IT System Tender

IT System Tender

Devon Home Choice ICT System.

United Kingdom-Tiverton: Software programming and consultancy services

2013/S 132-228936

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Mid Devon District Council
Corporate Procurement, Phoenix House, Phoenix Lane
For the attention of: Chanelle Busby
EX16 6PP Tiverton
UNITED KINGDOM
Telephone: +44 1884234228
E-mail: cbusby@middevon.gov.uk
Fax: +44 1884244632

Internet address(es):

General address of the contracting authority: www.middevon.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: www.supplyingthesouthwest.org.uk

Tenders or requests to participate must be sent to: 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: yes

Section II: Object of the contract

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

Devon Home Choice ICT 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: Devon
NUTS code UKK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Justification for a framework agreement, the duration of which exceeds four years: Due to the fact that this contract is for an ICT system, the Councils feels that when considering the lengthy planning, installation and testing phases which are required to ensure an effective transition, a longer contract term can be justified.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 280 000 and 600 000 GBP

II.1.5)Short description of the contract or purchase(s)

To provide the IT system needed to operate Devon Home Choice for a period of up to 8 years. This will involve the provision of a housing register for people seeking housing, advertising available homes, enabling people on the register to ‘bid’ for those homes, and enabling landlords to complete the shortlisting and letting process for all homes advertised. For more information see www.devonhomechoice.com

II.1.6)Common procurement vocabulary (CPV)

72200000, 72210000, 72220000, 72230000, 72240000, 72250000, 72260000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The contract will involve the contractor providing a clear, easy-to-use and secure website where people seeking housing can: complete an online application, amend their details (if already registered), view homes that are being advertised, ‘bid’ (apply) for homes being advertised, get feedback on homes that they bid for and others which have been let, register and look for mutual exchange opportunities (if they are existing council and housing association tenants) and provide a range of housing options advice.
Alongside the public website, the contractor will provide a secure, web-based, ‘Back office’ for staff of partner local authorities and housing associations to: review new and amended applications for housing, enable an automated annual review to be undertaken of existing applications, record details and attach documents against applications, contact applicants (e.g. by bulk email message), add details of homes to be advertised, manage the shortlisting and letting process, set up automatic bids to be placed for some applicants (e.g. who are not able to bid themselves), run reports on a wide range of data, add and amend content on the Devon Home Choice website.
The Back Office must allow a number of different user roles to be created, which can be selected as appropriate when setting up a new member of staff. There must be a User Administration function for maintaining details of users of the system.
Any personal data provided by applicants must be secure and processed in accordance with the requirements of the Data Protection Act.
Estimated value excluding VAT:
Range: between 280 000 and 600 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for 4 years, with up to four optional 12 month extensions.
The value range given above is the value over the whole contract, including the possible four 12 month extensions
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 96 (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:

All applicants will be required, through presentation of their company accounts for the last 3 years to evidence that the applicant company is financially capable and viable, to carry out and complete the work as specified in the contract description. Accounts will be requested as part of the pre-qualification questionnaire (or PQQ)
Payments will be made on an annual basis.
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

Information and formalities necessary for evaluating if the requirements are met: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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: 1
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

no
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

5.8.2013 – 12:00
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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: May 2021
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
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.7.2013