Supply Electronic Drawing and Document Management System

Supply Electronic Drawing and Document Management System

Provision of a Managed Service of an Electronic Drawing and Document Management System for the Welsh Government.UK-Cardiff: System maintenance services

2013/S 119-203694

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The Welsh Ministers
Welsh Government- Transport, EST – Transport, Welsh Government, Cathays Park
For the attention of: RCV Osborne
CF10 3NQ Cardiff

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: See section V1.3
Internet address: http://

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: See section V1.3
Internet address: http://

Tenders or requests to participate must be sent to: See section v1.3
Internet address: http://

I.2)Type of the contracting authority

I.3)Main activity

General public services
Public order and safety
Economic and financial affairs
Housing and community amenities
Social protection
Recreation, culture and religion
Other: Transport
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:

Electronic Drawing and Document management 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

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)

Provision of a Managed Service of an Electronic Drawing and Document Management System
The Welsh Government, on behalf of the Welsh Ministers, will be conducting this procurement exercise through the etenderwales portal Tender documents and other information must be downloaded from and returned through this portal. If you require any further assistance the BravoSolution helpdesk is available on:

Email: Phone: +44 8003684850 / Fax: +44 2070600480

Full information in accessing the portal is found in Section VI.3.
Community Benefits do not apply to this contract

II.1.6)Common procurement vocabulary (CPV)

50324100, 72211000, 72250000, 72512000, 72514200, 72514300, 30200000

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:
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: 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:

The awarding authority reserves the right to request parent company and/or other guarantees of performance and financial liability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms will be indicated in the contract documents. Tenders to be priced in Sterling. Payment to be made in Sterling only.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a Group of Contractors submitting an acceptable offer, it will be necessary for each member of the Group to sign an undertaking that each company of firm in the group will be jointly and severally responsible for the performance of the contract.
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: See section V1.3
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details to be provided will be listed in the invitation to tender documents
Minimum level(s) of standards possibly required: Details to be provided will be listed in the invitation to tender documents
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details to be provided will be listed in the invitation to tender documents
Minimum level(s) of standards possibly required:
Details to be provided will be listed 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

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 20
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

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

29.7.2013 – 14:00
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

Other: English and Welsh
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

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

The Authority reserves the right to consider variant bids.
The Authority reserves the right to split the requirement into lots.
If you require documentation in an alternative format, please contact the named contact point in this document who will be able to provide a more suitable format. For example, Braille, large print, Word document or audio format.
You may find it helpful to contact your regional business advisory network to seek general advice and guidance if you are considering tendering for this and future public sector contracts. Potential bidders in Wales can access services at

This contract will be available for use by other Welsh Government Sponsored Bodies (listed below) with prior written approval of the Authority:
Arts Council of Wales, Care Council for Wales, Countryside Council for Wales, Environment Agency Wales, Higher Education Funding Council for Wales, Local Government Boundary Commission, National Library Wales, National Museum Wales, Royal Commission for Ancient and Historical Monuments of Wales, Sports Council for Wales, Wales Centre for Health, Welsh Language Board.
The Client is not obligated to commission any work under this arrangement.

– The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
– Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
– The User who performs the Registration becomes the Super User for the Organisation.
– On registering on the Platform the Super User will select a Username and will receive a password.
– The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.
– In order to log-in to the Platform please enter your Username and Password.
– Note: If you forget your Password then visit the homepage and click “Forgot your password?”
– Registration should only be performed once for each Organisation.
– If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
– Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
– Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
– Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
– Tenders must be uploaded to the BravoSolution portal by 2pm
– Once logged in you must click on ‘ITT’s Open to all Suppliers’
– The etender references for this contract are: Project_25866 and ITT_39446
– Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
– You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.
– Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly – Please do not contact the named person at the top of this notice.
Buy4Wales Reference Number: 35484

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

Requirement: Document Management System