Enterprise Project Portfolio Management Tender

Enterprise Project Portfolio Management Tender

EPPM software tool capable of managing complex portfolios.

United Kingdom-Edinburgh: Software package and information systems

2017/S 091-180134

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
United Kingdom
Contact person: Alison Johnson
Telephone: +44 1316502508
E-mail: alison.johnson@ed.ac.uk
NUTS code: UKM25

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Enterprise Project Portfolio Management (EPPM) Solution.

Reference number: EC0774

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

UoE has embarked upon a major programme of investment in its estate, circa 1 500 000 000 000 GBP over a 10 year period, significantly increasing the scale and complexity of work undertaken by UoE Estates Department (ED). Business critical change has commenced to ensure capacity / capability are in place to seamlessly deliver the Capital Programme. UoE ED are responsible for over 200 buildings, managing all project activity ranging from refurbishment to new build.

Current challenges — visibility, control and governance in delivery, amplified by significant increases in scale and complexity.

The UoE ED are seeking a Enterprise Portfolio Project Management solution to overcome these problems.

II.1.5)Estimated total value

Value excluding VAT: 1 800 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM25

II.2.4)Description of the procurement:

UoE has embarked upon a major programme of investment in its estate, circa 1 500 000 000 000 GBP over 10 year period, significantly increasing the scale and complexity of work undertaken by UoE Estates Department (ED). UoE ED are responsible for over 200 buildings, project activity ranges from refurb to new build.

Current challenges — visibility, control and governance in delivery.

UoE ED look to technology to address issues and modernise project delivery, seeking a solution to provide a fully integrated range of tools to tackle these issues by introducing an EPPM software tool capable of managing complex portfolios.

UoE ED operates a successful delivery model (RIBA) under strict UoE governance & compliance requirements.

Objectives — improved transparency / evidence-based decision making / forecasting & reporting / standardisation / resilience / assurance / planning scenarios / single ‘source of truth’ expenditure — funding — progress.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 17.5
Quality criterion – Name: Project Delivery Methodology / Weighting: 17.5
Quality criterion – Name: Business Outcomes / Weighting: 21
Quality criterion – Name: Presentation / Weighting: 14
Cost criterion – Name: Cost / Weighting: 30
II.2.6)Estimated value

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

An additional option by the University to extend by 2 times 24 months.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

Objective criteria for choosing the limited number of candidates:

This procedure will be conducted via the Public Contracts Scotland-Tender (PCS-T) Portal. All queries must be made via the PCS-T messaging system. For further instructions, please refer to the ESPD Guidance document attached to this project in PCS-T.

We will apply a two stage process:

Stage 1 — Pre-Qualification via the ESPD (Scotland). The ESPD asks general questions; when completing, bidders must have regard for the statements in this OJEU Notice that detail specific requirements. Bidders must:

a) Pass the minimum standards in ESPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in Section III of this Notice.

b) Complete the scored ESPD Section 4C found in the PCS-T Technical envelope. Statements for these questions can be found in Section.

III.1.3 (‘List and brief description of selection criteria’) of this Notice. Section 4C will be scored as per the scoring methodology detailed below. The six highest scoring bidders will be invited to submit a tender.

NB: Week Commencing 29th May, UoE will submit ITT documentation for information purposes only. Only submissions sent through the PCS-T portal within the required timelines will qualify for acceptance.

Stage 2 — Invitation to Tender (ITT) and submission of shortlisted bidder tender returns. These must be received no later than the date and time detailed within the ITT documentation.

Objective Criteria for Shortlisting — ESPD Section 4C scoring methodology:

0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.

2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Scored ESPD Section 4C question weighting:

4C.1.2 Experience (100 percent).

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

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

List and brief description of conditions:

ESPD 4A.2 Statement.

Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

In the United Kingdom, the economic operator may be requested to provide a certificate from the Registrar of Companies stating that he is certified as incorporated or registered or, where he is not so certified, a certificate stating that the person concerned has declared on oath that he is engaged in the profession in a specific place under a given business name.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

Minimum ‘generally’ yearly turnover should by twice the value of the contract.

ESPD 4B.5.1 and 4B.5.2 Statement.

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 10 000 000 GBP.

Public Liability Insurance = 5 000 000 GBP.

Professional Indemnity Insurance = 5 GBP.

Product Liability Insurance = 5 000 000 GBP.


ESPD 4B.6 Statement

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations, and have available their 2 most recent sets of annual audited accounts including profit and loss information.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Bidders will be required to confirm a number of mandatory requirements as noted on PCST. In addition to this a scored question, as below, will be scored and the 6 highest scoring bidders will be invited to tender.

Evidence that your organisation has worked in partnership to implement an EPPM solution to achieve similar business goals.

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:

Bidders will be expected to agree contract governance to manage the ongoing support of the service.

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted 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: 12/06/2017
Local time: 12:00

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

Date: 26/06/2017

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


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

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The second stage of this procurement will be issued to the 6 highest scoring bidders on 26th June 2017.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

NOTE: Bidders must complete the ESPD (Scotland) to demonstrate adherence to the Exclusion and Selection Criteria for this procurement. If there are named subcontractors/technicians upon which the bidder will rely to meet the selection criteria, these named parties must complete and reattach the ESPD Supplier Response Forms (MO Excel document) attached to ESPD questions 2C.1.1 (Technicians) and 2D.1.2 (Subcontractors) on PCS-T. These parties must complete the first three sections of the ESPD form, as well as any part of the section 4 selection criteria that the main bidder will rely upon the parties to fulfil. If parties have not yet been identified, this information may be required at a later date. The University reserves the right to request information about relevant parties upon whom the main bidder will not rely to fulfil the selection criteria.

NOTE: The buyer is using PCS-Tender to carry out this procurement exercise. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the procurement documents please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code 8268 under PQQs Open to All Suppliers. Use the Search/Filter function, then select Project Code from the dropdown. Once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the Supplier Response Guide: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

(SC Ref:22975)

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=494448

(SC Ref:494448).

VI.4)Procedures for review

VI.4.1)Review body

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
United Kingdom
Telephone: +44 1316502508
E-mail: alison.johnson@ed.ac.ukInternet address:http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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