NIHR Central Portfolio Management System

NIHR Central Portfolio Management System

The NIHR CRN Portfolio is part of the UK Clinical Research Network Portfolio, which comprises the network Portfolios of England, Northern Ireland, Scotland and Wales. These four Portfolios are held on a single information system called the UK CRN Portfolio Database.

UK-Leeds: software package and information systems

2012/S 85-140347

Contract notice

Services
Directive 2004/18/EC

Section I: Contracting authority
I.1)Name, addresses and contact point(s)

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: https://www.in-tendhost.com/universityofleeds/

Address of the buyer profile: https://www.in-tendhost.com/universityofleeds/

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
Body governed by public law
I.3)Main activity
Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Northern Ireland Clinical Research Network (NICRN)

National Institute for Social Care and Health Research Clinical Research Centre (NISCHR CRC)

Chief Scientist Office, Scotland (CSO)

Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
NIHR Central Portfolio 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 UKE42,UKL,UKN,UKM
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)
In 2006, the Department of Health in England set up the National Institute for Health Research (NIHR) to create a world-class health system within the NHS, with the Clinical Research Network (CRN) as part of this wider organisation. The NIHR CRN contract is currently hosted by the University of Leeds, which is the contracting authority regarding this notice.
In March 2011, the UK Government identified its health research system as a strength and opportunity for future economic growth. The NIHR is plays an integral role in this future by leveraging the NHS and other health research organisations full potential in supporting and developing research to improve the health and wealth of the nation. The NIHR CRN provides the infrastructure that allows high-quality clinical research to take place in the NHS, so that patients can benefit from new and better treatments, and we can learn how to improve NHS healthcare for the future.
At the heart of the Clinical Research Networks activities is the NIHR CRN Portfolio. The NIHR CRN Portfolio is part of the UK Clinical Research Network Portfolio, which comprises the network Portfolios of England, Northern Ireland, Scotland and Wales. These four Portfolios are held on a single information system called the UK CRN Portfolio Database. The UKCRN Portfolio Database and the functionality it provides are integral to the day-to-day processes and operations of the NIHR CRN. As part of the NIHR CRNs review of the suitability and functionality of the UK CRN Portfolio Database, the National Institute for Health Research is now seeking to replace the system with a more robust and enhanced system.
The organisation will be looking to engage with the market to assist with the final specification review, before taking on a preferred bidder for the development, implementation, training, ongoing support and maintenance of the new system and the further realisation of system benefits. A decision on the level and nature of system support that is to be provided by the preferred bidder will be discussed through a dialogue approach and will form part of the Final Specification at Final Tender Stage of the procurement process.
The new system will sit within a changing NHS, Department of Health and NIHR landscape. The new system is to be adaptable to all changes identified within the next NIHR CRN Business Case (2015), as well as all new governmental and NHS/Department of Health policy changes.
Potential bidders are entering into this procurement process with the understanding that there are ongoing negotiations between NIHR and the Devolved Administrations in Northern Ireland, Scotland and Wales. The exact nature of their involvement in the new system will be determined by the Final Tender Stage and may form part of the dialogue discussions throughout.
There will be a requirement to align the new system to existing NIHR Data and make use of several NIHR standards and reference datasets.
Responses to the PQQ will be used to assist the NIHR CRN in short listing bidders to tender for the above contract. Shortlisted bidders will be invited to participate further in the procurement.
This Procurement exercise will include an Invitation to Submit Outline Solution (ISOS) Stage and an Invitation to Submit Detailed Solution (ISDS) Stage during the dialogue process before proceeding to Invitation to Submit Final Tender (ISFT).
This is a competitive procurement conducted in accordance with the Competitive Dialogue Procedure under the Consolidated Public Procurement Directive 2004/18/EC, as implemented in the UK by the Public Contracts Regulations 2006, as amended from time to time.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72230000
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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The budget below is for the initial term and excludes any first year ongoing system and support & maintenance.
Estimated value excluding VAT:
Range: between 450 000 and 700 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Contract will be for an initial period of two (2) years from a go live date of 1.4.2013 to 31.3.2015, with a run in period for development, deployment and implementation of the new system from the successful contract award date. There is the option to extend the contract past the initial term for a further period of five (5) years in two (2) further extensions of two (2) years and a further extension of one (1) year making the total possible contract length seven (7) years based on funding being secured from the Department of Health (DH) and satisfactory performance.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Duration in months: 24 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Group or joint bidders must be jointly and severally liable.
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: Refer to PQQ.
Regulation 23 of The Public Contracts Regulations 2006 applies to the current tendering competition. Regulation 23 sets out the grounds on which a supplies/services provider may be deemed ineligible to a tender for or be awarded a public contract. Rejection is permissible, and in some instances, obligatory.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Refer to PQQ.
Minimum level(s) of standards possibly required: Refer to PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Refer to PQQ.
Minimum level(s) of standards possibly required:
Refer to PQQ.
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
competitive dialogue
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 5
Objective criteria for choosing the limited number of candidates: Reference sites, market understanding, delivery approach, project management, technical capability, support, training, performance measures.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:
HG/1231
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: 29.5.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
30.5.2012
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
21.6.2012
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
Persons authorised to be present at the opening of tenders: no

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 University intends to use an eTendering system in this procurement exercise, therefore this is the preferred method for suppliers to obtain further information and express their interest. Prospective suppliers should follow steps 1-11 below to express their interest and obtain the pre-qualification questionnaire. (NB! Suppliers who have previously registered on the In-Tend system as a University of Leeds supplier should go to step 8).

1. Suppliers should register on the In-Tend system at https://in-tendhost.co.uk/universityofleeds/;
2. Click the New User Registration link;
3. Enter the user and business details requested and click Next;
4. Add your contact details by clicking Add. Complete the details and click Next;
5. Click Next again to confirm the contact details and move to the next screen;
6. Check all registration details are correct and click Register my Details;
7. You will receive an e-mail with your user and password details;
8. Return to the web site and click Login. Enter your details and click Login;
9. Click the Current Tenders link and then Show All Tenders;
10. To express an interest, click on the relevant tender and then on Express Interest;
11. You will receive an e-mail shortly afterwards to confirm that your expression of interest has been received and that the PQQ documents are now available to view on the system;
12. Click on the link provided to reenter the In-Tend site, click on My Tenders, then View Tender Details, then View Documents. This will open the PQQ.

For any support in submitting your expression of interest please contact the helpdesk via e-mail at support@in-tend.com or by phone on +44 1332869400.
Freedom of information.
The University is a Public Authority within the meaning of the Freedom of Information Act 2000.
Information received may be made available on demand in accordance with Freedom of Information Act 2000.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

Body responsible for mediation procedures

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk
VI.5)Date of dispatch of this notice:
27.4.2012