GIS

Geographic Information Systems for Rural Payments Agency

Geographic Information Systems for Rural Payments Agency

RPA is now seeking to explore opportunities for both Rural Land Register digitisation and Remote Sensing services to be delivered off-site. Services may commence as soon as practicable on a phased roll-out basis following contract award which maybe from August 2013 to facilitate special projects and exercises.

UK-Reading: Geographic information systems (GIS or equivalent)

2013/S 107-183264

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Rural Payments Agency
21-23 Valpy Street
Contact point(s): https://rpa.bravosolution.co.uk
RG1 1AF Reading
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: https://rpa.gov.uk

Address of the buyer profile: https://rpa.bravosolution.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

National or federal agency/office
I.3)Main activity

Environment
Economic and financial affairs
Other: CAP Scheme Payments
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:

Remote Sensing and Rural Land Register Digitising.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: United Kingdom.
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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 0 and 0 GBP

II.1.5)Short description of the contract or purchase(s)

Rural Payments Agency (RPA) is an executive Agency of Department for Environment, Food and Rural Affairs (Defra), and operates as the single accredited Common Agricultural Policy (CAP) paying Agency in England on behalf of Defra and the Devolved Administrations. It delivers GBP 2.3 billion of CAP payments each year to the businesses and organisations which supply our food, maintain our rural economy, cultural heritage and environmental landscapes. In total, it is responsible for over 40 EU CAP schemes, some of which apply across GB and the UK.
In functional terms the main components of RPA’s key activities are:
Administration, payments and accounting for CAP schemes; Support activities for CAP schemes; Customer support and registration; Management of the Rural Land Register (RLR); British Cattle Movement Service (BCMS); Inspections; and associated Back Office support functions.
The largest scheme is the Single Payment Scheme (SPS) (operated for England only), with around 106,000 farmers receiving total annual payments in the region of GBP 1.86 billion.
RPA is responsible for and makes payments under the Rural Development Plan for England (RDPE) including Environmental Stewardship schemes. These payments are made on behalf of Natural England and Core Defra (and formerly the Regional Development Agencies (RDAs)). In total last year alone, over 300,000 payments were made to its customers including over 125,000 payments (over 98 % within agreed targets) on behalf of Natural England (NE) and the RDAs.
RPA operates an Inspectorate function, which conducts over 23,000 inspections each year at a variety of locations including farms. RPA also manages the Rural Land Register, Defra’s database of land used for all land-based CAP schemes, which contains details of around 2.4 million land parcels.
Rural Land Register – The RLR is the corporate spatial repository of land records for the Defra and its executive agencies, Natural England and the Forestry Commission.
In order to meet European Union requirements to have a Geographic Information System (GIS) and to modernise and streamline RPA’s approach to administering land-based schemes, RPA embarked on the RLR project in early 2002. Since then geospatial details relating to over 2.4 million land parcels have been mapped against Ordnance Survey MasterMap data, and stored in the RLR. In 2009 RPA undertook a significant programme of work to improve the positional accuracy of the land parcels held and incorporate additional real world changes, adopting iSMART GIS as the core of the RLR system.
The combined figure of customers for the Single Payment Scheme and Environmental Stewardship Schemes is approximately 121,000. As a consequence of this, there are a significant number of requests to register and amend land parcel information.
The current digitisation work is undertaken on-site at RPA’s head office in Reading and maintains the land parcel data directly in the RLR iSMART database.
Remote Sensing – The European Union lays down detailed rules for the implementation of CAP, including the requirement that there be a regime of on-the-spot controls to check the eligibility criteria for the schemes concerned. Such controls are undertaken using Remote Sensing (RS) which RPA has done continuously since 1992. The number of RS controls undertaken can vary from year to year, according to the particular inspection strategy adopted for the year in question. Last year approximately 4000 to 4500 single payment scheme applications were examined. The current Remote Sensing work is undertaken off-site.
RPA is now seeking to explore opportunities for both Rural Land Register digitisation and Remote Sensing services to be delivered off-site. Services may commence as soon as practicable on a phased roll-out basis following contract award which maybe from August 2013 to facilitate special projects and exercises, and at full anticipated volumes from 1.12.2013. There maybe a requirement for Defra and other members of the Defra network to also use these services including but not limited to Natural England and Forestry Commission.
II.1.6)Common procurement vocabulary (CPV)

38221000, 03000000, 72000000

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The RPA is seeking a provider(s) to carry out the digitisation of the Rural Land Register (RLR) and under take Remote Sensing activities. Lot 1 is for the provision of Remote Sensing and RLR digitising activities to comply with EU Regulations and Lot 2 is for the provision of RLR digitising activities to comply with EU Regulations.
Estimated value excluding VAT: 17 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract(s) will allow for up to a further 2 x 12 month extensions.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Remote Sensing

1)Short description

The provision of remote sensing activities on behalf of the RPA at non RPA premises. The purpose of the service is to assist RPA to meet its legislative requirements regarding “spot checks” and to perform the agreed tasks in compliance with the European Union’s (EU’s) 2014 Common Technical Specification (CTS) and other applicable EU Regulations.
Services may commence as soon as practicable on a phased roll-out basis following contract award and at full anticipated volumes from 1.12.2013.
2)Common procurement vocabulary (CPV)

38221000, 03000000, 72000000

3)Quantity or scope

The RPA is seeking a provider to under take Remote Sensing activities and RLR digitising activities to comply with EU Regulations.
Estimated value excluding VAT: 4 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

The contract will allow for up to a further 2 x 12 month extensions.
Lot No: 2 Lot title: RLR Digitising

1)Short description

The provision of digitising activities on behalf of RPA at non RPA premises for the purposes of updating and implementing changes to the Rural Land Register (RLR) and updating the National Database (NDB) in compliance with the European Union Land Parcel Identification System (LPIS) quality assurance standards and other applicable EU Regulations.
Services may commence as soon as practicable on a phased roll-out basis following contract award, and at full anticipated volumes from 1.12.2013.
2)Common procurement vocabulary (CPV)

38221000, 03000000, 72000000

3)Quantity or scope

The RPA is seeking a provider to under take digitising activities of the RLR digitising to comply with EU Regulations.
Estimated value excluding VAT: 13 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

The contract will allow up to a further 2 x 12 month extensions.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The RPA reserves the right to require deposits, guarantees, bonds and/or other forms of appropriate security.
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:

No special legal form is required. If the service provider is a consortium, each member of the consortium will be jointly and severally liable for performance of the contract or shall select from amongst themselves a lead contractor acceptable to the RPA.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The RPA’s Conditions of Contract will apply to this Contract(s).
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: Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://rpa.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers’ will be assessed in accordance with Part V of the Public Contracts Regulations 2006 (SI 2006/5) which implement Title 2 Chapter 7 Section 2 of the 2004/18/EC Directive on the basis of information provided in response to the invitation to tender. Powered by BravoSolution eSourcing Technology 8 / 20 Completed responses to the Invitation to Tender must be returned via the RPA eTendering Service (further details of which are available at Section III.2.1 of this OJEU Notice) before the deadline for receipt of responses as notified in Section IV.3.4 of this OJEU Notice.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluation information required from Tenderers will be stated in the Invitation to Tender (ITT ) which are available only at https://rpa.bravosolution.co.uk

Tenderers are required in delivering the contract to comply with the RPA’s policies, strategies and standards.

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:
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 48-078114 of 8.3.2013

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: 8.7.2013 – 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate

8.7.2013 – 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

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

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Two (2) representatives from RPA Commercial

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 RPA intends to use an eTendering system in this procurement exercise. The RPA reserves the right not to award a Contract or to award part of a Contract only. There will be no reimbursement of bid costs. Tenders and all supporting documents must be priced in pounds sterling. Any Contract or agreement resulting from the Tender will be entered into under English law. All discussions and meetings will be conducted in English. The RPA reserves the right to terminate the procurement process (or part of it) to change the basis of and the procedures for the procurement at anytime.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
WC2A 2LL
UNITED KINGDOM
Internet address: http://hmcourts-service.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Economic operators are referred to the Public Contracts Regulations 2006 and in particular regulations 47D and 47E which are set out as follows: 47D General time limits for starting proceedings.
“(1) This regulation limits the time within which proceedings may be started where the proceedings do not seek a declaration of ineffectiveness.
(2) Subject to paragraphs (3) and (4), such proceedings must be started promptly and in any event within 3 months beginning with the date when grounds for starting the proceedings first arose.
(3) Paragraph (2) does not require proceedings to be started before the end of any of the following periods—
(a) where the proceedings relate to a decision which is sent to the economic operator by facsimile or electronic means, 10 days beginning with—
(i) the day after the date on which the decision is sent, if the decision is accompanied by a summary of the reasons for the decision;
(ii) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons;
(b) where the proceedings relate to a decision which is sent to the economic operator by other means, whichever of the following periods ends first—
(i) 15 days beginning with—
(aa) the day after the date on which the decision is sent, if the decision is accompanied by a summary of the reasons for the decision; or
(bb) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons;
(ii) 10 days beginning with—
(aa) the day after the date on which the decision is received, if the decision is accompanied by a summary of the reasons for the decision; or
(bb) if the decision is not so accompanied, the day after the date on which the economic operator is informed of a summary of those reasons;
(c) where sub-paragraphs (a) and (b) do not apply but the decision is published, 10 days beginning with the day on which the decision is published.
(4) The Court may extend the time limits imposed by this regulation (but not the limits imposed by regulation 47E) where the Court considers that there is a good reason for doing so.
(5) For the purposes of this regulation, proceedings are to be regarded as started only when the claim form is served in compliance with regulation 47F(1).
47E Special time limits for seeking a declaration of ineffectiveness (1) This regulation limits the time within which proceedings may be started where the proceedings seek a declaration of ineffectiveness.
(2) Such proceedings must be started—
(a) where paragraph (3) or (5) applies, within 30 days beginning with the relevant date mentioned in that paragraph;
(b) in any other case, within 6 months beginning with the day after the date on which the contract was entered into.
(3) This paragraph applies where a relevant contract award notice has been published in the Official Journal, in which case the relevant date is the day after the date on which the notice was published.
(4) For that purpose, a contract award notice is relevant if, and only if—
(a) the contract was awarded without prior publication of a contract notice; and
(b) the contract award notice includes justification of the decision of the contracting authority to award the contract without prior publication of a contract notice.
(5) This paragraph applies where the contracting authority has informed the economic operator of—
(a) the conclusion of the contract; and
(b) a summary of the relevant reasons, in which case the relevant date is the day after the date on which the economic operator was informed of the conclusion or, if later, was informed of a summary of the relevant reasons.
(6) In paragraph (5), “the relevant reasons” means the reasons which the economic operator would have been entitled to receive in response to a request under regulation 32(9).
(7) In this regulation, “contract award notice” means a notice in accordance with regulation 31(1).
(8) For the purposes of this regulation, proceedings are to be regarded as started only when the claim form is served in compliance with regulation 47F(1).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Hight Court
Royal Courts of Justice, The Strand
WC2A 2LL
Internet address: http://hmcourts-service.gov.uk

VI.5)Date of dispatch of this notice:3.6.2013