eProcurement Marketplace Tender

eProcurement Marketplace Tender

The provision, implementation and subsequent support of an e-Marketplace service, including catalogue content management, e-invoicing with three-way automatic matching, and two-way automated document transmission to suppliers.

United Kingdom-Cardiff: Procurement software package

2013/S 181-312509

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cardiff University
Purchasing Section, McKenzie House, 30-36 Newport Road
For the attention of: Darren Evans
CF24 0DE Cardiff
UNITED KINGDOM
Telephone: +44 2920879648
E-mail: buyline@cf.ac.uk
Fax: +44 2920874789

Internet address(es):

General address of the contracting authority: www.cardiff.ac.uk/purch/

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0258

Further information can be obtained from: Cardiff University
Purchasing Section, McKenzie House, 30-36 Newport Road
For the attention of: Darren Evans
CF24 0DE Cardiff
UNITED KINGDOM
Telephone: +44 2920879648
E-mail: buyline@cf.ac.uk
Fax: +44 2920874789
Internet address: www.cardiff.ac.uk/purch/

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Cardiff University
Purchasing Section, McKenzie House, 30-36 Newport Road
Contact point(s): Purchasing Section
CF24 0DE Cardiff
UNITED KINGDOM
Telephone: +44 2920879648
E-mail: buyline@cf.ac.uk
Fax: +44 2920874789
Internet address: www.cardiff.ac.uk/purch/

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

Education
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 an eProcurement Marketplace
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: Cardiff
NUTS code UK

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, implementation and subsequent support of an e-Marketplace service, including catalogue content management, e-invoicing with three-way automatic matching, and two-way automated document transmission to suppliers. The University utilises Oracle EBS R12.0.6 and the e-Marketplace solution would need to integrate seamlessly with this system. The University does not intend to host the e-Marketplace solution itself but prefers a supplier/externally hosted solution.
II.1.6)Common procurement vocabulary (CPV)

48490000, 72212490

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

The provision, implementation and subsequent support of an e-Marketplace service, including catalogue content management, e-invoicing with three-way automatic matching, and two-way automated document transmission to suppliers. The University utilises Oracle EBS R12.0.6 and the e-Marketplace solution would need to integrate with this system. Oracle iProcurement provides a Web-based shopping system that allows university staff to create, manage, and track their own orders. When integrated with other Oracle modules it incorporates sophisticated workflow technology to streamline the process of authorising requisitions as well as automating the process of transforming requisitions into purchase orders and electronically distributing them to suppliers.
The Catalogue Content Management solution must be able to facilitate additions, deletions and amendments to an item file that may include tens of thousands separate items, in a timely and accurate manner. The service must be capable of mapping product classifications from UNSPSC to Proc-HE and vice versa. Catalogue functionality must be able to deal with differential pricing structures, to allow pricing information to be maintained for the University against common items or products. The University will use agreed procedures to communicate amendments to the Catalogue Management Solution provider who will then make the amendments in the relevant catalogue(s). The Catalogue Management Solution provider must work closely with the University and with the Oracle EBS Support Service Provider (Patech Solutions Ltd), to maximise the integration of systems and business processes. This must include a joint approach to systems integration and upgrade management to security, content management and system maintenance. Incorporated into the Catalogue Management service must be the provision for the automated transmission of data to and from suppliers (including the transmission of purchase orders, invoices and other documents) by the most cost effective methods available. This will include but not be limited to the use of email and facsimile transmission, but significantly XML and HTML files. The University does not intend to host the e-Marketplace solution itself but would prefer a supplier/ externally hosted solution.
Cardiff University will use an eTendering system in this tendering exercise. Prospective suppliers should follow the steps below to express their interest and obtain the pre-qualification questionnaire. (NB: Suppliers who have previously registered on the InTend System as a prospective bidder should go to Step 8).
1. Suppliers should register on the InTend system at https://in-tendhost.co.uk/cardiffuniversity/

2. Click the New User Registration link
3. Enter the user and business details requested and click Next
4. Add your contact details by clicking Add. Complete the details and click Next
5. Click Next again to confirm the contact details and move to the next screen
6. Check all registration details are correct and click Register My Details
7. You will receive an email with your username and password
8. Return to the website and click Login. Enter your details and click Login
9. Click the Current Tenders link to see all current tenders
10. To express an interest, click on the relevant tender and then on Express Interest
11. You will receive an email shortly afterwards to confirm that your expression of interest has been received and that the PQQ documents are now available to view on the system.
12. Re-enter the InTend site, login and click on My Tenders. You will be able to access all documents (including the PQQ) and any online questionnaires associated with the tender.
For any support in submitting your expression of interest, please contact the helpdesk via email at support@in-tend.com or by phone on +44 1332869400.

II.2.2)Information about options

Options: yes
Description of these options: At the University’s discretion, it may extend the contract for an eMarketplace solution via formal review periods up to a maximum of 20 years. The University reserves the right to exercise options for extension of the system across additional areas of the University at any future point without a further call for competition. The University also reserves the right to exercise the option to extend the system to include different modules/functionality at any future point without a further call for competition. Timescale for the exercise of the foregoing options is currently unknown.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 10
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
the bidder is established.
A Pre-Qualification Questionnaire (PQQ) will include reference to economic and financial capacity which will be avilable via the University’s InTend eTendering system in this tendering exercise. Prospective suppliers should follow the steps outlined elewhere in this Notice to register (as necessary) on InTend to express their interest and obtain the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(5) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(6) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(7) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(8) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(9) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(10) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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:

CU185/010114
IV.3.2)Previous publication(s) concerning the same contract

Notice on a buyer profile

Notice number in the OJEU: 2012/S 32-051795 of 13.2.2012

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: 30.10.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

31.10.2013 – 12:00
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

until: 31.3.2014
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

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

Cardiff University will use an eTendering system in this tendering exercise. Prospective suppliers should follow the steps below to express their interest and obtain the pre-qualification questionnaire. (NB: Suppliers who have previously registered on the InTend System as a prospective bidder should go to Step 8).
1. Suppliers should register on the InTend system at https://in-tendhost.co.uk/cardiffuniversity/

2. Click the New User Registration link
3. Enter the user and business details requested and click Next
4. Add your contact details by clicking Add. Complete the details and click Next
5. Click Next again to confirm the contact details and move to the next screen
6. Check all registration details are correct and click Register My Details
7. You will receive an email with your username and password
8. Return to the website and click Login. Enter your details and click Login
9. Click the Current Tenders link to see all current tenders
10. To express an interest, click on the relevant tender and then on Express Interest
11. You will receive an email shortly afterwards to confirm that your expression of interest has been received and that the PQQ documents are now available to view on the system.
12. Re-enter the InTend site, login and click on My Tenders. You will be able to access all documents (including the PQQ) and any online questionnaires associated with the tender.
For any support in submitting your expression of interest, please contact the helpdesk via email at support@in-tend.com or by phone on +44 1332869400.

(WA Ref:2146)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:16.9.2013