Invitation to Tender for Youth Support Database

Invitation to Tender for Youth Support Database

Supply, modification (as required), installation, integration, implementation and ongoing support of an Integrated Youth Support database to facilitate operational, tactical and strategic management of the Gloucestershire Youth Support Team.

United Kingdom-Gloucester: Software package and information systems

2013/S 182-314136

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Gloucestershire County Council
Commissioning, Shire Hall
For the attention of: Nina Verle
GL1 2TG Gloucester
UNITED KINGDOM
Telephone: +44 1452328669
E-mail: nina.verle@gloucestershire.gov.uk

Further information can be obtained from: Invitation to tender for a contract to supply an Integrated Youth Support database
All information can be obtained at: www.supplyingthesouthwest.org.uk
Internet address: www.supplyingthesouthwest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Invitation to tender for a contract to supply an Integrated Youth Support database
All information can be obtained at: www.supplyingthesouthwest.org.uk
Internet address: www.supplyingthesouthwest.org.uk

Tenders or requests to participate must be sent to: Invitation to tender for a contract to supply an Integrated Youth Support database
All information can be obtained at: www.supplyingthesouthwest.org.uk
Internet address: www.supplyingthesouthwest.org.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: no

Section II: Object of the contract

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

Invitation to tender for a contract to supply an Integrated Youth Support database.
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: Gloucestershire.
NUTS code UKK13

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)

Supply, modification (as required), installation, integration, implementation and ongoing support of an Integrated Youth Support database to facilitate operational, tactical and strategic management of the Gloucestershire Youth Support Team.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72000000

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

Gloucestershire Youth Support Team are looking for a provider to supply, modify (as required) install, integrate, implement and provide on-going support for a system to facilitate operational, tactical and strategic management of the Gloucestershire Youth Support Team in the following areas:
Connexions/CCIS
Although the Connexions brand is no longer in existence, the DfE still require us to track all young people from Year 9 up to age 18 (or 25 if special needs). Returns are required by the DfE on information such as NEET, Not Knowns, Intended Destinations, September Guarantee and Activity Survey results. The data held is on all Secondary School age young people – up to age 25 if special needs. Types of recording include: Contacts, Referrals, Destinations, Target Groups and Assessments. The new database must meet statutory CCIS reporting requirements.
Youth Offending
The Youth Support Team includes Gloucestershire Youth Offending Service. This part of the Service works with young people aged 10-18 who are in the Criminal Justice System. Types of recording include: Contacts, Offences, Interventions (Orders) and Court Proceedings, Bail/Remand, Referrals, Plans, Asset assessments and Demographics. The new system must meet all YJB/MOJ statutory reporting requirements.
Youth Crime Prevention
The YST has responsibility for young people requiring Youth Crime Prevention work in Gloucestershire. These are young people usually aged 10 upwards, who have not met the threshold for entering the CJS, but are at risk of doing so. The types of data being recorded include; ONSET assessments, Plans, Contacts, Group work, ASB, Referrals and Demographics. The new system must meet any YJB/MOJ statutory reporting requirements.
Youth Work
This work is currently being recorded on a database where possible, or on manual spreadsheets. The Service carries out a range of youth work – including group and detached work. The recording of this work needs to be improved to provide better options to workers, and allow them to record sessions, attendance and outcomes.
Youth Housing
There is a small team who undertake this work. Currently they don’t have a database, so use Excel and other manual recording logs. We want to incorporate this recording into the new database to link it in with the other work of the YST. The requirements for this can be found in the ‘Desirable criteria’ section.
Young People’s Substance Misuse
The work of this team is currently being recorded on a NTA-approved database. We want to incorporate this area of work into the new database so that it links with all of the other work being done by the YST. If the module for this is not currently available, we will expect suppliers to detail their plans to provide this functionality within 12 months of the contract start date. The module must meet all NTA/NDTMS reporting requirements.
Family Work
With the increasing demands on Local Authorities and Youth Support Teams to carry out Family Work, we are looking at the options to record work with families including; agreed action plans, the facility to link members of a family (to a young person) and recording the work undertaken.
Integrated Youth Support Services
As well as the elements listed above, the Youth Support Team covers other areas of work such as Health, YJLD/Pathfinder, Young Runaways and LAC/Care Leavers. Some of these areas have their own databases that must remain. However, as part of this project we need to find a database that can provide accurate overviews of the work of the Service as a whole, including caseloads, workers involved in cases and their roles and referral tracking. We also need to be able to record against a local Outcomes Framework.
No business whatsoever is guaranteed under any resulting framework agreement or Contract indeed there is no guarantee that any framework agreement or contract will be put in place in relation to this notice.No compensation etc will be paid if a tender or resulting framework agreement is withdrawn for any reason. Bidders should take part in this process only on the basis that they fully understand and accept this position.
Estimated value excluding VAT:
Range: between 156 000 and 400 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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
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: Details to be provided in the Invitation to tender.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details to be provided in the Invitation to tender.
Minimum level(s) of standards possibly required: Details to be provided in the Invitation to tender.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details to be provided in the Invitation to tender.
Minimum level(s) of standards possibly required:
Details to be provided in the Invitation to tender.
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

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
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: 28.10.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.10.2013 – 17:00
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: 28.10.2013
IV.3.8)Conditions for opening of tenders

Date: 29.10.2013 – 09:30
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Legal Services, Shire Hall.

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: A minimum 10 calendar day standstill period applies following eletronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:17.9.2013