Tender for Hosted Customer Portal

Tender for Hosted Customer Portal

Cheshire East Council is seeking to procure a hosted customer portal for customers to view their Council Tax, Business Rates, Landlord or Benefit accounts online.

UK-Sandbach: Networking, Internet and intranet software development services

2013/S 104-178698

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cheshire East Borough Council
Procurement, Westfields, Middlewich Road
For the attention of: Louise Fenn
CW11 1HZ Sandbach
UNITED KINGDOM
Telephone: +44 1270686454
E-mail: louise.fenn@cheshireeast.gov.uk

Internet address(es):

General address of the contracting authority: www.cheshireeast.gov.uk

Further information can be obtained from: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk. Refer also to details in section VI.3 Additional Information

Tenders or requests to participate must be sent to: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk. Refer also to details in section VI.3 Additional Information

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: no

Section II: Object of the contract

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

Contract for the provision of electronic billing, access to council tax, business rates, benefit and landlord accounts.
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: Cheshire East region.
NUTS code UKD2

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)

Cheshire East Council is seeking to procure a hosted customer portal for customers to view their Council Tax, Business Rates, Landlord or Benefit accounts online. In addition, customers need to receive email notification of bills or letters that have been produced by the Council. Note – the participation and process for this tender will be via the electronic tendering portal located at www.the-chest.org.uk

II.1.6)Common procurement vocabulary (CPV)

72212200, 72200000

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

Cheshire East requires a ‘hosted’ internet-based portal system which will obtain the required data from Revenues & Benefits’ system and convert this into electronic bills, letters or statements. Cheshire East customers or Citizen’s need to view their Council Tax, Business Rates, Landlord or Benefit accounts securely online. This contract replaces an existing system which has approximately 17,500 Council Tax and around 1,000 Business Rates customers and over 250 Landlord accounts. The initial period is 1.9.2013 to 31.8.2016 (with 3 x 12 month options to extend). The options will be exercised at the discretion of the Council. Estimated contract value is 180 000 GBP – 240 000 GBP for the full 6 years.
Estimated value excluding VAT:
Range: between 180 000 and 240 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: 3 x 12 month options to extend are available – therefore options maybe taken up for the period 1.9.2016 to 31.8.2017 and 1.9.2017 to 31.8.2018 and 1.9.2018 to 31.8.2019.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: 3 references Local Authority are required, at least one of which should have in excess of 125,000 Council Tax accounts and in excess of 20,000 benefit claimants and all should be for services of a similar type provided in the last two years. Ability to meet the specification requirements. Have or be working towards the ISO 9002 operational standard or equivalent and can meet legislative ebilling requirements and annual billing deadlines. Be able to provide a forum for sharing ideas, networking and innovation
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 judgment 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.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
Information and formalities necessary for evaluating if requirements are met: Current insurance certificates or confirmation that these will be obtained prior to contract commencement.
Minimum level(s) of standards possibly required: Minimum insurance requirements:
i. 5 million GBP Public Liability Insurance is required in respect of each and every claim.
ii. 5 million GBP Products Liability Insurance is respected in each and every claim.
iii. 10 million GBP Employers Liability Insurance is required in respect of each and every claim (*this would not be required if sole trader or business that only employs members of the family).
iv. 2 million GBP Professional Indemnity Insurance is required in respect of each and every claim.
v. 5 million GBP Fidelity Guarantee insurance is required in respect of each and every claim.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given:
– where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority,
– where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
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

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:

NWCE-985THV
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: 8.7.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

8.7.2013 – 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

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

in days: 40 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 8.7.2013 – 12:00

Section VI: Complementary information

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

This procurement exercise will be conducted on Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk. Organisations wishing to be considered for this contract must register their expression of interest, receive and provide additional procurement-specific information (if required) through the Contract and Tender Management System (the Chest). It is the organisations responsibility to satisfy themselves that they have provided all of the required information. If you have any technical problems with The Contract and Management System please contact the helpdesk on: Email: nwsupport@due-north.com Telephone: +44 8452930459. If and when this requirement is offered to tender, this may be done in whole or in part via electronic means using the Contract and Tender Management System at www.the-chest.org.uk

If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately email the nature of the difficulty to procurement@cheshireeast.gov.uk

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

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point that an award decision notice is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender; and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). The Court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

29.5.2013