Tender for Integrated Asset Management Solution

In order to manage these assets and provide the very best service and facilities to the public, LCC wishes to procure an integrated asset management solution for its Parks and Countryside Service.

United Kingdom-Leeds: Software package and information systems

2013/S 222-386867

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Leeds City Council
Corporate ICT Services Evolution House Springwell Road
Contact point(s): http://www.yortender.co.uk
LS12 1AW Leeds
UNITED KINGDOM

Internet address(es):

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

Electronic access to information: http://www.yortender.co.uk

Electronic submission of tenders and requests to participate: http://www.yortender.co.uk

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:

ITS130016 Parks and Countryside Integrated Asset Management Solution.

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: Leeds West Yorkshire.
NUTS code UKE42

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

II.1.4)Information on framework agreement

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

The Parks and Countryside service of Leeds City Council (LCC) manages 4 000 hectares of green space across Leeds attracting almost 68 million visits each year from Leeds’ residents alone.
In order to manage these assets and provide the very best service and facilities to the public, LCC wishes to procure an integrated asset management solution for its Parks and Countryside Service. It is envisaged that the integrated asset management solution will be provided as an externally hosted service. The system must support the business processes and functions for Parks and Countryside and will provide the following features:
— Recording of all sites and assets managed or maintained by Parks and Countryside which require horticultural maintenance (e.g. grass, shrubs, flower beds, sports pitches), arboriculture maintenance (trees and forestry works) or inspection, maintenance and record keeping relating to statutory/legal responsibilities and corporate policies (e.g. playground equipment, water safety, Forestry assets, Public Right Of Way assets).
— Recording of all associated activities for each asset.
— Providing mobile working – Staff will be required to access, update and receive information from the system from the office or mobile devices.
— Undertake financial forecasting, tracking and reporting.
— Integration with LCC corporate systems – ARC GIS system and Financial Management System (FMS), Customer Relationship System (CRM), Geographical Positional System (GPS), CAPS Uniform, email integration and SMS texting. ARC GIS will be used to identify and plot locations of assets and associated assets. FMS will be used to raise orders of work.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72416000

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

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The initial term of the contract is five(5) years.

II.2.2)Information about options

Options: yes
Description of these options: Up to five(5) times twelve(12) month extensions beyond the initial term will be available at the discretion of Leeds City Council.

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

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

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 stated in the Pre-QualificationQuestionnaire and tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the Pre-QualificationQuestionnaire and tender documents.
Minimum level(s) of standards possibly required: As stated in the Pre-QualificationQuestionnaire and tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the Pre-QualificationQuestionnaire and tender documents.
Minimum level(s) of standards possibly required:
As stated in the Pre-QualificationQuestionnaire and tender documents.

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As stated in the Pre-QualificationQuestionnaire.

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:

YORE-9D8MR6

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

16.12.2013 – 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

VI.3)Additional information

Potential suppliers wishing to express an interest in this contract opportunity should register on the Yortender portal (http://yortender.co.uk) and download and respond to the Pre-Qualification Questionnaire following the instructions contained in the document contract Ref YORE-9D8MR6.

Potential suppliers should note that if the Council wish to carry out new services at the end of this contract, which are a repetition of the services detailed in this notice, then those additional services may be awardedusing the negotiated procedure without publication of a notice.

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:14.11.2013