Tender for East Midlands Shared e-Procurement Portal

Tender for East Midlands Shared e-Procurement Portal

The successfully appointed sole Contractor will be able to provide an off the shelf hosted eProcurement solution.

UK-Leicester: software package and information systems

2012/S 179-294679

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Eastern Shires Purchasing Organisation (see www.espo.org) and on behalf of a Group of East Midlands Partner Authorities
Barnsdale Way, Grove Park, Enderby
For the attention of: tenders@espo.org
LE19 1ES Leicester
UNITED KINGDOM
Telephone: +44 1162657926
E-mail: tenders@espo.org
Fax: +44 1162944399

Internet address(es):

Address of the buyer profile: www.espo.org

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

Other: Local Authority Services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Organisations stated in Section II.1.5
further information contact ESPO, Barnsdale Way, Grove Park
LE19 1ES Leicester
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

East Midlands Shared e-Procurement Portal – 3090.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Lease
NUTS code UKF

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)

Software package and information systems. The successfully appointed sole Contractor will be able to provide an off the shelf hosted eProcurement solution which includes the following elements:
— eVendor Management – Supplier registration database, which allows the supplier to maintain their own profile, and update standard requirements such as insurance, qualifications, british standards.
— eTendering- End to end procurement management solution that allows for secure, fully compliant and best practice tendering,
— eEvaluation- An integrated tender evaluation module to assist in the management and monitoring of the evaluation of the procurement process. The module will allow for online scoring of tender responses,
— eAuction – An integrated auction module that allows suppliers to place bids for a contract,
— eContract Management – Provision of a database showing visibility of suppliers, contracts and renewal dates to establish, review and update contract management performance data.
In addition to ESPO, there are six Authorities that are committed to procure a shared portal for themselves: Derby City, Derbyshire County, Leicester City, Leicestershire County, Nottingham City and Nottinghamshire County, Councils. These Councils may also seek to gain greater efficiencies of their arrangement with the Contractor in the future by the involvement of their associated district councils – full details of which are included within the Invitation to Tender.
II.1.6)Common procurement vocabulary (CPV)

48000000

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:

The range of values shown below, takes account of the range of service options required by the committed Partner Authorities, in addition to the potential associated authorities. The contract, which is targeted to commence 1.2.2013, will be for an initial firm period of 5 years with an option to extend for up to a further five years.
Estimated value excluding VAT:
Range: between 250 000 and 750 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will have the option to extend for up to a further 5 years. The total estimated value stated in Section II.2.1 does not include the option period.
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:
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:

Joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Supplier agrees that there shall be no discrimination by it against any person with respect to opportunity for employment or conditions of employment, because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex or sexual orientation. The Supplier shall in all matters arising in the performance of the Agreement comply with the provisions of the Employment Equality (Age) Regulations 2006. The Supplier must comply with the provisions of the Race Relations (Amendment) Act 2000, the Equality Act 2006 and the Equality Act 2010 and the Human Rights Act 1998 and shall ensure that they perform their responsibilities under this Agreement with due regard to the need to eliminate unlawful racial discrimination, and to promote equality of opportunity and good relationships between different racial groups.
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: As detailed in the Invitation to Tender.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As detailed in the Invitation to Tender.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
Minimum level(s) of standards possibly required:
As detailed 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

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:

3090
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 83-136071 of 28.4.2012

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: 12.10.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

19.10.2012 – 17:00
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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012913-PRO-4235805.
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: ESPO, on behalf of the East Midlands Partner Authorities, will incorporate a minimum 10 calendar days standstill period at the point information on the decision to award the contract is communicated to tenderers. This decision notice will incorporate the award criteria, the reasons for the decision, the reasons (if any) why a tenderer did not meet any technical specification, the identity of the successful tenderer(s) and a precise statement of when the standstill period is expected to end. Any appeal or challenge against the award decision must be communicated to the address stated in section I.1 within the standstill period. If an appeal or challenge regarding the decision to award the contract has not been successfully resolved the Public Contracts Regulations 2006 (as amended) provide for aggrieved parties who have suffered harm or are at risk of harm by a breach of the procurement rules to take action in the High Court (England Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months) (NB this time limit may be reduced to 30 days in circumstances where the contract award has been publicised to all participants in accordance with the Regulations). Where a legal challenge is launched against the award decision ESPO is obliged to suspend the making of the contract. Where a challenge is made after the contract has been entered into then that contract could be declared ineffective and/or shortened and/or a fine imposed by the court, but only where the court are satisfied that there has been a serious breach of the procurement rules.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:13.9.2012