EDRMS Upgrade Tender

EDRMS Upgrade Tender

Invest Northern Ireland have identified a need to upgrade their electronic document and record management system (EDRMS) from the current version Meridio 5.1.1 to version 5.2 whilst continuing to licence and access maintenance and support services.

United Kingdom-Belfast: Document management software development services

2014/S 021-032958

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Invest Northern Ireland
Bedford Square, Bedford Street
For the attention of: Angela Calderwood – Central Procurement Directorate
BT2 7ES Belfast
Telephone: +44 2890816415
E-mail: angela.calderwood@dfpni.gov.uk

Internet address(es):

General address of the contracting authority: www.dfpni.gov.uk/cpd

Address of the buyer profile: http://www.dfpni.gov.uk/cpd

Electronic access to information: https://e-sourcingni.bravosolution.co.uk/

Electronic submission of tenders and requests to participate: https://e-sourcingni.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

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:

Invest NI EDRMS Upgrade.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Invest Northern Ireland have identified a need to upgrade their electronic document and record management system (EDRMS) from the current version Meridio 5.1.1 to version 5.2 whilst continuing to licence and access maintenance and support services.
II.1.6)Common procurement vocabulary (CPV)

72212311, 79996100, 48311000, 72252000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Invest Northern Ireland wishes to establish a Contract to deliver:
— The installation of and support for an upgrade of Invest NI’s EDRMS (Meridio ) commencing as soon as possible after 1 March 2014 (following completion of the procurement exercise) with a live upgraded system being operational across Invest NI by 31.5.2014.
— Provision of the technical specification of a suitable hardware platform to host the EDRMS upgrade. This hardware will be procured by Invest NI via a separate procurement exercise.
— Provision of documentation and training associated with the system upgrade.
— Ongoing provision of maintenance and support for the upgraded system on the new hardware platform to 31.3.2015.
— Annual written confirmation from the Intellectual Property Owner of the software (currently HP) that Invest NI’s upgrade rights are being continuously maintained and clearly showing the period of cover of those rights. The first period of cover required will be from 1.5.2014 until 31.3.2015, and will be for 12 months thereafter.
— Provision of EDRMS (Meridio) application and technical development projects during the life of the contract.
— The option to extend the maintenance and support and delivery of application and development projects for two additional periods of 12 months each beginning 1 April in each of the financial years 2015/16 and 2016/17.
— The option to further upgrade the EDRMS (Meridio) application and increase the number of users.
Estimated value excluding VAT:
Range: between 125 000 and 250 000 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: 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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As per Tender Documentation.
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 per Tender Documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per Tender Documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per tender documentation.
Minimum level(s) of standards possibly required:
Stage 1 (Selection): Technical and Professional Ability — Pass / Fail — as specified in the Instructions to Tenderers within the tender documentation.
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

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:

Project 13148
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: 10.3.2014 – 14:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

10.3.2014 – 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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 10.3.2014 – 15:01

Central Procurement Directorate (CPD) uses an electronic tendering system hosted by Bravo Solutions. Tenders cannot be accessed until after the closing date and time for tender responses.

Section VI: Complementary information

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

Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.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 at the top 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 ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ boksz. 3. Responding to the tender: — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining). — 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 and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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 [insert name of CoPE] 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 twelve months from the date of issue of the certificate.

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

Please refer to the answer in section VI.4.2).

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: CPD 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 for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) 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 (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Central Procurement Directorate
303 Airport Road West
BT3 9ED Belfast
E-mail: procure.info@dfpni.gov.uk
Telephone: +44 2890816200
Internet address: http://www.dfpni.gov.uk/cpd

VI.5)Date of dispatch of this notice:28.1.2014