Supply Fleet Management System to NHS Wales

Supply Fleet Management System to NHS Wales

This contract is for the provision of a fleet management software system.

United Kingdom-St Asaph: Software package and information systems

2015/S 218-397447

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

NHS Wales Procurement Services
Alder House, Alder Court, St Asaph Business Park, Denbighshire
For the attention of: Ian Emptage
LL17 0JL St Asaph
Telephone: +44 1745448401
Fax: +44 1745584126

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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


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:

Fleet Management System.

II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Across Wales, UK.


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)

Fleet Management System.
This contract is for the provision of a fleet management software system, the details of the requirement are described in the Specification document which is attached to the ITT.

Further details are set out in the Information for Bidders Document which is attached to the Invitation To Tender (ITT) located

The contract will be for 5 years.
Note: the authority is using etenderWales to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access etenderWales, express your interest in this notice and access the tender documentation please visit and search for ITT code itt_51076 within the appropriate area.

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at

II.1.6)Common procurement vocabulary (CPV)

48000000, 72222200, 30196000, 48332000, 50111110, 50111100, 50111000

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:

The contract will be for a period of 5 years.

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As set out in the ITT documents the Contracting Authority reserves the right to request a parent company and/or other guarantees of financial liability.
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:

None specified, save that in the case of a partnership or consortium or other group of more than 1 legal entity bidding together, the contract will be with either:
(1) all bidders on the basis of joint and several liability or
(2) with 1 or more of the parties acting as ‘prime contractor’ (and where more than 1, on a joint and several liability basis).
Where the contract is with a special purpose company with separate legal personality established for the project, the Contracting Authority will require sufficient guarantees to be given by participants in that company or their parents.

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: The Invitation to Tender (ITT)which is available as set out below, will provide the details required. Any economic operator may be excluded from participation if it fulfils any of the criteria listed in Regulation 23 of the Public Contracts Regulations 2015 (as amended) / Article 45 EU Directive 2004/18/EC. A supplier may be disqualified who does not respond to the following in the requisite manner: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once).

— Browse to the eSourcing Portal: and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender.
— Login to the portal with the username/password;
— Click the ‘PQQs / ITTs Open to All Suppliers’ link (these are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ / ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ / ITT into your ‘My PQQs / My ITTs’ page (this is a secure area reserved for your projects only). You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ / ITT Details’ box.
3. Responding to the PQQ / ITT.
— Click ‘My Response’ under ‘PQQ / ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ / ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
As set out in the Invitation to Tender Documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
As set out in the Invitation to Tender.
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

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:

IV.3.2)Previous publication(s) concerning the same contract
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

7.12.2015 – 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

Duration in months: 3 (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

Instructions to suppliers.
The deadline for submission of the completed Invitation to Tender (‘ITT’) is 12:00, 7.12.2015. The Contracting Authority will not accept requests for or to submit ‘ITTs’ after this date.
Bidders who access the ‘ITT’ will be provided with the specification and all associated tender documents.

To access the ITT suppliers must register with:

The etenderWales Reference Number is: itt_51076.
All tender costs and liabilities incurred by bidders shall be the sole responsibility of bidders.
The Contracting Authority reserves the right to award the contract in whole or in part or annul the tendering process and not award any contract.
All documents to be priced in sterling and all payments to be made in sterling.
Tender Reference Number: T.0546.
(WA Ref: 36220).

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: