Hosted Managed Service for the Council’s Financial Management System

Hosted Managed Service for the Council’s Financial Management System

London Borough of Hackney is seeking to procure a hosted managed service for the Council’s Financial Management System (CedAr e5) and Business Intelligence Tool (Cognos 10) which will include hosting, support and maintenance, overnight processing, outputs management including cheques/BACS and fax/email/printing documents.

United Kingdom-London: System and support services

2013/S 219-381294

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hackney
Hackney Town Hall, Mare Street
E8 1EA London
UNITED KINGDOM
Telephone: +44 2083563448
E-mail: procurement.admin@hackney.gov.uk

Internet address(es):

General address of the contracting authority: www.hackney.gov.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

Regional or local authority
I.3)Main activity

General public services
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:

Hosted Managed Service for the Council’s Financial 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
NUTS code UKI12

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)

London Borough of Hackney is seeking to procure a hosted managed service for the Council’s Financial Management System (CedAr e5) and Business Intelligence Tool (Cognos 10) which will include hosting, support and maintenance, overnight processing, outputs management including cheques/BACS and fax/email/printing documents, support services for further development of the system and disaster recovery. The disaster recovery will however be held at a third parties site, giving the Council step in rights should circumstances necessitate it.
The proposed contract duration is for an initial term of 5 years with the option to extend for up to 5 years in instalments.
II.1.6)Common procurement vocabulary (CPV)

72250000, 66172000, 79810000, 72317000, 72540000, 72261000, 72910000

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The commencement date for this contract is 1.4.2015 and will run for an initial term of five years, terminating on 31.3.2020. There will be an option to extend up to a further five years in yearly instalments, to 31.3.2025.
Estimated value excluding VAT:
Range: between 5 500 000 and 6 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The option to extend for a further five years in yearly instalments.
Provisional timetable for recourse to these options:
in days: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 05
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
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:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The hosted managed service provider must:
– work to an ITIL standard (IT Infrastructure Library ISO27001);
– ensure 99.5% service availability of the systems;
– produce outputs in accordance with the daily schedules.
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: See Pre-Qualification Questionnaire which can be downloaded from: http://www.hackney.gov.uk/f-tenders-828.htm

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The Council will assess organisations financial capability to participate as described in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The Council will assess organisations technical capacity & capability to participate as described in the Pre-Qualification Questionnaire.
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
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

2013/HPS/ 118/FR
IV.3.2)Previous publication(s) concerning the same contract

no
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: 23.12.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

6.1.2014 – 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
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

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

Pre-Qualification Questionnaire document and Information pack giving an overview of the Council’s requirements can be downloaded from the Council’s website. Please go to: http://www.hackney.gov.uk/f-tenders-828.htm

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

London Borough of Hackney
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be requested from the address in section 1.1 If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:8.11.2013