IT Software and Services Tender
The Project comprises the delivery of a technology-enabled end-to-end customer services model and the associated management of resulting business change.
United Kingdom-Lewes: Software package and information systems
2015/S 042-072364
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Lewes District Council
Southover House, Southover Road, East Sussex
For the attention of: Judith Field
BN7 1AB Lewes
UNITED KINGDOM
Telephone: +44 1273471600
E-mail: judith.field@lewes.gov.uk
Internet address(es):
General address of the contracting authority: http://www.lewes.gov.uk/
Electronic access to information: http://www.businessportal.southeastiep.gov.uk
Electronic submission of tenders and requests to participate: http://www.businessportal.southeastiep.gov.uk
Further information can be obtained from: IESE on behalf of Lewes District Council
For the attention of: David Whyte
UNITED KINGDOM
E-mail: enquiries@iese.gov.uk
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South East Business Portal
UNITED KINGDOM
Internet address: http://www.businessportal.southeastiep.gov.uk
Tenders or requests to participate must be sent to: South East Business Portal
UNITED KINGDOM
Internet address: http://www.businessportal.southeastiep.gov.uk
I.2)Type of the contracting authority
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
Eastbourne Borough Council
1 Grove Road
BN21 4TW Eastbourne
UNITED KINGDOM
Hastings Borough Council
Town Hall, Queen’s Road
TN34 1QR Hastings
UNITED KINGDOM
Rother District Council
The Town Hall
TN39 3JX Bexhill-on-Sea
UNITED KINGDOM
Wealden District Council
Vicarage Lane
BN27 2AX Hailsham
UNITED KINGDOM
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: South East England.
NUTS code UKJ
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The Project comprises the delivery of a technology-enabled end-to-end customer services model and the associated management of resulting business change. It is intended to generate significant recurring efficiency savings for the Contracting Authority phased over a 4 year period from 2016/17 to 2019/20.
The Contracting Authority intends to appoint a supplier to deliver the Project and in particular this includes, but is not limited to, the following services (‘Business Change and Major Systems’):
— The design, supply, installation, testing and acceptance of council-wide technology including the following features — customer relations management system (CRM), website CMS/customer portal, payments solution, booking/diary system, ‘report-it’ app, workflow/EDRMS;
— Provision of relevant software licences and other intellectual property rights required by the Contracting Authority in the use of the solution;
— Integration of new technology with the Contracting Authority’s existing IT systems and infrastructure;
— Business change management services;
— Programme and project management services;
— Training and communications services;
— Support and maintenance services.
In addition, economic operators shall also note that the Contracting Authority intends to procure a housing management system (‘HMS’) as a separate lot. Further details shall appear in the pre-qualification questionnaire and economic operators will be asked to express an interest in 1 or both lots.
The Contracting Authority’s detailed requirements for the Project will appear in the tender documentation.
Economic operators shall note that the Project will introduce significant changes to the Contracting Authority’s existing means of service provision as well as requiring the interface between new and existing technologies. In addition therefore to the technological solution offered by the successful bidder, the Contracting Authority will be placing weight on the successful bidder’s proposals for and expertise in change management.
The details above are not exhaustive and the Contracting Authority may give consideration both during the procurement process and the contract term to the inclusion of different/further services or technologies — including the replacement of a further IT system — which will assist in delivering the Project and the principal outputs described above. If during the term of the Contract, this would be carried out in accordance with the variation mechanism in the Contract.
Whilst the Contracting Authority seeks to appoint a single supplier for each lot (or for both lots), it accepts that this combination of requirements may require the collaboration of several suppliers in which case economic operators are therefore referred to Section III.1.3 of this Notice and the pre-qualification questionnaire.
Section 1.4 of this Notice indicates that the Contracting Authority is purchasing on behalf of other contracting authorities. Economic operators should note however the limited scope of this proposal, which is to ensure that Eastbourne Borough Council and one other district council within the boundaries of East Sussex County Council may have access to or benefit from parts of the services and the solution. It is expected that this will be achieved through the grant of additional licences or third party rights under the contract to those organisations. It is not anticipated that a framework agreement would be established or that the successful tenderer would enter into a direct contract with any party other than the Contracting Authority. Full details of how this will be achieved will appear in the tender documentation, but for the purposes of this Notice, the estimated value of the Contract at Section II.2.1 takes into account this further use.
II.1.6)Common procurement vocabulary (CPV)
48000000, 72000000, 79400000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2.1)Total quantity or scope:
The estimated contract value range set out below takes into account one-off costs, ongoing support and maintenance costs during the initial term and the maximum extension and other costs relating to the ‘scaling’ of the housing management system for use by 2 neighbouring authorities. The range therefore allows for potential variations in use of the systems by others and use of the support and maintenance arrangements.
Estimated value excluding VAT:
Range: between 1 750 000 and 5 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Information about lots
Lot No: 1Lot title: Business Change and Major Systems
1)Short description
2)Common procurement vocabulary (CPV)
48000000, 72000000, 79400000
3)Quantity or scope
Range: between 1 500 000 and 4 000 000 GBP
Lot No: 2Lot title: Housing Management System
1)Short description
2)Common procurement vocabulary (CPV)
48000000, 72000000, 79400000
3)Quantity or scope
Range: between 250 000 and 1 000 000 GBP
Section III: Legal, economic, financial and technical information
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.2.1)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
As set out in the Pre-Qualification Questionnaire.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: 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
Objective criteria for choosing the limited number of candidates: To be set out in the pre-qualification questionnaire.
IV.2.1)Award criteria
IV.2.2)Information about electronic auction
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
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
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
Interested organisations may register and obtain the pre-qualification questionnaire from the South East Business Portal atwww.businessportal.southeastiep.gov.uk
They will need to register and go to South East IEP in Opportunities where they can download the PQQ. For any technical queries relating to using SEBP, please contact enquiries@iese.gov.uk
The deadline for uploading completed pre-qualification questionnaires onto the South East Business Portal is 12:00 on 27.3.2015.
Additional information relating to the details provided in this contract notice is available in the pre-qualification questionnaire. Any further queries relating to this procurement may be addressed through the Portal. Economic operators are requested to submit any queries in relation to the Project, the PQQ or this Notice through the Portal, and in particular are requested not to use the details at Section 1.1 of the Notice or other means to contact the Contracting Authority in relation to this procurement.
All timescales in this Notice are intended timescales but the Contracting Authority reserves the right to vary these or any other procurement timescales or arrangements.
The Contracting Authority reserves the right to abandon all or any part of this procurement at any stage following the publication of this Notice and/or not to award any contract. The Contracting Authority further reserves the right to award a contract or contracts in respect of part of the services or one or part of one of the lots only.
All economic operators are solely responsible for their costs and expenses incurred in connection with the preparation and submission of the PQQ and all future stages of the selection, evaluation and award process. Under no circumstances will the Contracting Authority or any of its advisors be liable for any costs or expenses borne by the economic operators or its associated organisations or advisors whether the economic operator is successful or otherwise.
VI.4.1)Body responsible for appeal procedures
The High Court of Justice
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM
VI.4.2)Lodging of appeals
VI.5)Date of dispatch of this notice: