IT Systems for Schools

IT Systems for Schools

Partnership for the Supply, Implementation and Ongoing Support and Development of IT Systems for Children’s Services and Schools.

UK-Winchester: IT services: consulting, software development, Internet and support

2012/S 126-209195

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hampshire County Council
IT Services Procurement, The Castle
For the attention of: Procurement Support
SO23 8UD Winchester
Telephone: +44 1962832323

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

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: no

Section II: Object of the contract

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

Partnership for the Supply, Implementation and Ongoing Support and Development of IT Systems for Children’s Services and Schools.
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: County of Hampshire. Southern England.
NUTS code UKJ33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

This procurement process supports a change programme within Children’s Services aimed at achieving business transformation through IT change in support of Hampshire County Council’s Children and Young People’s Plan. The Council is seeking IT solutions that are fit for its modern day multi million pound business tasked with improving the outcomes and life chances of Hampshire’s children and young people. These IT solutions will assist Hampshire Children’s Services and Hampshire Schools to create efficiencies and improve service delivery.
The Council envisages a shared risk partnership with a single, flexible prime contractor who understands and shares the vision and is capable of forming a strong consortia or supply chain to ensure a mix of fit for purpose solutions.
The first step towards this vision is an integrated procurement to identify and appoint a partner, based on business outcomes and using the Competitive Dialogue procurement process. The length of the contract is designed to allow time to achieve the full integration benefits sought and allows scope for changes to support future business process amendment.
There are two overarching objectives of the procurement project:
(i) Compliance, not legitimisation. To comply with EU and UK procurement legislation;
(ii) Transformation, not substitution. Provision of a truly integrated set of IT solutions in support of Hampshire’s Children’s Services and Hampshire Schools key business outcomes.
The scope of the contract will vary depending upon solutions proposed during the competitive dialogue process, but will, as a minimum, include:
Provision of integrated IT systems software and services to support the needs of the Council’s Children’s Services department and all Hampshire Schools comprising:
Supply of all relevant software licences;
Implementation Services, including change management, training, development of interfaces, system integration, skills transfer, project management, software installation, application configuration, testing, reporting and business intelligence services;
Integration services including specifically but not exclusively:
i) Integrating schools and organisation data across all systems (single record/view of the organisation);
ii) Integrating education data with social care data (single record/view of the child and family).
Ongoing Support, Development and Maintenance Services.
Over the life of the contract, the Council and it’s partner may wish to offer additional IT services linked to the ‘in scope’ software and services. Whilst not a core part of the contract, such additional IT services may deliver added value to the contract users, and the successful supplier’s proposed solution. Such added value areas will be explored during the competitive dialogue process but could include:
Further schools software, including the following: communications and text messaging, document management to support collaborative virtual learning, cashless catering, electronic online payments for school dinners, uniforms, etc;
Children’s Services have a large number of in house Hampshire County Council developed small databases, systems and websites. Some or all of these could become part of the contract if they align with the vision, business outcomes and the core contracted systems.
Additional software requirements identified across Children’s Services.
Multi-agency access to systems and collaborative working including, but not limited to, the Police, Health Service and voluntary sector;
Contact and referral functionality for use by the Hantsdirect contact centre who take calls from the public about services such as social care reception, school admissions and childcare enquiries;
Data cleansing and data migration services;
Bespoke development as necessary;
Hosting services;
Training services;
Adhoc consultancy services.
The uptake of discretionary services and any added value proposals is likely to be optional and is unlikely to carry a significant weighting in the evaluation model at the ITPD stage.
II.1.6)Common procurement vocabulary (CPV)

72000000, 72200000, 48000000, 72210000, 72211000, 72212000, 72212211, 72212482, 72212517, 72212732, 72212780, 72212783, 72212900, 72212982, 72212983, 72212984, 72220000, 72221000, 72222000, 72222100, 72222200, 72223000, 72224000, 72224100, 72224200, 72225000, 72226000, 72227000, 72246000, 72250000, 72253200, 72254000, 72260000, 72261000, 72262000, 72263000, 72265000, 72266000, 72267000, 72267100, 72267200, 72268000, 72300000, 72320000, 72321000, 72500000, 48211000, 48219300, 48984000, 48517000, 48613000, 48810000, 48482000

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

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

This contract is divided into lots: no
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:

The figures set out are approximate only as precise quantities are unknown, and will depend on the solutions proposed during the procurement and will be to such level as the Contracting Authority considers necessary to meet their requirements.
Estimated value excluding VAT:
Range: between 12 500 000,00 and 44 500 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contract may be for an initial duration of 5 years, with the option to extend for up to a further five 3 year periods, at the sole discretion of the Council (maximum contract duration 20 years).
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Starting 1.6.2013. Completion 31.5.2033

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 deposits, guarantees, bonds, warranties and other forms of appropriate security. As defined in the procurement documentation. Any requirement for deposits and/or guarantees would need to be satisfied prior to cintract award.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As defined in the procurement documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form will be required. In the case of organisations applying as a consortia or joint venture, ful ldetails for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally responsible for the performance of the contract.
As defined in the procurement documentation.
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: In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992, 2011/1441 and Regulation 23 of the Public Contracts Regulations 2006 as amended by “The Public Contracts (Amendment) Regulations 2009, and as set out in the pre-qualification questionnaire.
Organisations are advised it is a condition of this contract that all managers and operatives (including subcontractors) are suitably competent to execute all trades and operations encompassed by these Contracts in full compliance with UK legislation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992, 2011/1441; and Regulation 24 of the Public Contracts Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009, and as set out in the pre-qualification questionnaire.
Minimum level(s) of standards required: Organisations are advised that the following minimum insurance levels are required:
Employer’s liability 10 000 000 GBP.
Public liability 10 000 000 GBP.
Professional indemnity 5 000 000 GBP.
The Annual Contract Value of this procurement must not exceed 20 % of your organisation’s annual turnover reported in your latest financial accounts. If this occurs, this will result in a ‘Fail’ and your organisation will not proceed any further in this procurement process.
To support the financial assessment the Council will obtain a financial appraisal report from N2Check.
The report provides the Council with an overall risk score which will be used to assess the applicants financial standing. If this information is not available from N2Check, a risk score will be calculated as per the model detailed in the descriptive document.
The risk score obtained for your organisation will be assessed against the criteria as detailed below:
Score of between 0 and 25 – fail.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in descriptive document/Pre-Qualification Questionnaire (PQQ).
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

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 7
Objective criteria for choosing the limited number of candidates: Questions 1 to 19 (Organisation Details) – For Information only Question 20 to 23 – Provision of Financial Information – Pass/Fail Where possible, we will also obtain a financial appraisal of your organisation from N2Check Question 24 & 25 – Insurance – Pass / Fail Questions 26 to 36 – Business Practices – Pass/Fail Questions 37 to 39 – Professional Business Standing – Pass/Fail Questions 40 to 41 – Business Activities 10 % Questions 42 to 43 – Supply Chain and Sub-Contracting 15 % Question 44 – Technical Ability 10 % Questions 45 to 46 – Data 10 % Questions 47 to 49 – Change Management 20 % Questions 50 to 51 – Capacity Not scored Questions 52 to 58 – Experience and References 35 %.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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

Prior information notice

Notice number in the OJEU: 2011/S 129-214358 of 8.7.2011

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 7.8.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

7.8.2012 – 14:00
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

IV.3.7)Minimum time frame during which the tenderer must maintain the 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

Expressions of Interest must be by way of completion and return of a pre-qualification questionnaire via theCouncil’s etendering system In-tend, by the date and time specified in IV.3.4. Tenderers are required to register their company details on the In-tend, e-tendering system. No charge is made for registration or access to this system. Full details and user guides on how to register and operate the system are available via the link /.

Once in the web site, click on ‘current tenders’ and then on ‘new tender details’ for this framework for further information. If you wish to express interest please click on ‘express interest’ and if you have not previously done so, register your company. The e-mail address should be for the person who will deal with the tender, as login details, subsequent messages and tender documents will be automatically sent to this e-mail address, therefore please ensure the email account registered on this system is regularly monitored. You may register more than one user per organisation against your account.
Further information about Hampshire County Council can be found at

Services may be provided to schools. Schools include all academies, faith, voluntary aided or controlled,maintained and ‘free’ schools, including those schools which may convert to academy status either during the procurement process or during the term of the framework agreement including those that currently exist andtheir successors. Academies known at the time of publishing include:
Havant Academy, The Priory Primary Academy Trust, The Arnewood School, Wildern School, Ringwood Academy, Thornden Academy, Mountbatten School, The Petersfield School, Bohunt School, The Burgate Academy, Fernhill Secondary, Priestlands School, The Romsey Academy, Hounsdown Academy, Cowplain Secondary, Sun Hill Infant, Noadswood Academy, Bransgore CofE Primary, St Anthony’s Primary, St.Joseph’sAcademy, Amery Hill School Academy Trust, Bay House School, Cams Hill School, Everest Community Academy, Oaklands Catholic School and Sixth Form College, Perins Academy, Testwood Sports College, Dove House School.
Schools information can be found at

There is a growing understanding that the public sector, including schools, can save resources by working together. Hampshire County Council are at the forefront of shared and traded services with joint arrangement for IT in place with Hampshire Fire and Rescue Services as well as Havant and East Hants District Councils amongst others. Hampshire’s IT Services currently trade over 10 000 000 GBP of income per year, with around 8 000 000 GBP of this coming from the schools sector. IT is essential that our chosen partner has the flexibility to allow solutions delivered under this agreement to become part of a wider shared or traded services between Hampshire and other public bodies and schools of all status, including Academies, both within and beyond the Hampshire boundaries. We believe this wider partnership approach will bring benefits to all parties who enter into such agreement.

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:29.6.2012