Managed ICT Services London

Managed ICT Services London

Provision of managed services for ICT, back-office and facilities management for parking and other appeals services and managed ICT services at London Councils Southwark office.

United Kingdom-London: Administration, defence and social security services

2014/S 021-033089

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Councils
59 1/2 Southwark Street
For the attention of: Elaine Hughes/Garry Hoy
SE1 0AL London
UNITED KINGDOM
Telephone: +44 2079349937
E-mail: tmtenders@londoncouncils.gov.uk

Internet address(es):

General address of the contracting authority: http://www.londoncouncils.gov.uk

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:

Provision of managed services for ICT, back-office and facilities management for parking and other appeals services and managed ICT services at London Councils Southwark office.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
NUTS code
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)

London Councils is a joint committee established by the 32 London borough councils and the City of London (Participating Councils) under section 73 Road traffic Act 1991 and sections 101 to 105 of the Local Government Act 1972 whose terms or reference include authority delegated by the Participating Councils to negotiate contracts which shall be binding upon the Participating Councils including the Parking and Traffic Appeals Services (PATAS) and transactional services contracts. PATAS is also used by Transport for London. London Councils also provides the Road User Charging Appeals Tribunal (RUCAT) under a contract with the Greater London Authority and manages Parking on Private Land Appeals (POPLA) for England and Wales under a contract with the British Parking Association. The Authority acts as a hub through which all the Information associated with these services flows. In support of these functions and possible new functions London Councils require the provision, operation and on-going support of hardware, communications, packaged and bespoke software, as well as the provision of business support services including hearing and call centres and staff
where appropriate. London Councils is currently seeking expressions of interest from organisations who are interested in providing managed services to the London based appeals hearing centre in London EC1V including reception and guarding; back-office processing facilities and call centre; case management system(s) development and maintenance; database management; ICT hardware and software applications and ICT hardware and software applications to London Councils office in London SE1.
The contract is advertised in five lots. Applicants can bid for one or more lots however because lots 1 and 5 are both for appeals services and the requirements are broadly the same therefore bids will only be considered for Lots 1 and 5 combined. Lots 1 or 5 will not be awarded separately nor will we let Lot 1 or 5 to different Service Providers. With the exception of lots 1 and 5, Applicants may bid for a single lot or any combination of multiple lots including bidding for all 5 lots.
The Services required fall into the broad category of administrative support (including IT support to the CMS, clerical and other).They do not extend to participation in the formal adjudication process, or to the functions of London Councils’ staff.
The contract is advertised in the following five lots:
— Lots 1 (and 5) Appeals Services including development, delivery, hosting and maintenance of the appeals case management systems (These Lots will be awarded together).
— Lot 2 ICT, software, hardware and support (for the Appeals Services based in London EC1V).
— Lot 3 ICT, software, hardware and support (for London Councils based in SE1).
— Lot 4 Transactional services (Tow-away, Recovering and Clamping Enquiry (TRACE) and Traffic Enforcement Centre (TEC).
Lot 5 Other appeals services (see Lot 1 as Lot 1 and 5 will be let together).
II.1.6)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The contract is advertised in five lots. Applicants can bid for one or more lots however because lots 1 and 5 are both for appeals services and and the requirements are broadly the same therefore bids will only be considered for Lots 1 and 5 combined. Lots 1 or 5 will not be awarded separately nor will we let Lot 1 or 5 to different Service Providers. With the exception of lots 1 and 5, Applicants may bid for a single lot or any combination of multiple lots including bidding for all 5 lots.
— Lots 1 and 5 Appeals Services including development, delivery, hosting and maintenance of the appeals case management systems (These Lots will be awarded together).
— Lot 2 ICT, software, hardware and support (for the Appeals Services based in London, EC1V).
— Lot 3 ICT, software, hardware and support (for London Councils based in London SE1).
— Lot 4 Transactional services (Tow-away, Recovering and Clamping Enquiry (TRACE) and Traffic Enforcement Centre (TEC).
Lots 5 Other Appeals Services (See Lot 1 as Lots 1 and 5 will be awarded together).
Estimated value excluding VAT:
Range: between 34 000 000 and 42 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: There will be an option for London Councils to award the contract for an initial term of either 60 months or 84 months. There will be a further option to extend the contract by up to 36 months beyond the intial term. The range in II.2.1 is based on the 60 and 84 month contract periods including the period of the extension. The duration in months in II.3 is the total potential, maxiumum length of the contract if London Councils decides to let it for 84 months plus the 36 month extension.The engagement of some or all of the extension period will be subject to the approval of the Transport and Environment Committee (TEC).
II.2.3)Information about renewals

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

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lots 1 Appeals services including development, delivery and maintenance of the appeals case management systems (Lots 1 and 5 will be awarded together)

1)Short description

London Councils’ overall minimum requirement under this Lot is to provide administrative support and, the design, development, maintenance, hosting and support of an on-line web-enabled Case Management System (CMS) to PATAS to ensure that:
a) PATAS Staff and Adjudicators can perform their functions efficiently and effectively;
b) the appellants and the Enforcing Authorities (EAs) find the Service simple to use, fair and accessible;
c) all case work is correctly handled on a timely and efficient basis.
1.2 The Service Provider shall ensure that all case and case-related information is reviewed and correctly recorded and documented to allow both the PATAS staff and Adjudicators to carry out their duties, to ensure that both postal and personal appeals are processed and hearings held with the minimum of waiting time for appellants and with minimum necessary bureaucracy, to register the outcome of different case related activity and inform all parties of the outcome.
1.3 The procedures for dealing with appeals to the Parking Adjudicators are contained in the Road Traffic (Parking Adjudicators) (London) Regulations 1993 (as amended or re-enacted from time to time) and the Civil Enforcement of Parking Contraventions (England) Representations and Appeals Regulations 2007 (as amended or re-enacted from time to time). These regulations are available on the PATAS web-site (www.patas.gov.uk).

1.4 London Councils expects there to be continuous improvement in the Service and that the Service Provider shall be proactive in suggesting improvements or alternative ways of providing the services delivered under the Agreement.

2)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 24 000 000 and 30 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: ICT, software, hardware and support (for the Appeals Services based in London EC1V)

1)Short description

London Councils’s requirements for ICT and telephony provision, management and support falls into the following categories of service to provide a range of business systems and applications that can be used to support access to the Services defined in Lots 1 and 5 either deployed locally or via the Internet;
a) Desktop hardware and software
b) Productivity applications that include word processing, presentation and spread sheet facilities;
c) Flexibility in day to day work activities including communication (email, telephony and mobile technologies), enquiry and information processing;
d) Information management and secure handling of all its data either locally or via the Cloud
e) Migration of existing or legacy systems and data where necessary
f) ICT helpdesk support
2)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 680 000 and 850 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: ICT, software, hardware and support (for London Councils based in SE1)

1)Short description

London Councils is a progressive organisation, strong in dynamic leadership with a skilled workforce supporting its 33 member authorities across London and will need to be well placed technologically to modify business activities in response to rapidly changing and growing priorities.
To support this London Councils needs to make use of a variety of technologies and software to enable improved communications and collaboration capabilities among its staff and clients as well as provide efficiency savings and best practice where feasible.
The Service Provider is to provide London Councils staff with a range of business systems and applications that can be used to support staff and its visitors either deployed locally or via the Internet;
a) Productivity applications that include word processing, presentation and spread sheet facilities;
b) Flexibility in day to day work activities including communication (email, telephony and mobile technologies), collaboration, research, enquiry and information processing;
c) Information management and secure handling of all its data either locally or via the Cloud
d) Migration of existing or legacy systems and data where necessary
2)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 000 000 and 1 250 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Transactional services (Tow-away, Recovering and Clamping Enquiry (TRACE) and Traffic Enforcement Centre (TEC)

1)Short description

Transactional Services – London Councils’ Overall Business Objectives
1.1 Transactional Services encompass 2 services: the Traffic Enforcement Centre (“TEC”) data transfer service and the Tow-away, Removal and Clamping Enquiry (“TRACE”) service
1.2 The Service Provider shall be responsible for monitoring, storing and managing statistics and data relating to the use of Transactional services by all parties.
1.3 For the purpose of this Agreement, the Transactional Services constitute the link between London Councils and the external parties insofar as they are used for the transmission, validation and reconciliation of the information described in this Lot.
1.4 London Councils’ overall objectives for Transactional Services are to:
a) provide accurate and timely information to the general public on vehicles that have been clamped or removed by the external parties, 24 hours a day, 365 days a year (TRACE);
b) respond to all enquiries in an accurate, timely and appropriate manner;
c) ensure all debt registrations and warrant applications filed by the Enforcement Authorities (EAs) are processed accurately within 1 working day;
d) ensure that the EA’s and London Councils’ requirements are met in the most cost effective manner;
e) process all EA transactions accurately and within given timescales;
f) ensure any identifiable payments made to one EA but payable to another are redirected to the correct EA; and
g) gather and collate information from the various databases for EAs and to provide London Councils and EAs with access to this information.
1.5 The Service Provider should note that London Councils is also an EA and makes use of Transactional Services from time to time.
2)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 4 000 000 and 5 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Other Appeals Services (Lots 1 and 5 will be awarded together)

1)Short description

London Councils’s overall minimum requirement under this Lot is to provide administrative support and, the design, development, maintenance and support of an on-line web-enabled Case Management System (CMS) to the Appeals Services (other than PATAS) managed by London Councils.
1.2 The Appeals Services, currently managed by London Councils (other than the statutory services listed in Lot 1) under third party contracts are the Road User Charging Tribunal (RUCAT), which includes appeals against Congestion Charging and Low Emission Zone PCNs and Parking on Private Land Appeals (POPLA), but this Agreement should be flexible enough to extend some or all of the Services to other types of appeals that London Councils may take on in the future.
1.3 Other than where indicated below, the requirements under this Lot are identical to those stated in the specification for Lot 1.
1.4 The procedures for dealing with appeals to the RUCAT Adjudicators are contained in the Road User Charging (Enforcement and Adjudication) (London) Regulations 2001 (as amended or re-enacted from time to time). These regulations are available on the PATAS web-site (www.patas.gov.uk).

1.5 The procedure for dealing with appeals to the POPLA Assessors are defined on the POPLA website (www.popla.org.uk).

1.6 In the specification for Lot 1, “Adjudicators” should be taken to mean “Adjudicators and Assessors” for the purposes of Lot 5.
1.7 In the specification for Lot 1, “EA” should be taken to mean “Operators and Transport for London” for the purposes of Lot 5
1.8 In the specification for Lot 1, “PATAS” should be taken to mean “the appeal services” for the purposes of Lot 5

2)Common procurement vocabulary (CPV)

75000000, 79500000, 79900000, 75100000, 72000000, 64000000, 48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 4 000 000 and 5 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

London Councils reserves the right to request a parent company guarantee, if deemed necessary.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out within the contract conditions.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.
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: As set out in Directive 2004/18/EC – Articles 45 to 51.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As in 111.2.1. This will be supplemented by information provided in the Pre-Qualification Questionnaire. Tenderers must have suficient economic and financial capacity to enable them to perform the contract in compliance with the contractual provisions. If, due to information supplied, London Councils has serious doubts about a tenderer’s financial capacity, or if this is clearly insufficient for performance of the contract, the tender may be rejected without the tenderer being able to claim financial compensation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Tenderers must have suficient technical and professional capacity to enable them to perform the contract in compliance with the contractual provisions. If, in view of information supplied, London Councils has serious doubts about a tenderer’s professional capacity, or if this is clearly insufficient for performance of the contract, the tender may be rejected without the tenderer being able to claim financial compensation. The Pre-Qualification Questionnaire will provide details of the information and minimum standards required for technical capacity and capability, and for quality assurance.
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: yes
Reference to the relevant law, regulation or administrative provision: The qualifications of the Health and Safety competent person must be stated.
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

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

Envisaged minimum number 5: and maximum number 12
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

Prior information notice

Notice number in the OJEU: 2013/S 107-183177 of 5.6.2013

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

10.3.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

25.4.2014
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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of 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

Potential applicants are requested to express their interest through completion of a Pre-Qualification Questionnaire which is available by download from the website of London Councils at www.londoncouncils.gov.uk/aboutus/invitationtotender. The questionnaire must be returned to Frank Smith, London Councils, 591/2 Southwark Street London SE1 0AL by 12:00 noon on Monday 10.3.2014 and include 3 paper copies and one CD of the completed questionnaire and any supporting documents (including one (1) set of accounts). If potential applicants require clarification or have questions they should email Elaine Hughes or Garry Hoy at Tmtenders@londoncouncils.gov.uk. During the pre-qualification stage fo this procurement London Councils will publish on its website all questions and responses given to these questions. The names of individuals and organisations raising the questions will be anonymised. It is envisaged that the subsequent Invitation to tender will be issued around Friday 25.4.2014. London Councils reserves the right not to award any contract as a result of the procurement process instigated by the publication of this notice. In no circumstances will London Councils be responsible for any costs with participation in an expression of interest or invitation to tender.

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

Spencer Palmer, London Councils
591/2 Southwark Street
SE1 0AL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: London Councils will incorporate a minimum of 10 working days standstill period at the point at which the information on the award of contract is communicated to tenderers. After which, if there is not a legal challenge the contract will be incepted.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

28.1.2014