Tender for Property Asset Management System

Tender for Property Asset Management System

LGSS on behalf of Cambridgeshire and Northamptonshire County Councils is seeking to purchase a Property Asset Management System to replace their current systems.

United Kingdom-Cambridge: Database-management system

2013/S 177-305247

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Cambridgeshire County Council. LGSS is a Shared Services venture set up by founding partners Cambridgeshire County Council (CCC) and Northamptonshire County Council
Shire Hall, Castle Hill
CB3 0AP Cambridge
UNITED KINGDOM

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
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:

LGSS Property Asset Management System.
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: Within the East Midlands and East of England regions.
NUTS code UK

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:
Range: between 196 000 and 1 200 000 GBP

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

LGSS on behalf of Cambridgeshire and Northamptonshire County Councils is seeking to purchase a Property Asset Management System to replace their current systems.
The system shall be an integrated solution providing the following functionality; property data, asset management, project management, supplier information, asset valuations and energy information. Please note this is not an exhaustive list and further details of the required functionality shall be provided within the Invitation to Tender.
The system shall also have the ability to interface with the Council’s current ERP systems (Oracle & Agresso).
There is the potential for other public sector bodies within Cambridgeshire & Northamptonshire to access this contract, as well as other public bodies within the East of England and East Midlands regions. Access to this contract by such bodies shall solely be controlled and managed by LGSS.
The value range of between GBP 196 000 and GBP 1 200 000 is explained as the difference between the definite users of the resulting contracts, Cambridgeshire County Council and Northamptonshire County Council’s estimated spend of GBP 196 000 in total across the full life of the 6 year contract, and the potential of a further County Council and up to 9 secondary tier authorities such as District/Borough Councils, Fire or Police Services etc accessing the contract, leading to a total value across 4 years of GBP 1 200 000.
It should be stressed that there is no guarantee of any body other than the 2 named County Councils above accessing these contracts, and that the figures given are for indicative purposes only.
II.1.6)Common procurement vocabulary (CPV)

48612000

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:

Estimated value excluding VAT:
Range: between 196 000 and 1 200 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

As detailed within the PQQ Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed within the PQQ Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed within the PQQ Documents.
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: Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) – If you have not registered on this website before, a video tutorial can be found on the link below. Browse to the eSourcing Portal: https://lgss.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 – A supplier’s eTendering manual and video tutorial on how to respond to an online tender can be found on the right hand side of the webpage. 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 at the top 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 ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3.Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – 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 and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed within the PQQ Documents.
Minimum level(s) of standards possibly required: As detailed within the PQQ Documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed within the PQQ Documents.
Minimum level(s) of standards possibly required:
As detailed within the PQQ Documents.
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 number of operators: 5
Objective criteria for choosing the limited number of candidates: Detailed within the PQQ documents.
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

Project 17453
IV.3.2)Previous publication(s) concerning the same contract
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

9.10.2013 – 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
VI.2)Information about European Union funds
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.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court
Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: LGSS will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. The duration of this standstill will be disclosed at this point. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be required from (Refer to address in part 1.1) If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly. Where a contract has not been entered into the Court may order the setting aside of the award decision or order the 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:9.9.2013