Kirklees Council Digital Services Contract

The Council of the Borough of Kirklees
The Town Hall, Ramsden Street
Huddersfield
HD1 2TA
United Kingdom
Contact person: Alicia Wydell, Principal Officer, IT and Change
Telephone: +44 1484221000
E-mail: alicia.wydell@kirklees.gov.uk
NUTS code: UKE43

Internet address(es):Main address: http://www.kirklees.gov.uk

Address of the buyer profile: https://www.yortender.co.uk

The procurement documents are available for unrestricted and full direct access, free of charge, at:https://www.yortender.co.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted to the abovementioned address

Regional or local authority

General public services

KMCIT-063 Provision of a Digital by Design Solution for the Council of the Borough of Kirklees.

Reference number: KMCIT-063

Services

Kirklees requires a strategic partner to support the development of a Digital by Design solution. Kirklees Digital Strategy is orientated around pushing the maximum number of services, transactions, and information requests to be self-service, end to end automated, fully integrated, designing out human interaction and stop/starts within processes. The facilities should be fully configurable and deployable to the contracting authority’s current and future needs, with freedom to innovate with, deploy and scale wherever necessary. The facilities are expected to be used by the contracting authority and any of its partner organisations, staff, and volunteers in the delivery of Local Government Services to the citizens, tenants, staff, and businesses of Kirklees. Kirklees is keen to deliver its Digital Services in an ‘Omni Channel’ approach, whereby the same process and experience is employed to deliver each of the services.

Value excluding VAT: 1 610 000.00 GBP

This contract is divided into lots: yes

Tenders may be submitted for all lots

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1 and Lot 2.

Lot 1 Digital by Design Toolset

Lot No: 1

NUTS code: UKE43

Main site or place of performance:

The District of Kirklees.

Scope — The contracting authority wishes to procure the capability and facilities to build and maximise its use of fully Digital by Design Services, and envisages this to be by means of a suite of tools to enable its Digital Development Team to build fully Digital by Design services, quickly, easily and iteratively. The contracting authority’s Digital Strategy is orientated around pushing the maximum number of services, transactions, and information requests to be self-service, end to end automated, and fully integrated, designing out human interaction and stop/starts within processes as much as is possible. The facilities should be fully configurable and deployable to the contracting authority’s current and future needs, with freedom to innovate with, deploy and scale wherever necessary. The facilities are expected to be used by the contracting authority and any of its partner organisations, staff, and volunteers in the delivery of Local Government Services to the citizens, tenants, staff, and businesses of Kirklees. The contracting authority is keen to deliver its Digital Services in an ‘Omni Channel’ approach, whereby the same process and experience is employed to deliver each of the services regardless of it being Fully Self Service, Telephone Assisted Digital, or Face to Face Assisted Digital. The facility needs to be scaled at ‘Enterprise Level’ with no limitations on use, users, transactions, or processes, and include the following key requirements. The contracting authority requires a Transactional and Informational Internet site and Intranet, deliver on its ‘Digital by Design’ service transformation aspirations. A feature rich solution which will allow the contracting authority to develop end to end processes rapidly, which integrate seamlessly with back office systems and web services. The key driver for this is the ability for residents to self-serve and be notified on the status of their interactions through the use of an online account facility. This will reduce the need for them to have to contact us through telephone or face to face meetings.

Solution Requirements — Rapid Process Builder. Catalogue of reusable processes. SOCITM Better Connected. Industry Foundation Framework standard. Electronic Document Delivery and Repository. Omni Channel. One process/form for all contact channels. Rich Customer Intelligence. Report on all transactions. Risk Based Verification. Basket Shopping. Error Management. Premium Processes. Training content. Route Optimization. Integrated Case Management. Stand-alone Case Management. Comply with General Data Protection Regulations. Data access/exports. Version Control. Branding Templates. A-Z of Transactions. Publishing, Archiving, Scheduling. Appointment Booking Engine. Catalogue Picking, Order and Payment Engine. Work Scheduling Engine. Secure Citizen Account. Secure Partner Account, Business Account, Landlord Account and staff Account. Gov Verification. Integration Engine to integrate with corporate payment engine (Capita), GIS mapping solution Spectrum Spatial.

Price is not the only award criterion and all criteria are stated only in the procurement documents

Value excluding VAT: 1 490 000.00 GBP

Duration in months: 120

This contract is subject to renewal: no

Variants will be accepted: no

Options: no

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

Lot 2 — Website Builder and Content Management System

Lot No: 2

NUTS code: UKE43

Main site or place of performance:

District of Kirklees.

Scope — The contracting authority’s Digital Strategy is orientated around pushing the maximum number of services, transactions, and information requests to be self-service, end to end automated, and fully integrated, designing out human interaction and stop/starts within processes as much as is possible. The facilities should be fully configurable and deployable to the contracting authority’s current and future needs, with freedom to innovate with, deploy and scale wherever necessary. The facilities are expected to be used by the contracting authority and any of its partner organisations, staff, and volunteers in the delivery of Local Government Services to the citizens, tenants, staff, and businesses of Kirklees. The contracting authority is keen to deliver its Digital Services in an ‘Omni Channel’ approach, whereby the same process and experience is employed to deliver each of the services regardless of it being Fully Self Service, Telephone Assisted Digital, or Face to Face Assisted Digital. The facility needs to be scaled at ‘Enterprise Level’ with no limitations on use, users, transactions, or processes, and include the following key requirements. The contracting authority requires a Transactional and Informational Internet site and Intranet, deliver on its ‘Digital by Design’ service transformation aspirations. A feature rich solution which will allow the contracting authority to develop end to end processes rapidly, which integrate seamlessly with back office systems and web services. The key driver for this is the ability for residents to self-serve and be notified on the status of their interactions through the use of an online account facility. This will reduce the need for them to have to contact us through telephone or face to face meetings.

Solution Requirements — SOCITM Better Connected standard. Integration of CSM with Lot 1 Toolset. Web Services Customizable feature set. WYSIWYG editor. Quality search facility. Branding templates. Multi-site capable. Friendly URL building. A-Z website content. Check in Check out collaborative working on pages. Version Control. Source code accessibility. API open to allow for content sharing. Website preview testing, staging. EMarketing. Personalisation without login. Solution must run on a mobile device. Industry Standard foundation framework. Security, membership and permissions. Integration with third party systems. Solution must interface with council’s GIS mapping solution Spectrum Spatial. Accessibility compliance with GOV.UK Digital Service Standard. Spelling grammar checking. Hyperlink Management. Broken link checking. Orphans file checking. HTML coding standards checking. Fully secure meeting EU General Data Protection Regulations. Upgrades — patched and bug fixed through a programme of regular scheduled releases.

Price is not the only award criterion and all criteria are stated only in the procurement documents

Value excluding VAT: 120 000.00 GBP

Duration in months: 120

This contract is subject to renewal: no

Variants will be accepted: no

Options: no

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

List and brief description of conditions:

In accordance with: (i) Article 57 to 60 of Directive 2014/24/EU of the European Parliament and of the European Council; and (ii) Regulations 57 to 60 of the Public Contracts 2015 (SI 2015/102) (the ‘Regulations’), which require or permit the contracting authority not to select or to treat as ineligible, economic operators, the contracting authority reserves the right to exclude any economic operator whom they deem to not satisfy any criteria outlined within the scoring matrices contained within the standard selection questionnaire (‘SQ’) within the Service Providers’ Submission Documents (see Appendix 1 of the procurement documentation), which is available to download at:https://www.yortender.co.uk/procontract/supplier.nsf or is available at the address set out in Sections I.1) and I.3) of this Notice above.

List and brief description of selection criteria:

(1) Finance — See Sections 4 and 5 of the SQ (see Appendix 1 of the procurement documentation — available to download at https://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Economic operators must submit either a copy of the audited accounts for the most recent 2 years if requested. If it cannot, then it must provide either: (a) a statement of the turnover, Profit and Loss Account / Income Statement, Balance Sheet / Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation; (b) a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or (c) alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status). Economic operators must also confirm whether or not they are part of a wider group (e.g. a subsidiary of a holding/parent company), and if so must provide (a) confirmation of the name of the organisation; (b) confirmation of the relationship to the economic operator completing the SQ; (c) the organisation’s company accounts (if available); and (d) confirmation on whether or not this organisation would be willing to provide a guarantee if necessary, and if not would the economic operator be able to obtain a guarantee elsewhere (e.g. from a bank).

(2) Insurance — See Section 8.1 of the SQ (see Appendix 1 of the procurement documentation — available to download at https://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Economic operators are asked to self-certify whether they already have, or can commit to obtain, prior to the Commencement Date of the Contract (i.e. 1.5.2017), the following levels of insurance cover: (a) Employer’s (Compulsory) Liability Insurance 10 000 000 GBP (for any 1 incident or series of incidents arising out of 1 event); (b) Public Liability Insurance 10 000 000 GBP (for any 1 incident or series of incidents arising out of 1 event); and (c) Product Liability Insurance 10 000 000 GBP (for any 1 incident or series of incidents arising out of 1 event).

Minimum level(s) of standards possibly required:

(1) Finance — See Sections 4 and 5 of the SQ (see Appendix 1 of the procurement documentation — available to download at https://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Economic operators will Pass or Fail on the basis of being financially viable for this contract. The rationale applied will be the economic operators being able to demonstrate a minimum yearly turnover which is at least (a) 175 500 GBP per annum for Lot 1; or (b) 11 700 GBP per annum for Lot 2. Failure by an economic operator to supply either a copy of the audited accounts for the most recent two (2) years or any 1 of the document listed in (a) — (c) in Section 4.1 of the SQ may also result in exclusion. Further, any answers which leads the contracting authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the economic operator’s ability to properly perform the contract) that it would be inappropriate to select the economic operator on this occasion may result in exclusion.

(2) Insurance — See Section 8.1 of the SQ (see Appendix 1 of the procurement documentation — available to download at https://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Failure to indicate ‘Yes’ to any of the required insurances stated in Section III.1.2 (‘Information and formalities necessary for evaluating if requirements are met’) will result in exclusion.

List and brief description of selection criteria:

Economic operators are asked to provide evidence of relevant experience and references in accordance with the requirements set out within Section 6 of the SQ (see Appendix 1 of the procurement documentation — available to download athttps://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Economic operators must provide details of up to 3 contracts, in any combination from either the public or private sector, that are relevant to the contracting authority’s requirement and that have been performed during the past 3 years, and any named customer contact provided should be prepared to provide written evidence to the contracting authority to confirm the accuracy of the information provided below. Consortia bids should provide relevant examples of where the consortium has delivered similar requirements; if this is not possible (e.g. the consortium is newly formed or a Special Purpose Vehicle (‘SPV’) will be created for this contract) then 3 separate examples should be provided between the principal member(s) of the proposed consortium or SPV 3 examples are not required from each member). Where the economic operator is a SPV, or a managing agent not intending to be the main provider of the supplies or services, the information requested should be provided in respect of the principal intended provider(s) or sub-contractor(s) who will deliver the supplies and Services. If the economic operator cannot provide at least one example for Sections 6 of the SQ, then it must please provide an explanation for this in no more than 500 words (e.g. its organisation is a new start-up).

Minimum level(s) of standards possibly required:

See Section 6 of the SQ (see Appendix 1 of the procurement documentation — available to download at https://www.yortender.co.uk/procontract/supplier.nsf, or available at the address set out in Sections I.1 and I.3 of this Notice). Responses to Section 6 will be scored as follows:

(1) Pass — The economic operator has provided either (i) at least 1 example of a previous contract that meets the minimum requirements set out in Section 6, and demonstrates to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s contract; or (ii) a satisfactory reason as to why the economic operator is unable to provide any examples of previous contracts that are relevant to the contracting authority’s requirements under this procurement, and that meets the minimum requirements set out in Question 6.5. However, economic operators are asked to note that: (i) If economic operators need to use more than 1 example to demonstrate that they possess the relevant general technical expertise and professional experience, they may do so up to a maximum of 3 examples. (ii) The contracting authority reserves the right to confirm the accuracy of any information provided in response to Section 6 with any named customer contact(s). Any replies from any named customer contact(s) which lead the contracting authority, acting reasonably, to doubt any significant representations made in the economic operator’s responses to Section 6 of the SQ may result in exclusion.

(2) Fail — The economic operator has either (i) failed to provide any examples of any previous contracts in response to Section 6 and has failed to provide a satisfactory reason as to why they were unable to provide any examples; or (ii) the examples given in response to Section 6 do not demonstrate to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contract.

Open procedure

The procurement is covered by the Government Procurement Agreement: yes

Date: 20/03/2017

Local time: 13:00

English

Duration in months: 60 (from the date stated for receipt of tender)

Date: 20/03/2017

Local time: 13:00

Place:

The Council of the Borough of Kirklees, Civic Centre lll, Market Street, Huddersfield, HD1 2EY.

Information about authorised persons and opening procedure:

At lease one (1) representative from Finance Management, Risk Performance and IT and one (1) Corporate Procurement Officer will open and record the electronic (and where applicable, written) quotations received by the appointed time at the same time.

This is a recurrent procurement: no

Electronic payment will be used

High Court of England and Wales
N/A
United Kingdom

Precise information on deadline(s) for review procedures:

In accordance with Regulation 86 (Notices of decisions to award a contract or conclude a contract), Regulation 87 (Standstill periods) and Chapter 6 (Applications to Court) of the Regulations, the contracting authority will incorporate a minimum ten (10) calendar day standstill period at the point that information on the conclusion of the contract is communicated to economic operators. This period allows any unsuccessful economic operator(s) to seek further debriefing from the contracting authority before the award of the contract to the successful economic operators. Such additional information should be requested from the address at Sections I.1 and I.3 of this Notice above. If an appeal regarding the award of the contract has not been successfully resolved, then the Regulations provide for aggrieved parties who have been harmed or at great risk of harm by a breach of the rules, to take action in the High Court (England, Wales and Northern Ireland). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or sought to have grounds for starting the proceedings had arisen. The Court may extend the time limited for starting proceedings where the Court considers that there is a good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the contract has not been awarded, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If however the contract has been awarded, the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ineffective.

15/02/2017