Grant Management System for Arts Council England

Grant Management System for Arts Council England

The Arts Council is seeking a Grants Management System (GMS) that supports the whole grants process from grant application through assessment, decision, formal agreement, monitoring and reporting to closure.

UK-Manchester: software supply services

2012/S 134-223409

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Arts Council England
The Hive, 49 Lever Street
Contact point(s): IT Project Manager
For the attention of: Wayne Smith
M1 1FN Manchester
Telephone: +44 1619344411

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Recreation, culture and religion
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.1.1)Title attributed to the contract by the contracting authority:

Grant Management System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services

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)

Software supply services. Software consultancy services. Software implementation services. Miscellaneous software development services and computer systems. Arts Council England champions, develops and invests in artistic and cultural experiences that enrich people’s lives. We support a range of activities across the arts, museums and libraries – from theatre to digital art, reading to dance, music to literature, and crafts to collections. Great art and culture inspires us, brings us together and teaches us about ourselves and the world around us. In short, it makes life better.
Between 2011 and 2015, we will invest £1,4 billion of public money from government and an estimated £0,85 billion from the National Lottery to help create these experiences for as many people as possible across the country.
In the financial year 2012/13 the Arts Council will distribute approximately £560 000 000 through 12 major funding initiatives to over 5 000 organisations. Funding agreements can be anything from a few months to 5 years.
The Arts Council is seeking a Grants Management System (GMS) that supports the whole grants process from grant application through assessment, decision, formal agreement, monitoring and reporting to closure. High level system requirements include, but are not limited to:
— The ability to configure and publish on-line application forms,
— The ability for Arts Council staff to configure the system to meet the requirements of new funding programs, without the need to involve a 3rd party,
— Support for a range of different funding programmes running concurrently,
— A full audit trail of all applications that pass through the system,
— The ability to monitor and analyse the progress of applications and the effectiveness of the assessment process,
— The ability to allocate grants from a range of different funding sources,
— A business reporting module with the ability to produce customised reports,
— Standard interfaces for the transfer of data to and from other systems including financial management / ERP systems.
If you feel your organisation can meet all of these high level requirements then please register your interest by completing our prequalification questionnaire (instructions on how to access our prequalification questionnaire can be found in section VI.3 of this notice) to enable us to assess your capability.
For information only: Please note that if invited to tender, a mandatory product demonstration will be required at either our London or Manchester office locations.
II.1.6)Common procurement vocabulary (CPV)

72268000, 72266000, 72263000, 72212900

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:
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: 51 (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:

As detailed in our prequalification questionaire.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Prospective suppliers will be required to provide evidence of relevant professional risk indemnity insurance.
Prospective suppliers will be required to provide one of the following set out below:-.
— A copy of your audited accounts for the most recent two years,
— A statement of your turnover, profit & loss account and cash flow for the most recent year of trading,
— A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position,
— Alternative means of demonstrating financial status if trading for less than a year.
III.2.3)Technical capacity
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

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

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

9.8.2012 – 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

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
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 contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender.If you wish to apply to be awarded our contract for our Grant Management System, you need to review and complete our prequalification questionnaire (PQQ) and then submit your PQQ. To download and complete your PQQ, please follow the instructions below.
Downloading the PQQ:
— Go to and click on the ‘Register’ link. If you have already registered with Delta previously, please log on using your existing username and password and click on the ‘Responses Manager’ tab to collect the PQQ document,

— Register your company details and enter the following Tender Access Code (TAC) 5R5PGZ6YDG at the bottom of the registration page,
— You will be issued with a username and password – this will be sent to the email address you provided,
— Go back to, login using your username and password and then click on the ‘Responses Manager’ tab to see the ‘Grant Management System’ link,

— Click on the ‘Grant Management System’ link to view the PQQ document,
— Click on the ‘Collect ITT documents’ tab and download the PQQ document and save it to your computer.
If you are experiencing any problems accessing this online PQQ document, please contact the Delta helpdesk @ or call 0845 270 7050 for further assistance. If you have registered and have forgotten your username and password, please click on the ‘forgotten password’ link on

Please download the PQQ document and respond as per the instructions found in the PQQ. You must complete and submit your PQQ electronically into the secure document exchange by the due date of Thursday 9th August 2012 at 12:00 hrs. We will only accept responses submitted via the secure electronic document exchange. We will not accept any responses submitted by any other method including email. Any tender delivered after the closing date and time for any reason may be discounted. GO Reference: GO-2012710-PRO-4060173.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Arts Council England
14 Great Peter Street
SW1P 3NQ London
Telephone: +44 8453006200

Body responsible for mediation procedures

Centre for Effective Dispute Resolution
International Dispute Resolution Centre, 70 Fleet Street
EC4Y 1EU London
Telephone: +44 2075366000
Internet address:

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Arts Council England
14 Great Peter Street
SW1P 3NQ London

VI.5)Date of dispatch of this notice:10.7.2012