IT Management System

IT Management System

The key business objective of this procurement is to enable Circle’s responsive repairs operations to run an efficient repairs and maintenance service through the procurement of an IT system or systems.

UK-London: software package and information systems

2012/S 22-035911

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Circle Housing Group
1-3 Highbury Station Road
For the attention of: Mr Chris Cliffe
N1 1SE London
UNITED KINGDOM
E-mail: circle.procurement@circle.org.uk

Internet address(es):

General address of the contracting authority: http://www.circle.org.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

Body governed by public law
I.3)Main activity

Housing and community amenities
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:

Circle response IT 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
Main site or location of works, place of delivery or of performance: Norwich (UK).
NUTS code
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)

The key business objective of this procurement is to enable Circle’s responsive repairs operations to run an efficient repairs and maintenance service through the procurement of an IT system or systems.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 48217000, 48330000, 48332000, 48333000, 48400000

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 proposed initial contract period will be for 3 years with the option to extend for two further 12 month periods following a performance review after 24 months of the initial term (and 36 months). The contract is intended to commence on the date set out in the procurement timetable in the ITT document.
The key business objective of this procurement is to enable Circle’s responsive repairs operations to run an efficient repairs and maintenance service through the procurement of an IT system. The ITT will be used to select and evaluate systems that will enable this objective to be met.
Circle operates two different business models for the completion of responsive repairs. For some registered providers (RPs), repairs are carried out by an in-source repairs service (Direct Labour Organisation or DLO, currently with a working title of Circle response) and for others the repairs are contracted out to external 3rd party contractors (out-source).
The housing management system in use at Circle is ArcHouse supplied by Orchard Information Systems. ArcHouse is commonly referred to in Circle and throughout this ITT as Orchard. Orchard is used by all RPs to log responsive repairs and will, for the purpose of this procurement, be the master system and reference point for all departments within Circle.
It is a key Circle principle that all customers (tenants and leaseholders) should be offered an appointment at the point of first contact with Circle. In order to achieve this principle Circle needs to procure an IT system that enables them to set appointments for both the in-source and out-source model. This system is referred to throughout this document as the system for appointments setting or ‘SAS’. This system must deliver appointment data back to Orchard.
Circle also requires a work management system to enable the running of the in-source model. This must include, but not be limited to, the ability to schedule operatives, manage stock and materials and mobile data recording. This system is referred to as the Circle response system or ‘CR System’. This system must also deliver information back to Orchard such as (but not limited to) rescheduled appointments, cancellations and completions.
In addition the management system must have the ability to interface to other third party systems such as materials suppliers’.
Circle would prefer to implement one system to meet all requirements, but will consider a combination of systems.
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: 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: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
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

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:

1221
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2011/S 238-384729 of 7.12.2011

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

7.3.2012 – 13:00
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

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

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

All communication must be made in writing to circle.procurement@circle.org.uk.

The proposed initial contract period will be for 3 years with the option to extend for two further 12 month periods following a performance review after 24 months of the initial term (and 36 months). The contract is intended to commence on the date set out in the procurement timetable in the ITT document.
The key business objective of this procurement is to enable Circle’s responsive repairs operations to run an efficient repairs and maintenance service through the procurement of an IT system. The ITT will be used to select and evaluate systems that will enable this objective to be met.
Circle operates 2 different business models for the completion of responsive repairs. For some registered providers (RPs), repairs are carried out by an in-source repairs service (Direct Labour Organisation or DLO, currently with a working title of Circle response) and for others the repairs are contracted out to external 3rd party Contractors (out-source).
The housing management system in use at Circle is ArcHouse supplied by Orchard Information Systems. ArcHouse is commonly referred to in Circle and throughout this ITT as Orchard. Orchard is used by all RPs to log responsive repairs and will, for the purpose of this procurement, be the master system and reference point for all departments within Circle.
It is a key Circle principle that all customers (tenants and leaseholders) should be offered an appointment at the point of first contact with Circle. In order to achieve this principle Circle needs to procure an IT system that enables them to set appointments for both the in-source and out-source model. This system is referred to throughout this document as the System for appointments setting or ‘SAS’. This system must deliver appointment data back to Orchard.
Circle also requires a work management system to enable the running of the in-source model. This must include, but not be limited to, the ability to schedule operatives, manage stock and materials and mobile data recording. This system is referred to as the Circle response system or ‘CR System’. This system must also deliver information back to Orchard such as (but not limited to) rescheduled appointments, cancellations and completions.
In addition the management system must have the ability to interface to other third party systems such as materials suppliers’.
Circle would prefer to implement one system to meet all requirements, but will consider a combination of systems.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.1.2012