Procurement of Choice Based Lettings System

Procurement of Choice Based Lettings System

Targeted web-based housing advice; alternative housing options i.e. private rented, shared ownership, low-cost home ownership; homelessness and housing advice case management workflow. Any new CBL system will need to integrate with each individual consortia member’s back office systems.

United Kingdom-Epping: Software package and information systems

2014/S 222-392525

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Epping Forest District Council
Civic Offices, High Street
For the attention of: Roger Wilson
CM16 4BZ Epping
UNITED KINGDOM
Telephone: +44 1992464000
E-mail: contactus@eppingforestdc.gov.uk

Internet address(es):

General address of the contracting authority: www.eppingforestdc.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
Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

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

Chelmsford City Council
Civic Centre, Duke Street
CM1 1JE Chelmsford
UNITED KINGDOM

Brentwood Borough Council
Town Hall, Ingave Road
CM15 8AY Brentwood
UNITED KINGDOM

Broxbourne Borough Council
Bishops College, Churchgate
EN8 9XQ Cheshunt
UNITED KINGDOM

Uttlesford District Council
Council Offices, London Road
CB11 4ER Saffron Walden
UNITED KINGDOM

East Herts Council
The Council Offices, Charringtons House, The Causeway
CM23 2ER Bishops Stortford
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

HEHOC — Procurement of Choice Based Lettings 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 UKH

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 package and information systems. Web server software development services. Web server software package. Web page editing software development services. World wide web WWW site design services. The Consortium (Comprising the Lead Authority and those Authorities listed at Annex A of this Notice) known as HEHOC (Herts and Essex Housing Options Consortium) has operated a choice-based lettings (CBL) scheme since 2007 with the current contract due to expire in June 2015. The Consortium provides a service that includes a fully hosted, online choice-based lettings solution. Individual members of the consortium separately provide further functions including: online housing application; housing register; automated register reviews; auto assessment; targeted web-based housing advice; alternative housing options i.e. private rented, shared ownership, low-cost home ownership; homelessness and housing advice case management workflow. Any new CBL system will need to integrate with each individual consortia member’s back office systems. The Service Provider will be expected to provide ongoing technical support throughout the duration of the term contract.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72212222, 48222000, 72212224, 72413000

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:

The total estimated value of the contract over the anticipated maximum duration of 10 years is between 535 000 GBP and 1 600 000 GBP.
Estimated value excluding VAT:
Range: between 535 000 and 1 600 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract term will be for an initial period of 60 months (5 years) with an option to extend for 5 further 12-month periods or multiples thereof, up to a maximum of 120 months (10 years). Renewal of the term contract will be subject to performance and the Consortium’s future corporate strategy.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 5
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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

Duration in months: 60 (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:

A Parent Company Guarantee and/or Performance Bond may be required by the Authority, the details of which will be set out in the Invitation to Participate in Dialogue (ITPD) and accompanying documentation.

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

Any terms of payment will be set out in the Invitation to Participate in Dialogue (ITPD) and accompanying documentation.

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

Expressions of interest in response to this contract notice may be submitted by a single bidder or a consortium. The Authority reserves the right to require groupings of contractors to take a particular legal form prior to the award of contract or to require a single contractor to take primary liability or to require that each party undertakes joint and several liabilities.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected Bidder will be required to perform the services to the required standards set out in the Invitation to Participate in Dialogue (ITPD). Under the contract the Service Provider and their supply chain will be required to participate in the achievement of relevant social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives. Accordingly, the contract performance conditions may relate in particular to social and environmental considerations to be detailed in the contract documents.
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 http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

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

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, applicants will be required to complete a Pre-Qualification Questionnaire (PQQ). The PQQ is available from the address in Annex A, 1 above and must be returned to that address by the date stipulated in IV.3.4. Expressions of Interest must be in the form of a completed PQQ to be received by the Authority via the Authority’s e-tendering portal at https://www.delta-esourcing.com

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 PQQ, applicants will be required to complete a PQQ. The PQQ is available from the address in Annex A, 1 above and must be returned to that address by the date stipulated in IV.3.4. Expressions of Interest must be in the form of a completed PQQ to be received by the Authority via the Authority’s e-tendering portal at https://www.delta-esourcing.com

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: yes

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 number of operators: 3
Objective criteria for choosing the limited number of candidates: Envisaged number of 3 bidders will be invited to participate in dialogue. Bidders will be short-listed based on criteria set out in the PQQ.

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:

T10249

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

Prior information notice

Notice number in the OJEU: 2014/S 137-246011 of 19.7.2014

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

19.12.2014 – 17:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

6.2.2015

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 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 considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. The Authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out in the PQQ and the contract will be awarded on the basis of the most economically advantageous tender.

For more information about this opportunity, please visit the Delta eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-Epping:-Software-package-and-information-systems./78952R328C

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/78952R328C

GO Reference: GO-20141114-PRO-6161820.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Internet address: www.hmcourtsservice. gov.uk

Body responsible for mediation procedures

Centre for Effective Dispute Resolution (CEDR)
70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM
E-mail: info@cedr.com
Telephone: +44 2075366000
Internet address: www.cedr.com

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 and 32A of the Public Contracts Regulations 2006 (as amended), the Authority will incorporate a minimum 10 calendar day standstill period starting from the date when the contract award was notified to bidders. Unsuccessful bidders will be provided with a debrief in the ‘Award Decision Notice’ at the start of the standstill period including details of their bid in relation to the winning bid comprising the reasons for the decision, the characteristics and relative advantages of the successful tender, the score of the economic operator and the name of the economic operator to be awarded the contract. Tenderers have a right of appeal provided for within the Public Contracts Regulations 2006 (as amended).

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

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Telephone: +44 2072761234
Internet address: www.cabinetoffice.gov.uk

VI.5)Date of dispatch of this notice:

14.11.2014