Supply Electoral Management System

Supply Electoral Management System

Electoral Management System for Manchester, Salford, Stockport, Rochdale and Blackburn.

UK-Manchester: Miscellaneous software package and computer systems

2013/S 084-142138

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Manchester City Council
Corporate Procurement Service, Room 407, Town Hall
For the attention of: Chris Johnson
M60 2JR Manchester
UNITED KINGDOM
Telephone: +44 1612343085
E-mail: c.johnson1@manchester.gov.uk
Fax: +44 1612740013

Internet address(es):

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

Further information can be obtained from: Manchester City Council
The Council is using the e-business portal known as THE CHEST. Once registered, instructions and details for accessing /returning documents can be found on this website. www.the-chest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Manchester City Council
The Council is using the e-business portal known as THE CHEST. Once registered, instructions and details for accessing /returning documents can be found on this website. www.the-chest.org.uk

Tenders or requests to participate must be sent to: Manchester City Council
The Council is using the e-business portal known as THE CHEST. Once registered, instructions and details for accessing /returning documents can be found on this website. www.the-chest.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:

Electoral Management System for Manchester, Salford, Stockport, Rochdale and Blackburn
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Manchester, Salford, Stockport, Rochdale and Blackburn
NUTS code UKD3

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)

Manchester City Council (“the Council”) is inviting responses for a collaborative contract for the supply, installation and maintenance of electoral management software. The contract will initially be for the use of Manchester City Council, Salford City Council, Stockport Metropolitan Borough Council, Rochdale Metropolitan Borough Council and Blackburn with Darwen Borough Council.
With the exception of Rochdale MBC who use the Halarose system, all the Councils involved in this tender currently use the IDOX/Strand suite of software to manage the electoral register and elections activities in each of the local authorities. Due to the recent changes in legislation and the imminent implementation of individual electoral registration (IER) it is necessary to test the market for alternative solutions; ensuring that best value and maximisation of functionality, aligned to the requirements of IER, is achieved.
The contract is for the provision of an electoral registration and elections management system capable of managing all aspects of elections and the electoral registration processes in accordance with current and future legislation.
II.1.6)Common procurement vocabulary (CPV)

48900000, 48000000, 48781000

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:

Estimated value excluding VAT: 250 000 GBP
II.2.2)Information about options

Options: no
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:

Performance bond and/or parent company guarantee may be 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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the invitation to tender documents.
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: Information and formalities necessary for evaluating if requirements are met:
As specified in the invitation to tender documents
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
As specified in the invitation to tender documents
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
As specified in 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

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:

TC740
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

6.6.2013 – 19:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

26.4.2013
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

Date: 6.6.2013 – 19:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information

The Council is using the e-business portal known as THE CHEST (www.the-chest.org.uk ) to conduct the procurement exercise. To gain access to the invitation to tender documents tenderers will need to register their details at the following link https://www.thechest.nwce.gov.uk/procontract/supplier.nsf/frm_home?openForm.

Once registered, tenderers will be emailed a log-in and password which will allow them to gain access to the invitation to tender documents.
Tenderers will need to electronically submit their completed tenders and accompanying documentation via the CHEST on-line portal by 19.00 hours on the 06.06.2013, as referred to in IV.3.4. Any clarification queries will also need to be submitted via THE CHEST website.
The contract will be for 3 years with an option to extend for up to an additional 2 years.
The Council reserves the right not to award a contract as a result of the procurement process initiated by this notice and will not be liable for any costs incurred by candidates.
The Council welcomes applications from small or medium enterprises
Please note that although quantities and descriptions in the tender are those used and required by Manchester, Salford, Stockport, Rochdale and Blackburn councils
this tender is open to and may be used by other Authorities and Manchester Partners – this includes the following Councils, Bolton, Stockport, Tameside, Oldham, Trafford, Rochdale, Bury, Salford, Wigan, Blackburn Darwen BC, Blackpool, Cheshire East, Warrington, Manchester Central Convention Complex, Commission for New Economy, Transport for Greater Manchester (TfGM),Greater Manchester Transport Unit, Greater Manchester Combined Authority and the Integrated Transport Authority, Greater Manchester Police, Greater Manchester Fire Authority, Manchester International Airport, and any other public authority, National Health Service (NHS) organisation or companies / partners owned by or part of any contracting body.

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: Precise information on deadline(s) for lodging appeals: The Council 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. Applicants have two
working days from notification of the award decision to request additional
debriefing and that information has to be provided a minimum of 3 working days
before expiry of the standstill period.If an appeal regarding the award of a
contract has not been successful resolved the Public Contracts Regulations 2006
(SI 2006 No 5) 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 must be brought promptly
(generally within 3 months). 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 only 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:26.4.2013