Supply and implementation of an enterprise works management system

Supply and implementation of an enterprise works management system

The provision of the hardware specification, software solution and on-going support services to establish an enterprise works management system which is integrated with ACHA’s core business applications and virtual stores providers (TBC) for full e-trading.

UK-Lochgilphead: software package and information systems

2012/S 219-360932

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Argyll Community Housing Association Limited
Dalriada House, Lochnell Street
For the attention of: Mr Chris Shaw
PA31 8ST Lochgilphead
UNITED KINGDOM
Telephone: +44 7722067596
E-mail: chris.shaw@shawc.co.uk

Internet address(es):

General address of the contracting authority: http://www.acha.co.uk

Address of the buyer profile: http://www.shawc.co.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

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: no

Section II: Object of the contract

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

Supply and implementation of an enterprise works management 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
Main site or location of works, place of delivery or of performance: Dalriada House,
PA31 8ST Lochgilphead, UNITED KINGDOM.
NUTS code UKM63

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)

Introduction.
Argyll Community Housing Association (ACHA) is proposing to transfer from the parent all responsive repair services to a wholly owned trading subsidiary named Argyll Homes For All Limited (AHFA).
AHFA will involve approximately 40 trade’s staff across the area. It is intended that trades will be fully mobile with no physical base location; they will operate using PDA technology with appointments being sent to them electronically.
All materials will be held at virtual stores providers (TBC) via a supply arrangement and there is an intention to develop a paperless or straight through materials service from those suppliers.
Re ordering of stock that is used by the operatives will be integrated with the virtual stores providers who will replenish van stocks automatically and hold dedicated stock for us.
Trades staff will have vans equipped with GPS mobile tracking technology. Some cyclical maintenance works such as gas servicing is also being undertaken for all our homes, void work and some regular gutter cleaning etc.
A complement of 20 administration staff will manage the front and back office functions.
Scope.
The provision of the hardware specification, software solution and on-going support services to establish an enterprise works management system which is integrated with ACHA’s core business applications and virtual stores providers (TBC) for full e-trading.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72260000, 72500000, 72600000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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 scope of the requirements is detailed below:
The provision of the hardware specification, software solution, consultancy / implementation services, training and on-going support services to establish an enterprise works management system which includes the following components – contractor management, repairs management, scheduling, works project management, mobile working software, repair diagnostic tool for staff, E-Trading with virtual stores providers (TBC).
An integral component of the solution delivery is to ensure the supplied solution and the associated components are fully integrated (bi-directionally in some cases) with ACHA’s existing systems which include Capita Academy Housing, Deeplake SMS Messaging, Sun Accounts and Cascade HR & Payroll system.
Estimated value excluding VAT:
Range: between 150 000,00 and 450 000,00 GBP
II.2.2)Information about options

Options: no
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: 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:

Dependent on the suppliers status, a performance bond or guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

ACHA’s specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The costs of responding to the tender will be borne by the respondent and ACHA will not be liable for the suppliers costs.
ACHA are not bound to accept any or all of the suppliers response.
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 interested parties who register their interest in the tender will be sent a Pre-Qualification Questionnaire (PQQ) which needs to be completed in full and returned back no later than 10am on the 17.12.2012.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evaluated as part of the PQQ response.
Minimum level(s) of standards possibly required: As part of the PQQ response suppliers are asked for a Dunn & Bradstreet Check which has been performed within the last month. Suppliers assessed as having an “Average”, “Lower than average” or “Minimum” risk of business failure will pass this criterion.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluated as part of the PQQ response.
Minimum level(s) of standards possibly required:
Previous & demonstrable experience of providing the requested solution requirements and proven experience of integration to ACHA’s existing business systems – particularly Capita’s academy system, sun accounts and Deeplake.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: Using the pre-qualification questionnaire suppliers will be short listed based on the analysis performed in the financial, legal, and technical areas. Some questions contained within the PQQ may require a “Yes” or “No” response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered “No”, ACHA may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon there order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a consensus team score. Incomplete responses will reduce the suppliers chance of being short listed and in some cases will exclude the supplier.
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:
IV.3.2)Previous publication(s) concerning the same contract

no
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

17.12.2012 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.12.2012
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 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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Argyll Community Housing Association Limited
Dalriada House Lochnell Street
PA31 8ST Lochgilphead
UNITED KINGDOM

Body responsible for mediation procedures

Argyll Community Housing Association Limited
Dalriada House Lochnell Street
PA31 8ST Lochgilphead
UNITED KINGDOM

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

Argyll Community Housing Association Limited
Dalriada House Lochnell Street
PA31 8ST Lochgilphead
UNITED KINGDOM

VI.5)Date of dispatch of this notice:9.11.2012