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

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

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)Description

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

Lewes District Council — New Service Delivery Model.

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: South East England.

NUTS code UKJ

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)

Lewes District Council (‘the Contracting Authority’) seeks expressions of interest from experienced economic operators as set out in this Notice to undertake its new service delivery model project (‘the Project’).
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)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

It is intended that the duration of the Contract(s) will be for 5 years. Full details will appear in the tender documentation but the Contracting Authority reserves the right at its sole discretion to extend the contract period for any further period or periods up to a maximum extension of 5 further years in respect of the support and maintenance services (the duration in Section II.3 takes account of this maximum extension).
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

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Business Change and Major Systems

1)Short description

See Section II.1.5 of this Notice.

2)Common procurement vocabulary (CPV)

48000000, 72000000, 79400000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 500 000 and 4 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 2Lot title: Housing Management System

1)Short description

See Section II.1.5 of this Notice.

2)Common procurement vocabulary (CPV)

48000000, 72000000, 79400000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 250 000 and 1 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require guarantees, bonds, collateral warranties (potentially including the grant of step-in rights) and other forms of security as appropriate. Further details will be included in the tender documents.

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

Further details will be included 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 will receive expressions of interest and tenders from single entities or consortia. It reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability, or that members of any consortium shall be jointly and severally liable.

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

Information and formalities necessary for evaluating if the requirements are met: As set out in the Pre-Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out 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

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: To be set out in the pre-qualification questionnaire.

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

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

27.3.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.4.2015

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

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

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)Procedures for appeal

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

Precise information on deadline(s) for lodging appeals: The Contracting 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. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2006 (as amended) 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).

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

25.2.2015