Insurance claims database system

Insurance claims database system

To Purchase a software system to record, manage and externally house the data for insurance claims in respect of Cheshire West and Chester Council and Cheshire East Council and all the legacy district councils claims that continue to be managed by these authorities.

UK-Chester: software package and information systems

2012/S 141-236227

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cheshire West and Chester Borough Council
Procurement, HQ, 58 Nicholas Street
For the attention of: Mrs Ann Hope
CH1 2NP Chester
UNITED KINGDOM
Telephone: +44 1244972369
E-mail: ann.hope@cheshirewestandchester.gov.uk

Internet address(es):

General address of the contracting authority: www.cheshirewestandchester.gov.uk

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: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Insurance claims database 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: Within the Boundaries of Cheshire West and Chester and Chester East Unitary Authorities.
NUTS code UKD

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)

To Purchase a software system to record, manage and externally house the data for insurance claims in respect of Cheshire West and Chester Council and Cheshire East Council and all the legacy district councils claims that continue to be managed by these authorities. The current database holds in excess of 70 000 records made up of 57 % insurance claims and 43 % health & safety accident reports. The current database will need to be migrated as part of this contract. The new provider will have to ensure that all data is hosted and processed within the EEA or in a country considered safe by the Information Commissioner (a list of safe countries is published on www.ico.gov.uk). The USA may be considered if the relevant state has signed up to the US “Safe Harbor Scheme”.

II.1.6)Common procurement vocabulary (CPV)

48000000

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

The current database holds in excess of 70 000 records made up of 57 % Insurance Claims and 43 % Health and Safety Accident Reports.
Estimated value excluding VAT: 300 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: 2 x 1 year option to extend the contract. This extension may be exercised at the end of the initial contract period 31.03.18.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
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:

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

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

The contracting authority reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As stated in tender documents.
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: Any supplier may be disqualified who:
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
All applicants will be required to complete a pre-qualification questionnaire and will be subjected to financial checks from an outside agency.
All applicants will need to be registered under the Data Protection Act 1998 and that data is stored and processed within the EEA.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
Information and formalities necessary for evaluating if requirements are met:
As stated in tender document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in tender documents.
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: yes

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 3: and maximum number 0
Objective criteria for choosing the limited number of candidates: Envisaged minimum number 3. Objective criteria for choosing the limited number of candidates: The objective of the selection process is to assess the responses to the pre-qualification questionnaire (PQQ) and to select a minimum of 3 candidates to proceed to the next stage of the procurement (invitation to tender). For a candidate to be shortlisted they must not fail any of the pass / fail questions. Full details are stated in the PQQ.
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:

CPU/075
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

24.8.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.9.2012
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

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 17.10.2012 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 5 Years or at 6 or 7 years if options to extend are taken up
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

This contract is being procured using an e-tendering system called The Chest. If you are not currently registered, go to the following and click the “Register Free” box: https://www.thechest.nwce.gov.uk/procontract/supplier.nsf/frm_home.

If you go to https://www.thechest.nwce.gov.uk/procontract/supplier.nsf/frm_opportunity_search.

You will be able to search via the “Organisation” drop down menu for Cheshire West and Chester tenders. Select this particular opportunity from the list and register interest; you will then be able to find further information and access the pre-qualification questionnaire and accompanying Instructions / Guidance Notes.
The Closing Date for receipt of PQQ submissions via “The Chest” is on 24.8.2012 (12:00). You are advised to express an interest and subsequently access and start your PQQ as soon as possible so as to allow yourself sufficient time to complete the PQQ and meet the deadline, which is absolute. Once the closing date has passed, the evaluation panel will decide which candidates are to be taken forward to the Invitation to Tender stage. It is estimated that this decision will not be made until 10.09.12. The Guidance Notes provided with the PQQ document on The Chest show an estimated timetable to assist you. Overall, the pre-qualification questionnaire and possible subsequent tender documents (if you pass this stage) are available to download from “The Chest”. It is your responsibility to download the pre-qualification document from “The Chest”. Please do not call the Procurement department to find out initial details of this opportunity – all instructions and details of this opportunity will be found in the PQQ pack once you have accessed it. Any clarification questions must be raised via “The Chest” in the Questions and Answers section. Any notifications regarding this opportunity will be issued via “The Chest”. It is your responsibility to check “The Chest” to be aware of any updates.

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

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2006 (as amended) (the Regulations) the Council will operate a standstill period of not less than 10 days between notifying contractors of its intention to award the contract and the award of the contract.
Any appeal during this period shall be addressed to:
The Head of Legal and Democratic Services Cheshire West and Chester Borough Council, 58 Nicholas Sttreet Chester, Cheshire CH1 2NP, UNITED KINGDOM.
If the appeal is not successfully resolved contractors may commence legal action for breach of duty in the High Court in accordance with Regulation 47.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.7.2012