Electronic Case Management System Supply Tender

The overall aim is to procure, install and migrate to a CMS solution that provides a robust and flexible case management system.

United Kingdom-Belfast: IT services: consulting, software development, Internet and support

2018/S 153-351100

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Probation Board for Northern Ireland
80-90 North Street
Belfast
BT1 1LD
United Kingdom
E-mail: ICT.CPD@finance-ni.gov.uk
NUTS code: UK

Internet address(es):Main address: https://etendersni.gov.uk/epps

Address of the buyer profile: https://etendersni.gov.uk/epps

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etendersni.gov.uk/epps

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://etendersni.gov.uk/epps

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

ID 901285 — DoJ PBNI Electronic Case Management System Project

II.1.2)Main CPV code

72000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The overall aim is to procure, install and migrate to a CMS solution that provides a robust and flexible case management system that will support the effective and efficient management of service user information. PBNI is therefore seeking to appoint a Contractor to deliver, implement, support and maintain a new case management system, interface with other systems and provide customisation as required. This contract will start on the Contract Commencement Date and will run for an initial period of seven (7) years, this is to include a one (1) year implementation period followed by six (6) years following Service Commencement (Go Live). There are also three (3) optional extension periods of one (1) years each.

II.1.5)Estimated total value

Value excluding VAT: 2 330 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

48600000

II.2.3)Place of performance

NUTS code: UKN

II.2.4)Description of the procurement:

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 2 330 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 84

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

This contract will start on the Contract Commencement Date and will run for an initial period of seven (7) years, this is to include a one (1) year implementation period followed by six (6) years following Service Commencement (Go Live). There are also three (3) optional extension periods of one (1) years each.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The figure indicated in II.2.6 represents the upper limit of an estimated contract value up to 2 330 000 GBP. This range reflects the potential scale of the contract and takes into account such changes to the scope and/or scale which may result from future operational requirements.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

III.1.3)Technical and professional ability

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

As per the Terms and Conditions of Contract.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 22/10/2018

Local time: 15:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 20/01/2019

IV.2.7)Conditions for opening of tenders

Date: 22/10/2018

Local time: 15:30

Place:

Central Procurement Directorate, 303 Airport Road West, BT3 9ED.

Information about authorised persons and opening procedure:

CPD Representatives with access to the project on eTendersNI.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

The figure indicated in II.1.5 represents the upper limit of an estimated contract value up to 2 330 000 GBP. This range reflects the potential scale of the contract and takes into account such changes to the scope and/or scale which may result from future operational requirements. The pricing strategy applied and the setting of cost / profit margins are a commercial decision for economic operators when submitting a bid for this competition. In addition, neither CPD nor the Authority can provide any guarantee as to the level of business under this contract.

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 Notice of Unsatisfactory Performance and the contract may be terminated. The issue of a Notice Satisfactory 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 Notice. This contract will not be awarded in Lots as a single supplier is required.

VI.4)Procedures for review

VI.4.1)Review body

The UK does not have any such bodies with responsibility for appeal / mediation procedures
Belfast
United Kingdom

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

CPD will comply with the Public Contracts Regulations 2015 and, where appropriate, will incorporate a standstill period (i.e. a minimum of 10 calendar days) at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

07/08/2018