve. If, after the specified time, they still fail to reach satisfactory levels of contract performance, the matter will be escalated to senior management in CPD for further action. If this occurs and their performance still does not improve to satisfactory levels within the specified period, it may be regarded as an act of grave professional misconduct and they may be issued with a Certificate of Unsatisfactory Performance and the contract may be terminated. The issue of a Certificate of Unsatisfactory Performance will result in the contractor being excluded from all procurement competitions being undertaken by Centres of Procurement Expertise on behalf of bodies covered by the Northern Ireland Procurement Policy for a period of 12 months from the date of issue of the certificate.
The Authority expressly reserves the rights:
(I) Not to award any contract as a result of the procurement process commenced by publication of this notice;
(II) To make whatever changes it may see fit to the content and structure of the tendering Competition;
(III) To award (a) contract(s) in respect of any part(s) of the services covered by this notice; and
(IV) To award contract(s) in stages.
And in no circumstances will the Authority be liable for any costs incurred by candidates.
Under this project the supplier will be required to support the client’s social benefit objectives. Accordingly, contract performance conditions may relate in particular to economic and social considerations.
Transfer of Undertaking and Protection of Employment (TUPE) may apply and details will be provided at competitive dialogue stage. Candidates are advised to seek their own legal advice with regard to the application of TUPE.
It is currently envisaged that DOJ will be the entity entering into the contract.
However, it is anticipated that the contract may also provide services to other organisations with a business need to access justice information, these include other public sector organisations such as Annex 1 bodies as detailed in the Northern Ireland Public Procurement Policy and specifically, but without limitation:
— Police Service for Northern Ireland (PSNI);
— Public Prosecution Service (PPS);
— Forensic Science (FSNI);
— Northern Ireland Courts and Tribunals Service (NICTS); and
— Northern Ireland Prison Service (NIPS).
Enterprise Shared Services (ESS), the Northern Ireland Civil Service information and communications technology shared service provider, will provide and manage the infrastructure for the new Causeway Contract.

Annex 1 bodies:

Local Councils in Northern Ireland may also participate in this contract.
This list may be amended to include any successor bodies.

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court of Northern Ireland. The authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time to challenge the award decision before the contract is entered into.

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

Central Procurement Directorate
Clare House, 303 Airport Road West
BT3 9ED Belfast
Telephone: +44 2890816821

VI.5)Date of dispatch of this notice:



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