Enterprise Works Management System

Basingstoke: software package and information systems

Enterprise Works Management System for Sentinel Housing Association

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sentinel Housing Association
56 Kingsclere Road
Contact point(s): by e-mail
For the attention of: Mr Chris Shaw
RG21 6XG Basingstoke
UNITED KINGDOM
Telephone: +44 7722067596
E-mail: chris.shaw@shawc.co.uk

Internet address(es):

General address of the contracting authority: http://www.sentinelha.org.uk/

Address of the buyer profile: http://www.shawc.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

Housing and community amenities

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:

Supply and implementation of an enterprise works management system.

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: 56 Kingsclere Road, Basingstoke, Hampshire, RG21 6XG, UNITED KINGDOM.
NUTS code UKJ33

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 provision of the necessary hardware, software solution and ongoing support services to establish an enterprise works management system which includes repairs and contract management, automated scheduling, mobile working, reporting and SMS texting and which is integrated with Sentinel’s core business applications.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72260000, 72500000, 72600000

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

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:

To supply, install, integrate, support and maintain all the necessary hardware, software and related services to provide an enterprise works management system (E-WMS) which includes repairs and contract management, scheduling, reporting and mobile working and which integrates / interfaces with Sentinel’s Microsoft Dynamics CRM System – version 4, ECMK Integrator Asset Management System, Infor Sun Accounts Finance System version 4.3.3, HR & Payroll Solution – Frontier Chris 21, Capita Academy Housing Management System – version 16.3 and Teleserve SMS System. The E-WMS solution should provide contractor, repairs, stores (Imprest and virtual) management, works project management, automated job scheduling, reporting and mobile working functionality.

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: 60 (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:

Dependent on the suppliers status, a performance bond or guarantee may be required.

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

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Sentinel’s specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The costs of responding to the tender will be borne by the respondent and Sentinel will not be liable for the suppliers costs.
Sentinel are not bound to accept any or all of the suppliers response.

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: All interested parties who register their interest in the tender will be sent a pre-qualification questionnaire (PQQ) which needs to be completed in full and returned back no later than 12:00pm on the 19.12.2011.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evaluated as part of the PQQ response.
Minimum level(s) of standards possibly required: As part of the PQQ response suppliers are asked for a Dunn & Bradstreet Check which has been performed within the last month. Suppliers assessed as having an “Average”, “Lower than average” or “Minimum” risk of business failure will pass this criterion.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluated as part of the PQQ response.
Minimum level(s) of standards possibly required:
Previous / demonstrable experience of providing the requested solution requirements.

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

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: Using the pre-qualification questionnaire suppliers will be short listed based on the analysis performed in the financial, legal, and technical areas. Some questions contained within the PQQ may require a “Yes” or “No” response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered “No”, Sentinel may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon their order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a consensus team score. Incomplete responses will reduce the suppliers chance of being short listed and in some cases will exclude the supplier.

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:

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

19.12.2011 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

21.12.2011

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

IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

VI.3)Additional information

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Sentinel Housing Association
56 Kingsclere Road
RG21 6XG Basingstoke
UNITED KINGDOM

Body responsible for mediation procedures

Sentinel Housing Association
56 Kingsclere Road
RG21 6XG Basingstoke
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals should be sent to Peter Davis, Sentinel Housing Association, 56 Kingsclere Road, Basingstoke, Hampshire, RG21 6XG, UNITED KINGDOM.

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

VI.5)Date of dispatch of this notice:11.11.2011