Leisure Management System including Access Control

Leisure Management System including Access Control

Information technology services.

UK-Colchester: information technology services

2012/S 32-051991

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Colchester Borough Council
Rowan House, 33 Sheepen Road
CO3 3WG Colchester
UNITED KINGDOM

Internet address(es):

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

Further information can be obtained from: The Essex Procurement Hub
Braintree District Council, Causeway House
For the attention of: Matt Howe
CM7 9HB Braintree
UNITED KINGDOM
E-mail: matthew.howe@braintree.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Essex Procurement Hub
Braintree District Council, Causeway House
For the attention of: Matt Howe
CM7 9HB Braintree
UNITED KINGDOM
E-mail: matthew.howe@braintree.gov.uk

Tenders or requests to participate must be sent to: The Essex Procurement Hub
Braintree District Council, Causeway House
For the attention of: Matt Howe
CM7 9HB Braintree
UNITED KINGDOM
E-mail: matthew.howe@braintree.gov.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: no

Section II: Object of the contract

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

Leisure management system including access control.
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 UKH3

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)

Information technology services. Maintenance of information technology software. IT software package. Access control system. Colchester Borough Council require a leisure management system for the leisure world complex situated within the Borough of Colchester. In addition to the management system Colchester Borough council also require an access control system which can be supplied as part of the management system or stand alone (subject to being compatible with the management system).
II.1.6)Common procurement vocabulary (CPV)

72222300, 72267100, 48517000, 42961100

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

A leisure management system and access control system are required to help deliver a customer experience that is enabled by technology, delivering unrivalled access to activities in the borough and the best customer experience in the sector and shall include:
(I) A personal leisure card/account providing a number of benefits for the customer and customer insight and marketing information for the service;
(II) A range of self-service features for customers both online through API connections to our self-service portal and in the facilities themselves enabling faster access, high customer satisfaction and efficiency savings for the Council.
Estimated value excluding VAT:
Range: between 75 000 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: 72 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Leisure management system

1)Short description

To provide, install and maintain a leisure management.
2)Common procurement vocabulary (CPV)

72222300, 72267100, 48517000

3)Quantity or scope

To provide and not limited to:
I) A self service booking, ticketing and pricing system;
II) Access control software;
III) Customer management reporting;
IV) System management;
V) Ability to add bespoke functions.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Full Details of the System required will be detailed within the pre-qualification questionnaire and tender documents.
Lot No: 2 Lot title: Access control system

1)Short description

To provide an access control system.
2)Common procurement vocabulary (CPV)

42961100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Further details will be provided in the pre-qualification questionnaire and tender documents.
Lot No: 3 Lot title: Leisure management system with access control

1)Short description

To provide a fully integrated leisure management system with access control as detailed in lots 1 and 2.
2)Common procurement vocabulary (CPV)

72222300, 72267100, 48517000, 42961100

3)Quantity or scope

See lots 1 & 2.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Further details will be provided within the pre-qualification questionnaire and tender documents.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Parent company guarantees, bonds and / or collateral warranties from the principal as well as sub-contractors may be required. The Council’s requirements will be identified in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment to the Contracting Entity will be pounds sterling and will normally be required to be made by means of electronic funds transfer. Full details will be contained in the tender documents. Payment will be made on delivery of the service(s) and at the end of each contract month in arrears.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The contracting entity’s specific requirements are to be determined but it does require that any contract(s) awarded be entered into by a single legal entity on the part of the successful candidate(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the concession agreement.
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: These requirements are fully detailed in the pre-qualification questionnaire (PQQ).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: These requirements are fully detailed in the pre-qualification questionnaire (PQQ).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
These requirements are fully detailed in the 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
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 10
Objective criteria for choosing the limited number of candidates: These requirements are fully detailed in the pre-qualification questionnaire (PQQ).
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:

Col12-LW-0001
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

16.3.2012 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

26.3.2012
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

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Council shall not be liable for any costs or expenses incurred by any bidders in responding to this notice or in tendering for the proposed contract(s).
The Council shall not be liable for any costs incurred howsoever in the event that the Council decides to abandon the tender process altogether before the tender process is complete. The Council is subject to the provisions of the freedom of information act. If the tenderer considers that any information supplied by him is either commercially sensitive or confidential in nature then this should be highlighted and the reasons for its sensitivity given.
The Contracting Entity reserves the right to disqualify any candidate which, provides information or confirmations which later proves to be untrue or incorrect, or does not supply information required by this notice.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity. The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your response manager and add the following access code: 5U4RUVPBQ6. Please ensure you follow any instruction provided to you here. The deadline for requesting the PQQ is 12.3.2012 (17:00 hrs) and the deadline for submitting your response is 16.3.2012 (15:00 hrs). The Council will expect both a hard copy sent to the address in the PQQ and also a soft copy uploaded onto Delta as detailed in this notice. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents. If you experience any technical difficulties please contact the Delta eSourcing helpdesk on call +44 8452707050 or e-mail helpdesk@delta-esourcing.com. GO Reference: GO-2012214-PRO-3715077.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Royal Courts of Justice
Stand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI2006 No 5) (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales & Northern Ireland). Any such action must be brought promptly (generally within 3 months).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:14.2.2012