Tender for IT Asset Management System

Tender for IT Asset Management System

We require a new IT system to support the planning and programming of Flood Risk asset maintenance.

United Kingdom-Bristol: IT services: consulting, software development, Internet and support

2013/S 150-261062

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Environment Agency
CIS Procurement, Horizon House, Deanery Road
For the attention of: Marina Barlow
BS1 5AH Bristol
UNITED KINGDOM
Telephone: +44 7920084532
E-mail: marina.barlow@environment-agency.gov.uk

Internet address(es):

General address of the contracting authority: www.environment-agency.gov.uk/

Further information can be obtained from: Web portal
Internet address: www.sell2ea.com

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Web portal
Internet address: www.sell2ea.com

Tenders or requests to participate must be sent to: Web portal
Internet address: www.sell2ea.com

I.2)Type of the contracting authority

National or federal agency/office
I.3)Main activity

Environment
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:

Creating Asset Management Capacity (CAMC).
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
NUTS code
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 2 000 000 and 9 000 000 GBP

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

We require a new IT system to support the planning and programming of Flood Risk asset maintenance.
We currently manage and maintain around 400,000 Flood Risk assets, which include walls, raised embankments, river banks and channels, pumping stations, flood storage areas, flood control gates and flood control structures.
The new solution will be expected to provide functionality to support the following processes:
— Determination of the optimum maintenance programme based on asset needs;
— Prioritisation and decision making to enable the programme to be tailored to fit with available funding;
— Planning, scheduling and allocation of maintenance work (however this is not expected to be a fully automated process);
— Production of job cards (work orders) and site packs, detailing work required and supporting information, and provide them electronically to internal staff and external contractors;
— Support the use of mobile devices for field staff. (Please note – the procurement of these devices is not in scope);
— Manage unplanned or emergency work, and allow for the asset maintenance programme to be adjusted to take account of this activity.
It will interface with (or use data from) our existing Asset Inventory and will be expected to provide geospatial capabilities, either out of the box or by making use of our existing geospatial tools based on ESRI ArcServer.
In order to speed the process of implementation, the solution is expected to comprise one or more existing solutions or commercially available (COTS) packages to deliver the requirements with minimal configuration.
The supplier will be required to deliver a system either as Software as a Service (SaaS) or an integrated solution where the supplier provides the services and all associated software that is hosted internally or externally for the length of the Framework Contract.
We welcome suppliers working collaboratively to deliver the above requirements, however in this model, only the prime contractor should respond to this notice.
II.1.6)Common procurement vocabulary (CPV)

72000000, 72260000, 72250000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
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:

Performance bonds or parent company guarantees may be required as a condition of the award.
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:

Each economic operator to be jointly and severally liable for the performance of the contracts.
III.1.4)Other particular conditions
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.
Information and formalities necessary for evaluating if requirements are met:
Evidence of economic and financial standing and technical competence will be required, each application will be sent a questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence of economic and financial standing and technical competence will be required, each application will be sent a questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence of economic and financial standing and technical competence will be required, each application will be sent a questionnaire.
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: Contained within 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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

EAAA-997KT6
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 136-236186 of 16.7.2013

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: 29.8.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

29.8.2013 – 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
IV.3.8)Conditions for opening of 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

Submission of expressions of interest and procurement specific information: This exercise shall be conducted using the Environment Agency’s eSourcing portal provided by Due North. Candidates shall only be considered by registering their expression of interest on our portal at www.sell2ea.co.uk . Click on the ‘Suppliers click here’ link and then Register Free on the portal. Login to the portal with the username/password then find this opportunity in the Search Latest Opportunities area and click on the relevant hyperlink relating to this contract. Those published in this area are opportunities open to any registered supplier. Once in the opportunity click the Register Interest button at the bottom of the page. This will then inform the buyer that you have registered an interest and you will receive confirmation of this via a system generated e-mail. Expressions of Interest sent directly to the contact person placing this notice will not be considered and shall not be responded to. You may contact this person for advice for information regarding the contracting opportunity but for all portal issues click on the Support area on the supplier registration page.

Right to Cancel: The Environment Agency reserves the right to discontinue the procurement process at any time, which shall include the right not to award a framework or contract, and does not bind itself to accept the lowest tender, or any tender received, and reserves the right to award the framework or contract in part, or to call for new tenders should it consider this necessary.
The Environment Agency shall not be liable for any costs or expenses incurred by any candidate or tenderer in connection with the completion and return of the information requested in this Contract Notice, or in the completion or submission of any tender.
Other Authorities Involved: This contract/framework is primarily intended to meet the needs of the Environment Agency. The Agency may require the successful bidder(s) to provide the goods/services on the same terms that are agreed as a result of this tender to the Department of the Environment, Food and Rural Affairs, and to its associated bodies including any Agencies and non departmental public bodies. A full list can be found at:
http://archive.defra.gov.uk/corporate/about/with/delivery/landscape/documents/public-bodies.pdf

Similarly the contractor may be required to supply the Scottish Environmental Protection Agency, the Northern Ireland Environment Agency, Welsh Assembly including its Executive Agencies e.g. Natural Resources Wales.

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:

31.7.2013