Shared Business Database Tender

Shared Business Database Tender

The Council has a requirement for the provision of a business database covering the Hertfordshire area. The requirements have been defined by all Partners to ensure the database supports relevant, local and in depth analysis of the Hertfordshire business landscape.

United Kingdom-Hertford: Data supply services

2014/S 069-118825

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire County Council
Strategic Procurement Group, Second Floor North East Block, County Hall, Pegs Lane
For the attention of: Lara Ekujumi (Procurement Officer) or Matthew Jones (Procurement Manager)
SG13 8DE Hertford
Telephone: +44 1992556124
Fax: +44 1992588497

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information: following the instructions given in VI.3 (Additional Information)
Electronic submission of tenders and requests to participate: following the instructions given in VI.3 (Additional Information)
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
I.4)Contract award on behalf of other contracting authorities

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

Hertfordshire Local Economic Partnership and Others see II.2.1
BioPark, Broadwater Road, Welwyn Garden City
AL7 3AX Hertfordshire

Section II: Object of the contract

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

Shared Business Database.
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 UKH23

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)

Data supply services. Content or data standardisation and classification services. Database services. Data services. Data-processing services. Data conversion services. Data capture services. Data collection and collation services. The Council has a requirement for the provision of a business database covering the Hertfordshire area. The requirements have been defined by all Partners to ensure the database supports relevant, local and in depth analysis of the Hertfordshire business landscape as part of the ongoing demand for intelligence to support the promotion of economic development and growth.
It is assumed throughout the project that all records will be available electronically.
Proposed Database Model
It is envisaged that the product offered will take the form of a centrally hosted database which receives scheduled updates (either 6 monthly or quarterly). The product will only be changed as a result of scheduled updates in order to maintain consistency of information and analysis across all partners.
Data provided through the central database will be available for download by licence holders in a suitable format to allow local analysis of the data (e.g. Excel friendly, .csv or equivalent format). It will also provide the facility for older iterations of the database to be kept post update in order to allow time series analysis. Data provided will also be compatible with conversion to GIS format to allow local area mapping.
Data Provision
Site level data is required to be made available to all licensed Partners but to be kept secure from non-licensed bodies and the general public. There is flexibility in how this can be achieved, as long as all Partners receive/access the same data.
Project Requirements
Candidates should note that the contract requirement is for data provision and standard customer support services only. It is not envisaged that there will be any training needs beyond a guide to accessing the data.
The Partners expect that the supplier will suitably manage their systems to ensure that regular scheduled updates take place as agreed and that the data is kept accurate and up to date within the agreed parameters.
Usability of the System
It is expected that Partners will be able to access the data with minimal difficulty and that the supplier will provide any guidance documentation required to ensure ease of use, including details of data sources and collection/verification methods.
II.1.6)Common procurement vocabulary (CPV)

72319000, 72330000, 72320000, 72300000, 72310000, 72311100, 72313000, 72314000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

As part of the Council’s commitment to partnership working, this public contract will be open to the following organisations (i.e. the Partners) to utilise:-
Hertfordshire Local Economic Partnership (LEP)
Broxbourne Borough Council
Dacorum Borough Council
East Hertfordshire District Council
Hertsmere Borough Council
North Hertfordshire District Council
St Albans City and District Council
Stevenage Borough Council
Three Rivers District Council
Watford Borough Council
Welwyn Hatfield Borough Council
Candidates should note that there is no fixed list of organisations set out within the tender exercise, and no guarantee can be given as to the exact number of users which may utilise the shared database.
The chosen supplier will be expected to be able to provide the services under this public contract to any of the organisations listed above, in addition to local authorities or other public sector body within the county of Hertfordshire that is authorised by the Council. A current list of member organisations can be found on the Supply Hertfordshire website using the following link:

Candidates should note that any of these organisations which utilise this public contract shall do so under the terms and conditions of the Council’s contract.
For the avoidance of doubt, the annual estimated outline value for this contract is 40,000 to 50,000 GBP.
Please note that the total estimated contract value identified separately below is for the initial three (3) year term.
Estimated value excluding VAT:
Range: between 120 000 and 150 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Candidates who are interested in this contract opportunity should note that the contract term will be let for a (3) year period and it is anticipated that this will commence during July 2014.
The Council may extend the contract term up to a maximum of 24 months in addition to the initial three (3) year term. This extension will be at the Council’s sole discretion and subject to satisfactory performance of the chosen supplier and available funding. Should the Council choose to extend the initial contract term, this will be agreed in writing with the chosen supplier.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
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:
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:
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
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As set out within the Invitation to Tender Documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out within the Invitation to Tender Documents.
Minimum level(s) of standards possibly required:
As set out within the Invitation to Tender Documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

HCC Contract Reference Number: HCC1407167 Tender Access Code: 57TKM2XFEW
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.5.2014 – 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

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


County Hall, Pegs Lane, SG13 8DE.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Please read this section carefully as it provides full instructions on how to apply for this requirement.
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
The Tender Process
This tender is a one stage process. If you wish to be considered as a tenderer you must complete and submit a Tender Bid by using the Tenderbox through BiP’s Delta by the due date of 12:00 Noon on Wednesday 28.5.2014. Tender Bids cannot be uploaded after the closing date/time.
Step 1: Registering with Supply Hertfordshire
To participate in this tender you will need to go into and register, thereafter you will be issued with a Username and Password. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this Username and Password secure, and do not pass it to any third parties.

Step 2: Completing your Tender Documents
To obtain and complete the Tender Documents, you will need to go into the Response Manager area and enter the Access Code 57TKM2XFEW. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question. If the Council requires further information concerning your tender bid, your organisation will be contacted. However, please provide full details and answer all questions, as the Council reserves the right not to ask tenderers for any further information or clarification.
Step 3: Uploading Your Completed Tender Bid
Once you have completed your Tender Bid you must then “upload” your completed response into the Tenderbox (Access Code 57TKM2XFEW) and ensure it has been submitted as a response.
Please make sure you have submitted your Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your Tender Bid.
If you are experiencing problems, then please contact the Delta helpdesk via email at or call +44 8452707050 Monday to Friday 8:30 am – 5:30 pm for further assistance.

The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.
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.Please read this section carefully as it provides full instructions on how to apply for this requirement.
To view this notice, please click here:

GO Reference: GO-201442-PRO-5574775

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: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into.
If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Hertfordshire County Council
County Hall, Pegs Lane
SG13 8DE Hertford
Telephone: +44 1992556124

VI.5)Date of dispatch of this notice: