Provision of a Rent Arrears and Income Management Software Package

Provision of a Rent Arrears and Income Management Software Package

Your Homes Newcastle seeks to establish a Contract for the provision of a Rent Arrears and Income Management Software Package to assist with the management of rent arrears and income over the next 12 months. YHN therefore invites all interested parties to tender for this service requirement.

United Kingdom-Newcastle upon Tyne: IT services: consulting, software development, Internet and support

2014/S 059-099482

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Your Homes Newcastle Ltd
YHN House, Benton Park Road
For the attention of: David Bell
NE7 7LX Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912787765
E-mail: david.w.bell@yhn.org.uk
Fax: +44 1912788768

Internet address(es):

General address of the contracting authority: www.qtegov.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

Body governed by public law
I.3)Main activity

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

Leazes Homes
YHN House. Benton Park Road, Newcastle Upon Tyne.
NE7 7LX Newcastle Upon Tyne
UNITED KINGDOM

Byker Community Trust
YHN House, Benton Park Road, Newcastle Upon Tyne.
NE7 7LX Newcastle Upon Tyne
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of a Rent Arrears and Income Management Software Package.
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: Newcastle upon Tyne, England.
NUTS code UKC22

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)

Your Homes Newcastle seeks to establish a Contract for the provision of a Rent Arrears and Income Management Software Package to assist with the management of rent arrears and income over the next 12 months. YHN therefore invites all interested parties to tender for this service requirement.
II.1.6)Common procurement vocabulary (CPV)

72000000, 72200000

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:

YHN’s current approach to rent arrears recovery is inefficient. A significant percentage of our officer’s time is spent on investigating all our tenants rent accounts which are in arrears, to differentiate between those rent accounts which needs ‘to be actioned’ and those where repayment arrangements are being maintained. This process is undertaken on a weekly basis and, only when completed, can the officer begin to target their actions and make attempts to recover the rent due. YHN believe that there is now software available ‘on the market’ that can not only help streamline this process and prioritise arrears cases, but can also provide more innovative and effective solutions to aid arrears recovery and monitor performance.
Estimated value excluding VAT: 180 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Option to extend for four additional periods of 12 months (at the sole discretion of Your Homes Newcastle).
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 12 (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 deposits, guarantees, bonds, insurance, or any other form of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

To be set out in the contract documents.
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: All applicants are required to complete and return a detailed contractor evaluation questionnaire prepared by the Contracting Authority and provide such supporting evidence as may be requested by the deadline stated in IV.3.4. The CEQ is available to download from www.qtegov.com

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the contractor evaluation questionnaire.
Minimum level(s) of standards possibly required: As set out in the contractor evaluation questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the contractor evaluation questionnaire.
Minimum level(s) of standards possibly required:
As set out in the contractor evaluation questionnaire.
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
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:

P1069.
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: 30.4.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

30.4.2014 – 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
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

Other organisations (such as Leazes Homes, Byker Community Trust, Newcastle City Council) may wish to engage these services through this contract.
2. Under this procurement, the contractor is required to participate actively in the economic and social regeneration of the locality of, and surroundings of, the place of delivery for the procurement. Contract performance conditions may therefore relate in particular to social and environmental considerations.
3. The Contracting Authority reserves the right in line with Regulation 14 (1) (d) (ii) of the Public Contract Regulations 2006 (Article 31 (4) (b) of Directive 2004/18/EC) to award further contracts to the successful provider where these are a repetition of the services to be provided under this contract.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 EN Standard form 02 – Contract notice 12 / 19 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1). If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) 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.) Any such action which does not seek a declaration of ineffectiveness must be brought promptly (and in any event within 3 months.) An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract and a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into.
Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. 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 commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract. VI.4.3).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.3.2014