Software Transformation Project Tender

Software Transformation Project Tender

South Hams and West Devon Councils T18 Transformation Project Software Procurement.

United Kingdom-Totnes: Software package and information systems

2014/S 007-008136

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

South Hams District Council
Procurement, Follaton House, Plymouth Road
For the attention of: Carly Wedderburn
TQ9 5NE Totnes
UNITED KINGDOM
Telephone: +44 1626215120
E-mail: carly.wedderburn@teignbridge.gov.uk

Internet address(es):

General address of the contracting authority: www.southhams.gov.uk

Further information can be obtained from: Supplying the South West
Internet address: www.supplyingthesouthwest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Supplying the South West
Internet address: www.supplyingthesouthwest.org.uk

Tenders or requests to participate must be sent to: Supplying the South West
Internet address: www.supplyingthesouthwest.org.uk

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

Section II: Object of the contract

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

South Hams and West Devon Councils T18 Transformation Project Software Procurement.
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: The Councils of South Hams District and West Devon Borough situated at Follaton House, Plymouth Road, Totnes, Devon, TQ9 5NE and Kilworthy Park, Drake Road, Tavistock, Devon, PL19 0BZ respectively.
NUTS code
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)

South Hams District Council and West Devon Borough Council (SHWD) have a history of partnership working going back to 2007 and were at the forefront of organisational redesign when they merged their management structures. They followed this with the sharing of services, and the creation of integrated strategies.
SHWD recognised that with ever increasing financial challenges, a more transformational approach was needed with a sustainable Customer-facing model to meet the changing needs of the population and continue to deliver excellence in services.
As part of its T18 Transformation agenda, SHWD undertook a “proof of concept “ review to identify a delivery model that provides the most suitable way forward, building on existing work to develop the workforce, embed a performance management culture and takes advantage of technology advances throughout all Authority services.
As a result of the T18 Transformation agenda SHWD is seeking to achieve:
— Significant cost reductions;
— Service improvement whilst maintaining a personalised approach;
— Support to the local community and encouraging localism where ever possible;
— Drive to digital by default and consideration of new technologies (to SHWD);
— System rationalisation and process redesign to support new service delivery models;
— Support agile and flexible working.
To achieve this, the Authority is seeking a new technological solution, the key components of which are:
— Web content;
— Customer Portal and Customer Contact Management;
— Electronic Document Management;
— Workflow;
— Telephony;
— Mobile solutions;
— Diary management;
— Payments.
in such a way that information seamlessly links to the back office.
As a result of this procurement SHWD is seeking a professional, enterprise-based ICT solutions provider. The Applicant must be able to offer a skilled, knowledgeable and conscientious workforce that has the experience to deliver the entire scope of the Authority’s requirement. It is expected that Applicants will have the in-house skills and resources to deliver a majority of the development of the solution itself with minimal use of sub-contractors to allow for effective collaboration between the Authority and the Applicant regarding development of the solution and on-going contract management.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 72000000, 48217000, 48300000, 48311000, 48311100, 48312000, 48329000, 48333000, 48400000, 48517000, 48783000, 48780000, 72261000, 72262000, 72263000, 72265000, 72266000, 72267000, 72267100, 72267200, 72268000, 72222300, 72224000, 72224100, 72227000, 72260000, 72250000, 72253000, 72253100, 72253200

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 Contract shall be utilised by South Hams District Council and West Devon Borough Council to its fullest extent with the possibility that additional partner authorities will join the arrangements over the life of the Contract. This is due to the fact that the Authorities have received a large amount of interest from a number of other contracting authorities from its neighbouring and other regions in relation to the transformation change project that this procurement aims to support. It may be that those other contracting authorities may also wish to adopt the new model of working at a point in the future along with the accompanying technology, captured within this procurement. Those such authorities may include current and replacement contracting authorities within the Cornwall, Devon and Somerset regions of the United Kingdom (UK) and as such this procurement shall be open to those contracting authorities.
Estimated value excluding VAT:
Range: between 1 000 000 and 6 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract term shall be 5 years from the date of Contract award with the possibility of extension of two additional periods of 12 months (5+1+1 years).
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in days: 24 (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 deed of guarantee/parent company guarantee will be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As per the contract conditions contained within the procurement documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

N/A.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As per the contract conditions contained within the procurement documentation.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or 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 compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(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 with 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 with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Any applicant may be disqualified who does not respond in the requisite manner by completing the tender document as detailed and attached within Authority’s e-Tendering system. Candidates are referred to Regulation 24 of the Public Contracts Regulations (2006).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Any applicant may be disqualified who does not respond in the requisite manner by completing the tender document as detailed and attached within Authority’s e-Tendering system. Candidates are referred to Regulation 24 of the Public Contracts Regulations (2006).
Minimum level(s) of standards possibly required: Minimum level(s) of standards required are detailed within the procurement documentation as detailed and attached within the Authority’s e-Tendering system.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
Information and formalities necessary for evaluating if requirements are met:
Any applicant may be disqualified who does not respond in the requisite manner by completing the tender document as detailed and attached within Authority’s e-Tendering system. Candidates are referred to Regulation 24 of the Public Contracts Regulations (2006).
Minimum level(s) of standards possibly required:
Minimum level(s) of standards required are detailed within the procurement documentation as detailed and attached within the Authority’s e-Tendering system.
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

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 below

1. Quality to include performance, project management, implementation, mobilisation and exit, horizontal policies and demonstration. Weighting 70

2. Pricing. Weighting 30

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:

T013SHWD
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: 28.2.2014 – 11:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.2.2014 – 11:00
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: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 28.2.2014 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Tenders will be verified electronically by a member of the Democratic Services team of South Hams District Council in association with an Elected Member in accordance with the Authority’s Contract Procedure Rules.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:
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

Suppliers interested in this opportunity should express their interest by clicking on the ‘login and register interest’ button associated with this particular procurement opportunity, which can be found on the Authority’s electronic tendering system: Supplying the South West.
Expressions of interest sent to the Authority in any other format shall not be accepted.
New users to the system must register first to obtain a user name and password before returning to this opportunity. Please refer to the suppliers guide ‘Visiting Site for the First Time’ by clicking the ‘Help’ button.
Once suppliers have expressed their interest they can access the procurement documentation from ‘My Opportunities’ on the home page.
Tender documentation will not be dispatched to a potential applicant’s email addresses and emailed expressions of interest will not be accepted.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

South Hams District Council
Follaton House Plymouth Road
TQ9 5NE Totnes
UNITED KINGDOM

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

South Hams District Council
Follaton House Plymouth Road
TQ9 5NE Totnes
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

8.1.2014