Management Information System For Schools

Tenders are sought for EOs to provide Management Information System (MIS) solution for a range of schools in East Sussex, Brighton and Hove, Surrey and Kent.

UK-Lewes: Software support services

2013/S 115-196367

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

East Sussex County Council (on behalf of themselves and the contracting authorities identified in Section VI.3
Business Services Department, County Hall, St Anne’s Crescent
For the attention of: Terry Wilson
BN7 1UE Lewes
UNITED KINGDOM
E-mail: ictcontracts@eastsussex.gov.uk

Internet address(es):

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

Electronic access to information: https://www.delta-esourcing.com/

Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com/

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: yes

Surrey County Council
County hall, Kingston Upon Thames, Surrey
KT1 2DN Kingston Upon Thames
UNITED KINGDOM

Brighton and hove City council
Hove Town Hall, Hove, East Sussex
BN3 4AH Brighton
UNITED KINGDOM

Kent County Council
County Hall, Maidstone, Kent
ME14 1QX Maidstone
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Management Information System (MIS) For Schools.

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
Main site or location of works, place of delivery or of performance: Brighton and Hove, East Sussex, Kent and Surrey.
NUTS code UKJ21,UKJ22,UKJ23,UKJ42

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 000 000 and 50 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

Tenders are sought for EOs to provide Management Information System (MIS) solution for a range of schools in East Sussex, Brighton and Hove, Surrey and Kent. The Contracting Authority is acting on behalf of a range of public sector stakeholders as defined in Section VI .3 below. Not all public sector stakeholders named, may commit to place an order for any or all services through the procurement process. The Contracting Authority wishes to receive bids from Economic Operators (EOs) with a track record in providing MIS solutions for educational establishments.
The scope of the requirement includes the following, but is not limited to:
— Programme creation and maintenance;
— Management of learner and tutor details;
— Enquiries and enrolments (including on-line enrolments);
— Timetabling;
— Attendance (statutory and lesson attendance);
— Administration of learner examinations and vocational qualifications;
— Tracking of learners on vocational programmes;
— Recording of learner assessment;
— Management of income from learners;
— Creation of statutory returns to central government agencies as required;
— Financial management;
— Management of salary projections for budget calculations;
— Comprehensive reporting and data analysis;
— Provide installation services and initial operator training as well as effective support and maintenance to agreed, contracted, service levels;
— Provide a testing environment to evaluate change to the system or prior ata being applied to the live system;
— Implementation;
— Support and maintenance services;
— Training;
— Associated professional services (e.g. network assessment / consultancy);
— Schools may require a dedicated facility for training staff using anonymised data.
Authorities are considering proposals for internally or externally hosted solutions.
For operational reasons, Schools would like to begin planning courses for the 2014/15 academic year on the system from December 2013 with the system being fully live prior to the ending of the current academic year. This situation will vary dependant on when purchasing authorities/establishments call off services from the framework agreement.

II.1.6)Common procurement vocabulary (CPV)

72261000, 72262000, 72263000, 72265000, 72266000, 72267000, 48300000, 48610000

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: no

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:

II.2.2)Information about options

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

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 request a collateral warranty, deposits, guarantees or other forms of security.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further detail on the relevant aspects of the financing and payment approach will be provided in the Invitation to Tender documents.

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

Requests to participate may be submitted by a single candidate or a group (consortium). Where a candidate is a group or consortium, each member of the group (consortium) may be required to contract on the basis of joint and/or several liability, or a single member may be required to contract on a prime contractor basis or the members of the group may be required to form or incorporate a special purpose vehicle (SPV) at the discretion of the contracting authority.

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 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire and Invitation to Tender.
Any EO may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire and Invitation to Tender.
Minimum level(s) of standards possibly required (if applicable): As set out in the Pre-Qualification Questionnaire and Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire and Invitation to Tender.

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

Restricted

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

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: In accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre- Qualification Questionnaire.

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:

ESCC 1491 ICT.

IV.3.2)Previous publication(s) concerning the same contract

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

IV.3.4)Time limit for receipt of tenders or requests to participate

3.7.2013 – 17:00

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 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

The Contracting Authority (including successors to its functions and organisations created as a result of reorganisation or organisational changes) is procuring the public contract on behalf of itself and the following bodies delivering public services within East Sussex County Council, Kent County Council, Surrey County Council and Brighton & Hove City Council.
Schools as defined below:
— Schools as defined for East Sussex County Council at: http://www.eastsussex.gov.uk/educationandlearning/schools/schoolsearch/search.aspx

including academies as defined at: http://www.eastsussex.gov.uk/educationandlearning/academies/default.htm

— Schools as defined for Brighton & Hove City Council at: http://www.brighton-hove.gov.uk/index.cfm?request=c1001684&action=dsp_lists&type=all&desc=all

— Schools as defined for Kent County Council at: http://www.kent.gov.uk/education_and_learning/school_education.aspx

— Schools as defined for Surrey County Council at: http://online.surreycc.gov.uk/education/schools.nsf/WebSchoolsByName?OpenForm

— Higher and Further Education establishments with sites in East Sussex, Kent, Surrey and Brighton & Hove, as described in http://www.hefce.ac.uk/unicoll/fe and http://www.hefce.ac.uk/unicoll/he

including academies and other bodies delivering school services within East Sussex, Kent, Surrey and Brighton & Hove;
— Educational establishments in East Sussex, Kent, Surrey and Brighton & Hove, that complies with the JANET Connection Policy.
The present connection policy is available at: http://www.ja.net/documents/publications/policy/connection-policy.pdf

East Sussex County Council will be the contracting party for the purpose of the overarching agreement.
This tender will be conducted through an electronic tender system (Vault) hosted by Business Information Publications (BiP).
Economic Operators (EOs) must read through this set of instructions and follow the process to respond to this opportunity.
The framework agreement will be available for call-off period of no more than four (4) years. The tender will follow a two stage process – which will comprise of a pre-qualification questionnaire (PQQ), following which, shortlisted suppliers will be invited to submit bids via an Invitation to Tender (ITT) process.
In order to obtain a PQQ, EOs are required to register on the BiP Delta website at https://www.delta-esourcing.com/ from 11:00 am on Monday 17.6.2013. Please note that EOs already registered on the site are not required to register again. Following registration, EOs must login and go to Response Manager using the following access code – R68DM3FF49 to obtain the PQQ document. Follow all instructions provided on the website.

Completed PQQ documents must be uploaded into a secure tender box on the BiP website using the access code provided. The closing date and time for submission is 12:00 noon Monday 15.7.2013 EOs will need to allow sufficient time to complete the process.
It is anticipated that ITT documents for the shortlisted suppliers will be available through Vault from 31.7.2013 however this will be confirmed once the PQQ documents have been evaluated and shortlist agreed. The same system and process for downloading the documents and uploading the completed bids will be in place for the ITT.
If you experience any technical difficulties please contact the Bip Delta eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

East Sussex County Council (on behalf of themselves and the Contracting Authorities identified in Section VI.3).
County Hall, St. Anne’s Crescent
BN7 1UE Lewes
UNITED KINGDOM
Internet address: http://www.eastsussex.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 of the Public Contracts Regulations 2006 (as amended) the contracting authorities will incorporate a minimum 10 calendar day standstill period at the point information on the contract award decision is communicated to EOs. Part 9 of the Public Contracts Regulations 2006 (as amended) provides for economic operators who have been harmed or are at risk of harm by breach of the Regulations to take legal action. Any such action must be brought within the applicable limitation period. The purpose of the standstill period referred to above is to allow an EO to apply to the Court to set aside the award decision before the agreement is entered into.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:12.6.2013