Supply Case Management System

Supply Case Management System

Provision of a Case Management system which meets the requirements of Hackneys Adult Social Care. This will comprise: -Adult Social Care Case Recording; Adult Social Care Financial Process Recording;
-Adult Social Care Contract and Commissioning Process Recording; Mobile Solution for recording the above.

UK-London: Software package and information systems

2013/S 096-164059

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hackney
HackneyTown Hall, Mare Street
E8 1EA London
Telephone: +44 2083563448

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: London Borough of Hackney
Maurice Bishop House, Reading Lane
For the attention of: Danny Ivie
E8 1HH London
Telephone: +44 2083563665
Internet address:

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: London Borough of Hackney
Procurement Centre, Keltan House (Bocking Street entrance) 89 – 115 Mare Street
E8 4RU London
Internet address:

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: no

Section II: Object of the contract

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

Adult Social Care IT System.
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 UKI12

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)

The London Borough of Hackney is seeking to procure an Adults Social Care IT System (ASC-IT) which should include:
– Provision of a Case Management system which meets the requirements of Hackneys Adult Social Care. This will comprise:
-Adult Social Care Case Recording;
-Adult Social Care Financial Process Recording;
-Adult Social Care Contract and Commissioning Process Recording;
-Mobile Solution for recording the above.
-Provision of software licences for up to 150 concurrent users of the ASC-IT system.
-Provision of technical, training and support services to implement the ASC-IT system.
-Provision of a support and maintenance service which will support the ASC-IT system for up to 5 years.
-Provision of integration services with the Councils business application architecture (Master Data, EDRM, CRM, Information Portal).
-Provision of data migration services, to work with the Hackney Master Data team in migrating the data from the existing system to the new ASC-IT system.
The Council will also be looking for suppliers to provide details of the following optional services:
-An option to purchase the system via a services contract, where the hardware and software is hosted by the supplier.
The Councils preference is for a single service delivery organisation/consortium for the provision of these services that offers the Council significant service and cost advantages.
The organisations/consortium appointed within this contract will be required to meet an agreed level of service outlined in the ITT specification and demonstrate they have the relevant knowledge and experience within their PQQ and ITT responses.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72266000, 72311100, 72261000

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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Council anticipates that this system and associated services will be delivered over the initial 5 year period.
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial term of five years with the option to extend for a further five periods of 12 months for each period.
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:

See specification in ITT, a performance bond and/or parent guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

It is anticipated that payment will be made against milestones identified in the project plan and agreed before implementation.
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

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: Applicants will be required to complete the Councils pre-qualification questionnaire (PQQ) available from download from the Councils website. Please see the link below:

Applicants will be asked to demonstrate as much of our required functionality (as specified within the ITT) as possible, on a system currently in operation and should consider this when responding to this tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See PQQ. Interested organisations/consortiums need to provide proof of their economic and financial capacity, which includes reports and audited accounts for the last three years, where the most recent balance sheet is no more than twelve months prior to the issue of this notice. Note – LBH will also be cross referencing assurances of your companys financial standing by applying for a credit reference through an established credit reference agency.
Minimum level(s) of standards possibly required: See PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See PQQ.
Minimum level(s) of standards possibly required:
See 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: yes

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

Envisaged minimum number 5: and maximum number 5
Objective criteria for choosing the limited number of candidates: Details of the objective criteria will be as documented in the PQQ.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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: yes
Additional information about electronic auction:
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

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

17.6.2013 – 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

Persons authorised to be present at the opening of tenders: no

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

The current system is standalone from other Council systems. The successful candidate will need to show how integration can be achieved between their product and:
1.Corporate Document Management. Hackney ASC department currently store the Adults Electronic Social Care Record on Civicas EDM & Workflow version 12.1. Hackney will be migrating these documents to the Opentext eDocs 6 (CU4) (referred to as CDM) within the next ten months. The Council will be looking to see integration between the successful solution and the Opentext product. Hackney is interested in interfaces available from the supplier, and any experience of integration with document management systems.
2. Hackney requires the successful supplier to integrate bi-directionally with the Citizens Index using the Local Authority ID as a key identifier.
3. Hackney requires the successful supplier to integrate with iCare which is Hackneys citizens information portal provided by Open Objects. This will allow citizens to self refer directly in to the suppliers system.
4. The successful supplier should demonstrate that their system uses and integrates with the Hackney LLPG and the National Land and Property Gazetter.
5. The successful supplier will be required to work with the Hackney development team to integrate their solution with the Hackney CRM (Microsoft Dynamics).
6. Other integration requirements will be detailed in the ITT.
The successful supplier should demonstrate how their system would work within single-sign-on using Windows Active Directory services.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

London Borough of Hackney

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be requested from the address in section 1.1 If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 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). Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:16.5.2013

Requirement: Supply Case Management System