Supply of Surrey Travel and Transport User System

Supply of Surrey Travel and Transport User System

Surrey County Council currently uses a software programme to manage trip bookings and schedules, finances and contracts, but it has been determined that a more comprehensive system is needed to manage the growing demands on the service together with its expanding role, hence the purpose of this procurement.

UK-Kingston upon Thames: software package and information systems

2012/S 190-312486

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey County Council
Penrhyn Road
Contact point(s): For Information regarding Documents for this Tender please see Section VI.3) additional information
For the attention of: Andrew Clarke
KT1 2TW Kingston upon Thames
UNITED KINGDOM
Telephone: +44 2085417144
E-mail: andrew.clarke@surreycc.gov.uk

Internet address(es):

General address of the contracting authority: http://www.surreycc.gov.uk/

Address of the buyer profile: or for Information on how to express an interest, please see Section VI.3) ADDITIONAL INFORMATION
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

Regional or local authority
I.3)Main activity

General public services
Environment
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

The Supply of Surrey Travel and Transport User System (STATUS).
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: County of Surrey and Surrey County Council office buildings.
NUTS code UKJ23

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 500 000 GBP

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

Surrey County Council’s Transport Coordination Centre (TCC) provides a centralised facility for the County Council’s transport requirements. The TCC handles the majority of SCC taxi bookings and organises transport for Mainstream and Special Education Needs home to school transport, some ad hoc social care transport, transport for unaccompanied children, emergency transport bookings and other miscellaneous transport services. It also regulates operator CRB checks, the TCC’s Authorised Identification Scheme and operator permits and licenses. The TCC is facing increasing demand for transport and is looking to expand its brokerage service for non-emergency patient transport and community transport.
The TCC does not operate its own fleet of vehicles, relying instead on external contractors ranging from taxi firms to commercial bus companies. It currently uses a software programme to manage trip bookings and schedules, finances and contracts, but it has been determined that a more comprehensive system is needed to manage the growing demands on the service together with its expanding role, hence the purpose of this procurement.
The Surrey Travel and Transport User System (STATUS) must be capable of arranging home to school transport for more than 11 000 pupils and transport to day centres and other facilities for more than 1 000 vulnerable adults. A multi-user system is required that can handle hundreds of trip requests per day, and manage the information through the whole trip life-cycle from booking through scheduling, contract management, delivery, monitoring, reporting and invoice processing. STATUS will also help the TCC achieve its goal of delivering transport efficiently and cost-effectively.
A detailed requirements specification will be issued in the form of a tender to suppliers’ short-listed following evaluation of responses to the Pre-Qualification Questionnaire.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72212332, 48517000, 48810000, 48813000, 60100000, 48800000, 48330000, 72212100, 72268000, 71311200, 48900000, 48332000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

An initial contract period of five years, extendable, at the council’s discreation. by a further one year.
Estimated value excluding VAT: 500 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 72 (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 contracting authority reserves the right to request a collateral warranty, deposits, guarantees or other forms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further detail on the relevant aspects of the financing and payment approach will be provided in the Invitation to Tender documents to be issued to prequalified bidders.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Any such requirements will be included in the invitation to tender.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The supplier may be required to actively participate in the achievement of social and/or environmental objectives including those relating to recruitment, training and supply chain initiatives. Accordingly contract performance conditions may relate in particular to such social and/or environmental considerations. Further details of these conditions will be set out in the contract documents where relevant.
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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire.
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

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 minimum number 3
Objective criteria for choosing the limited number of candidates: In accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
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: yes
Additional information about electronic auction: Surrey County Council reserves the right to use an electronic auction option during the procurement process.
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

Time limit for receipt of requests for documents or for accessing documents: 29.10.2012 – 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate

29.10.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.9.2012
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 tenders

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 Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Suppliers Instructions How to Express Interest in this tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to https://surrey.bravosolution.co.uk 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 in the “Actions” box on the left-hand side 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 the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – 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 & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Surrey County Council
Penrhyn Road
KT1 2TW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144
Internet address: http://surreycc.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 of the Public Contracts Regulations 2006 (as amended) the contracting authorities will incorporate a minimum 10 calendar day standstill period at the point information on the framework agreement award decision is communicated to tenderers. Part 9 of the Public Contracts Regulations 2006 (as amended) provides for economic operators who have been harmed or are at risk of harm by breach of the Regulations to take legal action. Any such action must be brought within the applicable limitation period. The purpose of the standstill period referred to above is to allow an economic operator to apply to the Court to set aside the award decision before the agreement is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Surrey County Council
Penrhyn Road
KT1 2TW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144

VI.5)Date of dispatch of this notice:28.9.2012