Tender for ITSM – Service Management Tool

Tender for ITSM – Service Management Tool

Cheshire West and Chester Council and Cheshire East Council are two large unitary Councils who wish to procure and implement a new ITSM software system.

United Kingdom-Chester: Software package and information systems

2014/S 021-032988

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cheshire West and Chester
Procurement, HQ, 58 Nicholas Street
For the attention of: Ann Hope
CH1 2NP Chester
UNITED KINGDOM
Telephone: +44 1244972369
E-mail: ann.hope@cheshirewestandchester.gov.uk

Internet address(es):

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

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: yes

Section II: Object of the contract

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

ITSM – Service Management Tool.
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.
NUTS code UKD

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 West and Chester Council and Cheshire East Council are two large unitary Councils who wish to procure and implement a new ITSM software system. This is due to the need to replace old software which will no longer be supported after July 2014.
The system is managed on a day to day basis by Cheshire Shared Services (CSS) and ICT shared services facility that provides ICT functions for both Councils.
It has therefore confirmed that the CSS would like to award to a single supplier.
The new software will also support improved Service quality and delivery, through more efficient and mature ITSM processes and functions.
Project Objectives
The following end-objectives are identified:
— Improving the customer experience of using CSS services
— Quantifying Value and value for money from IT
— Demonstrating performance quality – with clear evidence
— Become proactive – e.g. acting on issues before SLA / customer is aware
— Becoming demonstrably effective and efficient
— For CSS To be an enabler to its customers
— Being able to show value to all areas across the customer base – e.g. SLEs
— Engendering trust – delivering accurate and honest information
— Using familiar and current interfaces – e.g. web chat
— Demonstrating that IT understands its customers’ business
Software Components
It is anticipated the following software components will be provided as part of the successful solution to deliver the ITSM capability and above high level objectives:
— Incident, Problem, and Change management
— Knowledge management
— Service Catalogue and Service Level management
— Request Fulfilment
— Service Asset and Configuration Management
— Availability Management
— Capacity Management
— Asset Data Repository
— Management of Complaints, Compliments
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:

This is a procurement to award a contract to a single supplier for:
a new ITSM software system. This is due to the need to replace old software which will no longer be supported after July 2014.
The system is managed on a day to day basis by Cheshire Shared Services (CSS) and ICT shared services facility that provides ICT functions for both Councils.
It is therefore confirmed that the CSS would like to award to a single supplier.
The new software will also support improved Service quality and delivery, through more efficient and mature ITSM processes and functions.
Estimated value excluding VAT:
Range: between 172 500 and 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Option to extend annually for up to a further 2 x 1 years.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
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:

See Invitation to Tender Document for details.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Contracting authority reserves the right to require groupings of contractors to take particular legal form or to require a single contractor to take primary liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Standard Terms and Special Conditions of Contract as contained within the Invitation to Tender Document.
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:
See Invitation to Tender Document for details
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;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
Information and formalities necessary for evaluating if requirements are met:
The use of an External Credit Agency Dun and Bradstreet.
Minimum level(s) of standards possibly required: See Invitation to Tender Document for details.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
See the Invitation to Tender Document for details.
Minimum level(s) of standards possibly required:
See the Invitation to Tender Document for details.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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-9F7DUY
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: 11.3.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

11.3.2014 – 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: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 11.3.2014 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 36 months or if yearly options to extend are taken this could be at year 4 or 5.
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

This contract is being procured using an e-tendering system called The Chest. If you are not currently registered, go to the following and click the ‘Register Free’ box: https://www.thechest.nwce.gov.uk/procontract/supplier.nsf/frm_home.

If you go to https://www.thechest.nwce.gov.uk/procontract/supplier.nsf/frm_opportunity_search.

You will be able to search via the ‘Organisation’ drop down menu for Cheshire West and Chester tenders. Select this particular opportunity from the list and register interest; you will then be able to find further information and access the Invitation to Tender (ITT) document and any additional information.
The Closing Date for receipt of ITT submissions via “The Chest” is on 11.3.2014 (12:00). You are advised to express an interest and subsequently access and start your ITT as soon as possible so as to allow yourself sufficient time to complete the ITT Response and meet the deadline, which is absolute. Once the closing date has passed, the evaluation process will begin and criteria having a pass/fail weighting will be marked first. Any tenderer failing 1 or more of the pass/fail questions will be eliminated and their response will not proceed to the next stage of evaluation and be scored. It is estimated that a decision will not be made until 31.3.2014. The Guidance Notes provided with the ITT document on The Chest show an estimated timetable to assist you. The ITT and any subsequent additional information will be available to download from “the Chest”. It is your responsibility to download the ITT document from ‘The Chest’. Please do not call the Procurement department to find out initial details of this opportunity – all instructions and details of this opportunity will be found in the ITT document once you have accessed it. Any clarification questions must be raised via “The Chest” in the Questions and Answers section. Any notifications regarding this opportunity will be issued via “The Chest”. It is your responsibility to check ‘The Chest’ to be aware of any updates.

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

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

The Head of Legal and Democratic Services
Cheshire West and Chester Borough Council 58 Nicholas Street
CH1 2NP Chester
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2006 (as amended) (the Regulations) the Council will operate a standstill period of not less than 10 days between notifying Contractors of its intention to award the contract and the award of the Contract.
Any appeal during this period shall be addressed to:
The Head of Legal and Democratic Services Cheshire West and Chester Borough Council 58 Nicholas Street, Chester, Cheshire CH1 2NP, UNITED KINGDOM.
If the appeal is not successfully resolved contractors may commence legal action for breach of duty in the High Court in accordance with Regulation 47, within 3 months of the date when grounds for starting proceedings first arose.
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Head of Legal and Democratic Services
Cheshire West and Chester Borough Council 58 Nicholas Street
CH1 2NP Chester
UNITED KINGDOM

VI.5)Date of dispatch of this notice:29.1.2014