Provision of an eProcurement Marketplace

UK-Cardiff: procurement software package

2012/S 32-051795

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cardiff University Purchasing Section
Purchasing Section, McKenzie House, 30-36 Newport Road
For the attention of: Darren Evans
CF24 0DE Cardiff
UNITED KINGDOM
Telephone: +44 2920879931
E-mail: evansds@cardiff.ac.uk
Fax: +44 2920874789

Internet address(es):

General address of the contracting authority: http://www.cardiff.ac.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

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: no

Section II: Object of the contract

II.1)Description

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

Provision of an eProcurement Marketplace.

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 UKL22

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)

II.1.6)Common procurement vocabulary (CPV)

48490000, 72212490

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 provision, implementation and subsequent support of an e-Marketplace service, including catalogue content management, e-invoicing with three-way automatic matching, and two-way automated document transmission to suppliers. The University utilises Oracle EBS R12.0.6 and the e-Marketplace solution would need to integrate with this system. Oracle iProcurement provides a Web-based shopping system that allows university staff to create, manage, and track their own orders. When integrated with other Oracle modules it incorporates sophisticated workflow technology to streamline the process of authorising requisitions as well as automating the process of transforming requisitions into purchase orders and electronically distributing them to suppliers.
The Catalogue Content Management solution must be able to facilitate additions, deletions and amendments to an item file that may include tens of thousands separate items, in a timely and accurate manner. The service must be capable of mapping product classifications from UNSPSC to Proc-HE and vice versa. Catalogue functionality must be able to deal with differential pricing structures, to allow pricing information to be maintained for the University against common items or products. The University will use agreed procedures to communicate amendments to the Catalogue Management Solution provider who will then make the amendments in the relevant catalogue(s). The Catalogue Management Solution provider must work closely with the University and with the Oracle EBS Support Service Provider (Patech Solutions Ltd), to maximise the intergration of systems and business processes. This must include a joint approach to systems integration and upgrade management to security, content management and system maintenance.
Incorporated into the Catalogue Management service must be the provision for the automated transmission of data to and from suppliers (including the transmission of purchase orders, invoices and other documents) by the most cost effective methods available. This will include but not be limited to the use of email and facsimile transmission, but significantly XML and HTML files. The University does not intend to host the e-Marketplace solution itself but would prefer a supplier/ externally hosted solution.

II.2.2)Information about options

Options: yes
Description of these options: At the University’s discretion, it may extend the agreement for an eMarketplace solution via formal review periods up to a maximum of 20 years. The University reserves the right to exercise options for extension of the system across additional areas of the University at any future point without a further call for competition. The University also reserves the right to exercise the option to extend the system to include different modules/functionality at any future point without a further call for competition. Timescale for the exercise of the foregoing options is currently unknown.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 10

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:

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:

Joint and several liability.

III.1.4)Other particular conditions

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: (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who 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 for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(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 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 those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) bank statement and/or evidence of professional risk indemnity insurance;
(b) balance sheets or extracts of balance sheets;
(c) statement of turnover for a maximum of the last 3 years.
See also the PQQ available via https://in-tendhost.co.uk/cardiffuniversity/ (look in “Current Tenders”).

Minimum level(s) of standards possibly required: Suppliers are expected to be able to demonstrate that they are able to sustain a level of cash flow to support their current and future areas of their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of principal deliveries effected or services provided in the last 3 years and evidence of delivery;
(c) an indication of technicians or technical bodies involved;
(d) a description of technical facilities and measures used to ensure quality;
(e) educational and professional qualifications of the supplier and staff responsible for performing the contract;
(f) where appropriate, an indication of the environmental management measures that would be applied when performing the contract;
(i) details of any intended sub-contracting arrangements.
Minimum level(s) of standards possibly required:
It is essential that suppliers wishing to be considered can provide proof of demonstrable experience in delivering successful eMarketplace solutions. This evidence will be required in support of your 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

Open

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: Scoring of the information supplied within and in support of the PQQ and on-line vendor appraisal available via: https://in-tendhost.co.uk/cardiffuniversity/ (look in “Current Tenders”).

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:

CU165/eMarketplace/DSE

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

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: 23.3.2012 – 12:00

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

26.3.2012 – 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

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 150 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Senior representatives of Cardiff University.

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

Buy4Wales Reference Number: 28353.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

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

VI.5)Date of dispatch of this notice:13.2.2012