Planning application system tender

Planning application system tender

The LLDC would like to commission the provision, hosting and ongoing support of a planning application system to support the LLDC’s policies and planning decisions team (PPDT) planning process for an initial term of 3 years with the right to extend beyond this period subject to a right to terminate on a 90 day notice.

UK-London: software-related services

2012/S 223-367857

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

London Legacy Development Corporation
Level 10, 1 Stratford Place, Montfichet Road
E20 1EJ London
Telephone: +44 2032881800

Internet address(es):

General address of the contracting authority:

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

Other: Governed by public law
I.3)Main activity

Other: Regeneration – development
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.1.1)Title attributed to the contract by the contracting authority:

Planning application system (PAS).
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
NUTS code UKI21

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)

Software-related services. Software supply services. Software package and information systems. The LLDC would like to commission the provision, hosting and ongoing support of a planning application system to support the LLDC’s policies and planning decisions team (PPDT) planning process for an initial term of 3 years with the right to extend beyond this period subject to a right to terminate on a 90 day notice. At the end of the initial 3 year period, and for each subsequent year that the contract remains active, the price for the services being provided, as agreed at the commencement of the contract, shall be amended according to the UK consumer price index (CPI). The system must be ready for use from early April 2013 following a period for set up and transfer of data and records from the current system and testing. Going forward, the new online register should be accessible from LLDC’s corporate web site.
II.1.6)Common procurement vocabulary (CPV)

72260000, 72268000, 48000000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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

Duration in months: 36 (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 guarantees.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Information provided in the ITT.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Tenderers must have had a turnover for the financial year 2011/2012 that was in excess of 1 000 000 GBP. Tenderers must also achieve a minimum Dun and Bradstreet Failure Score of 50 or above, or otherwise satisfy the LLDC as to their financial standing.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
The planning application system which we require has numerous detailed technical requirements. Full details of these can be found within the 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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

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

9.1.2013 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 9.1.2013 – 15:00

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

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
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: 68NR9QA2CM.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 9.1.2013. Please ensure that you allow yourself time when uploading your responses to this opportunity and avoid doing it in the last minute just before the closing time.
If you experience any technical difficulties please contact the Procure4london Helpdesk on call +44 8452707098 or e-mail Contracting Authority reserves the right to:

— Waive any requirements of this procurement process (to the extent permitted by law),
— Request additional information or clarificatory information from Bidders in relation to any aspect of their response,
— Disqualify any bidder that does not submit a compliant response in accordance with the Contracting Authorities instructions (see also below),
— Withdraw any part of or the whole of this procurement process at any time or to re-invite responses on the same or any alternative basis,
— Not award the whole of or a part of a contract as a result of this procurement process; or
— Make whatever changes it sees fit to the timetable, structure or content or the procurement process for any reason.
Furthermore, the Contracting Authority reserves the right to reject or disqualify a bidder where:
— A response is submitted late, is completed incorrectly, is incomplete or fails to meet the Contracting Authority’s requirements which have been notified to bidders,
— The Bidder is unable to satisfy the terms of Part V of the Public Contract Regulations 2006 (implementing Title 2 Chapter 7 section 2 of the 2004/18/EC Directive) at any stage during the procurement process,
— The bidder is guilty of serious misrepresentation or fraud in relation to its application and/or any aspect of this procurement process,
— There is a change in identity, control, financial standing or other factor impacting on the procurement process and affecting the Bidder and/or,
— There is an actual or potential commercial, professional, financial or other conflict or interest arising between the interests of the Contracting Authority and the Bidder.
All Bidders are solely responsible for all their costs and expenses incurred in connection with the preparation and submission of their responses at all stages of the procurement process. Under no circumstances will the contracting Authority be liable for any costs or expenses borne by or on behalf of the Bidder.
Clarifications and queries in respect of this ITT must be submitted in writing and via the Procure4London e-tendering service only. Direct e-mail, telephone calls or correspondence with the Contracting Authority will not be permitted during the procurement of this opportunity. GO Reference: GO-20121115-PRO-4388113.

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

London Legacy Development Corporation
Level 10, 1 Stratford Place, Montfichet Road
E20 1EJ London

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a mandatory 10 calendar day standstill period at the point information on the award of the contract is electronically notified to Tenderers. Additional information required by certain non-notified unsuccessful economic operators can be requested in writing from the contact/address in section I above and will be provided within 15 days of the date received.
The Public Contracts Regulations 2009 (SI 2009 No. 2992) 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 and Northern Ireland).
Where a contract has not been entered into, the Contracting Authority will consider the suspension of its award process if legal proceedings are brought against and notified to it.
The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into. The Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the contract has been entered into already, the Court may declare the contract ineffective, shorten its term or award damages.
The Contracting Authority would urge aggrieved Tenderers to communicate any issues to the contact for this procurement (see Section I above) by raising a Clarification Question through the Procure4London Portal in the first instance in case a solution can be found to avert time consuming court actions.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:15.11.2012