Legal services case management system

Legal services case management system

The Council is looking to purchase a case management system for use by its legal services team. This will also include time recording and billing functionality, electronic document storage and other associated features.

UK-London: industry specific software package

2012/S 103-172925

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Tower Hamlets
Mulberry Place, Town Hall, 5 Clove Crescent
For the attention of: Ambia Begum
E14 2BG London
UNITED KINGDOM
Telephone: +44 2073644794
E-mail: ambia.begum@towerhamlets.gov.uk

Internet address(es):

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

Address of the buyer profile: http://www.towerhamlets.gov.uk/lgsl/801-850/828_tenders_and_contracts/selling_to_tower_hamlets_coun.aspx

Electronic access to information: http://www.towerhamlets.gov.uk/lgsl/801-850/828_tenders_and_contracts/tender_opportunities.aspx

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

CE4189. Legal services case management 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
NUTS code UKI12

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)

Industry specific software package. Document creation, drawing, imaging, scheduling and productivity software package. Business transaction and personal business software package. Scheduling and productivity software package. Document management software package. Scheduling software package. Time accounting or human resources software package. The Council is looking to purchase a case management system for use by its legal services team. This will also include time recording and billing functionality, electronic document storage and other associated features.
II.1.6)Common procurement vocabulary (CPV)

48100000, 48300000, 48400000, 48330000, 48311000, 48332000, 48450000

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

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 100 000 and 200 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

The contracting authority reserves the right to require a parent company guarantee or other appropriate security.
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:

The Contracting Authority will consider novel and innovative technical and financial solutions that meet its requirements as set out in the tender documents. Tenders must be priced in pounds sterling and all payments under the contract shall be made in Pounds Sterling.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Council will require a contract with one legal entity. In the event of a consortium bid, the Council will only enter into a contract with a suitable prime contractor.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under this project any partner (and any supply chain) will be required to actively participate in the achievement of social and/or environmental policy objectives. These will relate to, for example, fostering opportunity, recruitment, training and supply chain initiatives and other similar initiatives. Accordingly contract performance conditions may relate in particular to social and environmental considerations. The potential partner will be expected to follow the Principles of Good Employment Practice, particularly London Living Wage.
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: The London Borough of Tower Hamlets will evaluate all responses to the pre-qualification questionnaire in accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006, and as set out in the pre-qualification questionnaire available from the address in Section I.1. If there are more eligible Bidders than is required, the contracting authority will, under Regulation 18(12) of the Public Contracts Regulations 2006, use the questions, criteria, scoring and weightings as are already set out in the pre-qualification questionnaire to identify those who will proceed to the next stage. The contracting authority will select through to the next stage of the competition a minimum of 3 Bidders in accordance with the pre-qualification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (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 on these turnovers is available.
In tender documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(k) With regard to the products to be supplied:
(i) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests;
(ii) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
In tender documents.
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

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 minimum number 3: and maximum number 6
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
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:

CE4189 Legal Services Case Management System
IV.3.2)Previous publication(s) concerning the same contract

no
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: 2.7.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.8.2012 – 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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012530-PRO-3959473.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

London Borough of Tower Hamlets
Mulberry Place, Town Hall, 5 Clove Crescent
E14 2BG London
UNITED KINGDOM
E-mail: procurement@towerhamlets.gov.uk
Telephone: +44 2073644794

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:30.5.2012