IT Solution for Data Collection

IT Solution for Data Collection

The IT Solution element covered by this procurement comprises a cloud based SaaS Solution that will provide (inter alia):

(i) a field based data collection for both school and further education establishments

United Kingdom-Manchester: Software package and information systems

2019/S 225-552062

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Department for Education (‘DFE’) on behalf of itself and the Secretary of State for Education
Postal address: FAO: Vince Jubb, Department for Education, Piccadilly Gate
Town: Manchester
NUTS code: UKZ
Postal code: M1 2WD
Country: United Kingdom
Contact person: Vince Jubb
E-mail: DFE.CDCPROGRAMME@education.gov.uk
Telephone: +44 13245678
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://education.app.jaggaer.com/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://education.app.jaggaer.com/web/login.html
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

2nd Condition Data Collection – IT Solution

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The 2nd Condition Data Collection (‘CDC2’) is a programme to undertake condition surveys of all publicly funded schools and FE colleges in England. The IT Solution element covered by this procurement comprises a cloud based SaaS Solution that will provide (inter alia):

(i) a field based data collection for both school and further education establishments via surveyor operated mobile device app;

(ii) development and manipulation of the data by surveyor organisation teams via a web app;

(iii) web app ‘data audit’ functionality operable by an audit team; and

(iv) functionality to enable secure reporting to schools, colleges, responsible bodies and a variety of other stakeholders.

The DfE is also requiring tenderers to submit a pre-priced fully developed contract variation for the collection and sharing of the DfE’s Net Capacity Assessment (‘NCA’) data, this is further detailed in II.2.4) below.

The contract is anticipated to commence on 8.4.2020.

II.1.5)Estimated total value

Value excluding VAT: 6 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48517000
72000000
72222000
72222100
72222200
72222300
72223000
72260000
72261000
72263000
72267000
72268000

II.2.3)Place of performance

NUTS code: UKJ1
Main site or place of performance:

England.

II.2.4)Description of the procurement:

The CDC2 Programme is the successor to CDC1 Programme and will be undertaken between 2020 and 2025. In addition to the IT solution, the DfE intends to procure 3 Surveying Organisations (‘SO’), an organisation to provide aerial photography of school buildings and a Technical and Quality Management organisation (‘TQM’) to deliver the services required by the programme. This notice relates to the procurement of the cloud based Software as a Service (‘SaaS’) software solution (the ‘IT Solution’).

The IT Solution supplier will be required to work together with the aforementioned suppliers on the CDC2 Programme. Aerial photography for the first tranche of CDC2 schools is expected to be procured and managed directly by the DfE. Please note that the IT solution supplier will be procured first, followed by the procurement of aerial photography, the SOs and TQM, as per the indicative timetable set out in the procurement documents.

In summary the IT Solution must provide:

— field based data collection for both school and further education establishments via a surveyor operated mobile device app,

— development and manipulation of the data by SOs PMO team via a web app,

— web app ‘data audit’ functionality operable by an audit team,

— functionality to enable secure reporting to schools, colleges, responsible bodies and a variety of other stakeholders.

Data being collected, stored and processed via the IT Solution has been classified as official and/or official sensitive, as such the IT Solution must be capable of providing sufficient data security at the level of official sensitive.

New data is provided by a large number of internal and external users across a range of devices. The IT Solution will need to be capable of allowing the DfE to draw live or near- live data into an existing internal database via API in a form that enables bespoke analysis by the DfE’s analysts.

The contract for the IT Solution (the ‘Agreement’) will be divided into 2 stages. The first stage will be a mobilisation phase during which the supplier will implement their solution, including API links, migration of CDC data, functional testing and UAT. The second stage will be the operational phase and this will be contingent on the successful procurement of the SO and TQM supplier contracts. Further detail is contained in the ‘Read Me First’ document and the Agreement.

It is envisaged that the initial term of the contract will be 6 years, with option to extend for a further period or periods of up to a maximum overall extension of two (2) years. The initial term begins with an implementation period of 6 months and allows for a 5 month handover period prior to expiry (and the optional extension). This is to accommodate the 5 year CDC2 programme. Applicants are referred to the invitation to tender (‘ITT’) and the accompanying procurement documents for further information on the description of the procurement, the agreement and the DfE’s needs and requirements.

Supplementary to the CDC2 programme and process, the DfE may require the IT Solution to collect data to support the school NCA to understand the use of spaces within a school. This data is used to measure and plan school places provision. Tenderers will be required to submit a pre-priced fully developed contract variation in respect of the NCA requirement. Further details of the NCA are contained in the ITT and the procurement documents. The ITT will request information on how the CDC2 IT solution could support the collection of room level data to facilitate the DfE’s NCA processes. However, it is not known at the time of issuing this notice whether services relating to NCA will actually be commissioned under this agreement. On this basis the pre-priced variation will not be evaluated.

II.1.5) states the estimated maximum total value. The estimated value range is 3 000 000 GBP — 6 000 000 GBP.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical ability/quality / Weighting: 70 %
Quality criterion – Name: Price / Weighting: 30 %
Price – Weighting: 30 %

II.2.6)Estimated value

Value excluding VAT: 6 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

Possibility of extension of 2 x 12 months.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Maximum number: 7

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The agreement has provision to extend for a further period or periods of up to a maximum overall extension of two (2) years, to be exercised at the authority’s discretion.

The agreement provides the authority with the ability to instruct optional services and the ability to implement the NCA pre-priced contract variation at its discretion.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Applicants are referred to the procurement documents accompanying this OJEU contract notice for additional information on this procurement, how to express an interest in the contract and the deadline for doing so.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 147-361966

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 23/12/2019
Local time: 23:59

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 20/01/2020

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

1) Applicants are referred to the SQ and procurement documents available at https://education.app.jaggaer.com/web/login.html which contain information on how to express interest in the contract and the deadline for doing so. Should you have any difficulties with the link supplied or require general assistance in accessing the procurement documents, please email the contact set out in this notice;

2) Applicants are specifically referred to the ‘Read Me First’ Document contained in the SQ Guidance (available from the aforementioned link) which provides important information regarding the intended procurement and contract;

3) HM Government requires that contracts awarded by Government Departments with a value exceeding 10 000 GBP are published online (http://www.gov.uk/contracts-finder). The DfE may use its discretion to redact information to protect key commercial interests or on prescribed grounds (see procurement documents);

4) The DfE will not be liable for any bid costs, expenditure, work or effort incurred by an applicant or bidder in proceeding or participating in this procurement, including if the procurement process is terminated or amended by the DfE.

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 20794760000

VI.4.2)Body responsible for mediation procedures

Official name: High Court
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 20794760000

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The DfE will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract(s) is communicated to bidders. Bidders or Applicants who are unsuccessful shall be informed by the DfE as soon as possible after the decision has been made as to the reasons why the bidder/applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2015 No 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where the contract has not been entered into, the Court may order the setting aside of the award decision or order the DfE to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the DfE to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

19/11/2019