Electronic Case Management System Isle of Wight

Electronic Case Management System Isle of Wight

Provision of children’s electronic case management system (ICS replacement).

UK-Newport: database and operating software package

2012/S 57-093402

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Isle of Wight Council
County Hall, High Street
For the attention of: Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000-6346
E-mail: vanessa.squibb@iow.gov.uk

Internet address(es):

General address of the contracting authority: www.iwight.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: Isle of Wight Council
County Hall, High Street
For the attention of: Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000-6346
E-mail: tenders@iow.gov.uk
Internet address: www.iwight.com

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: no

Section II: Object of the contract

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

Provision of children’s electronic case management system (ICS replacement).
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
Main site or location of works, place of delivery or of performance: Isle of Wight.
NUTS code UKJ34

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 Isle of Wight Council invites tenders from suitably qualified providers for the provision of children’s electronic case management system (ICS replacement). The integration contract and licence contract are to run from the Commencement date of July 2012. The maintenance contract and hosting contract (if applicable) will run from go-live date for an initial term of 3 years with the option to extend for further period of up to 2 years at the sole discretion of the Council.
II.1.6)Common procurement vocabulary (CPV)

48600000, 48610000, 48611000, 48311000, 48000000, 48783000, 48613000

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:

The Isle of Wight Council invites tenders from suitably qualified providers for the provision of children’s electronic case management system (ICS replacement). The integration contract and licence contract are to run from the Commencement date of July 2012. The maintenance contract and hosting contract (if applicable) will run from go-live date for an initial term of 3 years with the option to extend for further period of up to 2 years at the sole discretion of the Council.
The main objective is to obtain an electronic case management system which facilitates the delivery of high quality social work to the children and young people of the Isle of Wight and their families.
The system must enable the Isle of Wight Council to meet all relevant legislation and security requirements to keep records and information safe and secure.
The system must be initiative and user friendly for front-line staff and it must not be seen as delaying or hindering social workers and other users.
Good quality and comprehensive management information is vital for active monitoring and evaluation of work Isle of Wight Council children’s services carry out and in identifying and building on improvement to services that are delivered. Reporting and data management functionality are essential to facilitate proactive management of the service.
The system must support social work as carried out within a Local Authority Children’s Services in the 21st century. It must support compliancy to all statutory and best practice regulations/initiatives, demonstrate innovation and a clear understanding of children’s social care processes and front-line pressures.
II.2.2)Information about options

Options: yes
Description of these options: There is an option to extend, at the end of the initial term, for further period of up to 2 years at the sole discretion of the Council.
II.2.3)Information about renewals

This contract is subject to renewal: no
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:

A performance bond and/or a parent company guarantee may be required. Further information will be provided within the tender document.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment shall be made in accordance with the payment provisions in the contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Council reserves the right to require bidders to take legal form, or to require one party to take primary liability or to require that each party takes joint and several liability. Further information will be provided within the tender document.
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: Bidders will be required to complete a tenderer questionnaire which the Council will use to evaluate and short list potential providers. The Council will assess their economic and financial standing, technical capacity and ability to ensure they meet the Council’s minimum requirements.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the tenderer questionnaire, including submission of 3 years audited accounts, compliance with the Council’s insurance requirements, confirmation that none of the exclusionary conditions in the Public Contracts Regulations 2006 applies to the potential provider and confirmation of any pending or threatened legal proceedings against the potential provider.
Minimum level(s) of standards possibly required: To meet the minimum financial thresholds the potential provider must comply with the following:
— That if you have less than 3 years accounts information can be provided for either question 3.2 or 3.3 of the tenderer questionnaire,
— That your average current ratio* over the past 3 years exceeds 0.50,
— That if the organisation is a subsidiary of a group information for 3.1, 3.2 and 3.3 of the tenderer questionnaire is provided for both the subsidiary and the ultimate parent company,
— Where a consortium or association is proposed the information in 3.1, 3.2 and 3.3 of the tenderer questionnaire is requested for each member company,
— Where the potential provider is dependant financially on a parent company confirmation is required that a parent guarantee is available if requested,
— Confirm that a bankers reference is available on request.
This assessment will be a risk based assessment using the information provided and will be scored on a pass/fail basis.
* The current ratio will look at current assets and current liabilities from a company’s balance sheet and measures the availability of cash to pay debt.
Potential providers will also be asked to confirm that none of the exclusionary conditions of Regulation 23 (1) of the Public Contract Regulations 2006 (as amended) applies.
Potential providers will also be required to comply with the Council’s insurance requirements:
— 10 000 000 GBP employers liability,
— 10 000 000 GBP public and products Liability,
— 1 000 000 GBP professional indemnity.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Sub Contracting and consortia weighting 5 %.
Skills and capabilities – main business activities weighting 2.5 %.
Skills and capabilities – number of personnel in product area relevant to the tender and skill levels Weighting 2.5 %.
Professional qualifications and organisation certifications and accreditations weighting 5 %.
Quality assurance details weighting 5 %.
Full system delivery weighting 35 %.
Timescale and project activity weighting 30 %.
Statutory requirements and best practice weighting 5 %.
Product development weighting 5 %.
References weighting 5 %.
Minimum level(s) of standards possibly required:
The minimum competency threshold is 75 %. Any potential provider who passes all of the pass/fail questions and achieves a score of 75 % or above will have their price and quality submission assessed.
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

Open
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:

CYP/1107/T01
IV.3.2)Previous publication(s) concerning the same contract

no
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

11.5.2012 – 14:00
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 11.5.2012
Place:

County Hall, Newport, Isle of Wight.

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

The Freedom of Information Act (FOI) 2000 which came into force on 1.1.2005 applies to the Council.
If any tenderer considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. A schedule is provided within the ITT where potential providers can record and submit this information to the Council. In such cases the relevant material will, in response to FOI requests, be examined in light of exemptions provided for in this act.
If you do not get a response within 24 hours of initially requesting the documentation, it is the tenderers responsibility to re contact the Isle of Wight Council to obtain the documents.
The contract shall be made in English and according to English Law and subject to the jurisdiction of the English Courts.
Any values listed in this contract notice are indicative.
The date listed in Section IV.3.4 is for the receipt of completed ITTs. ITTs received after the deadline (14:00 hrs on 10.5.2012) will not be accepted.
The Council reserves the right not to make any award and reserves the right to accept all or part of any tender.
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 award of the contract will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to all tenderers. Unsuccessful tenderers will be provided, as standard, with a full debrief in writing before the contract is entered into.
Proceedings are to be regarded as started only when the Claim Form is served in compliance with Regulation 47F (1) of the Public Contract Regulations 2006 (as amended).
Regulation 47D (2) of the Public Contracts Regulations 2006 (as amended) require proceedings to be commenced within 3 months. Regulation 47E (2)(a) of the Public Contracts Regulations 2006 (as amended) require any proceedings in relation to ineffectiveness to be commenced within 30 days. These time limits are beginning with the date when the claimants became aware that they could make a claim or ought to have been so aware.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

20.3.2012