Supply and maintenance of a case management system for Adult Social Care Services

Supply and maintenance of a case management system for Adult Social Care Services

The Borough of Poole is seeking expressions of interest from suppliers for the supply, implementation, and ongoing support and maintenance of a Case Management System for Adult Social Care.

United Kingdom-Poole: Industry specific software package

2014/S 047-078378

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Borough of Poole
Civic Centre
For the attention of: Ms Karen Long
BH15 2RU Poole
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: www.boroughofpoole.com

Address of the buyer profile: www.supplyingthesouthwest.org.uk

Further information can be obtained from: Borough of Poole
Internet address: www.supplyingthesouthwest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Borough of Poole
Internet address: www.supplyingthesouthwest.org.uk

Tenders or requests to participate must be sent to: Borough of Poole
Internet address: www.supplyingthesouthwest.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:

Supply and maintenance of a case management system for Adult Social Care Services.
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: Dorset, UK.
NUTS code UKK21

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 4 700 000 GBP

II.1.5)Short description of the contract or purchase(s)

The Borough of Poole is seeking expressions of interest from suppliers for the supply, implementation, and ongoing support and maintenance of a Case Management System (CMS) for Adult Social Care.
The new Case Management System (CMS) will replace the Borough’s existing CMS and will meet the defined business functional and non-functional requirements, including but not limited to:
— Record Management Recording: stakeholder records (individuals, organisations, providers), and social care services
— Care Provision Recording: referral, assessment and support planning, financial assessment, service provision, and outcome management
— Case Management Recording: events, tasks, client service packages, and outcomes
— Screen Dashboard/Views: Client, Carer, Worker, Provider, Partner and Equipment
— Third Party Portals: Client, Provider, Partner
— Event Management: manage and schedule events, Chronology timeline, Calendar
— Mobile Working: Out of office online/offline access to the CMS
— Ongoing Regulatory compliance: Zero Based Review, Care Bill, and other relevant regulations
— Reporting: delivery of statutory returns, standard, ad hoc, user definable
— Finance Management: cost centre management, supplier invoice management, client finance management (direct payments, client billing, deferred payments, Appointeeships and Deputyships)
— Supplier Management: Contract management, service management and improvement, service packages
— Provision of integration services using industry standards with the Borough’s existing business application architecture (including Billing & Debtors, Payments, GIS, Procurement System, Electronic Document Management System) and local/national NHS systems
— Ability to configure and adapt software locally to meet evolving business need
The Borough requires the supplier to provide suitably qualified data experts to work alongside the project team, assisting with delivery of the Data Migration workstream, to the satisfaction of the Programme Manager.
In addition, the supplier will be required to provide suitably qualified expertise to assist the project team with system design and configuration, system and integration testing, user testing, staff training, and system implementation.
Following implementation, the supplier will be required to provide ongoing service and support management that complies with ITIL (IT Infrastructure Library) Service Management standards, which will support the new CMS for the anticipated contract term.
II.1.6)Common procurement vocabulary (CPV)

48100000, 48000000

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 Borough of Poole, Dorset County Council, and The Council of the Borough of Bournemouth have joined with the NHS and formed the Better Together: Dorset-area Partnership in order to find new and innovative ways to deliver health and social care services.
The Partnership is committed to transforming health and social care services across Dorset in order to ‘enable and deliver a sustainable improvement in health and care outcomes through: Person-centred, outcome-focussed, preventative, co-ordinated care.’ A key component of The Partnership’s overall vision is of a new operating model and revised and integrated business processes between local authority fieldwork teams, supported by a shared ICT system.
In order to facilitate the Partnership’s aspiration of a single shared ICT system for Poole, Bournemouth and Dorset, the procurement process will result in the creation of a Framework Agreement.
The Framework Agreement will provide an opportunity for Dorset County Council and Bournemouth Borough Council to consider purchasing a similar system to the Borough of Poole when it is appropriate for them to do so.
The Framework Agreement will have one supplier, with immediate call-off by the Borough of Poole. There is no commitment from either Dorset County Council or Bournemouth Borough Council to procure an Adult CMS using the Framework Agreement – they may or may not (entirely at their individual discretion) utilise the Framework Agreement at a future unspecified date during its term.
The system will be required by the Borough of Poole for a minimum term of 5 years with annual reviews thereafter. The contract may be extended annually up to 10 years but may be limited or extended beyond 10 years dependent on the performance of the supplier and the requirements of the Borough.
The estimated value for each Local Authority over a contract term of 10 years is estimated to be in the range:
Borough of Poole — 1 m GBP to 1.2 m GBP
Bournemouth Borough Council — 0 GBP to 1.6 m GBP
Dorset County Council — 0 GBP to 1.9 m 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: 132 (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 Invitation to Tender (ITT).
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See ITT.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and severally liable.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See ITT.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
See Pre-Qualification Questionnaire (PQQ) and ITT.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
See PQQ and ITT.
Minimum level(s) of standards possibly required: See PQQ and ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
Information and formalities necessary for evaluating if requirements are met:
See PQQ and ITT.
Minimum level(s) of standards possibly required:
1. You have supplied, implemented, and currently provide an ongoing support and maintenance service for an Adult Social Care Case Management System (CMS). The CMS will have a minimum of 100 concurrent users and at least 6 000 active annual client/carer records.
2. You must be able to provide a full support service from Monday to Friday between 08:00 to 18:00 hours as a minimum, excluding bank holidays.
3. You have a published development strategy and roadmap for both the solution and supported infrastructure for the next 3 years as a minimum.
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

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: See PQQ
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

3.4.2014 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: A representative from Legal and Democratic Services.

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

In order to participate in this procurement you need to be registered on the South West Procurement Portal at www.supplyingthesouthwest.org.uk

Please do not make any direct contact with the Responsible Officer(s) and all comments questions or the raising of any issue relating to this procurement must be conducted through the electronic tendering system (ProContract). Any attempt to make contact otherwise than through the ProContract portal will be rejected. This notice does not affect your statutory rights for challenge.

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:4.3.2014