Tender for Property Management Software and Services

Provision, Development and Implementation of Bespoke Facilities and Property Management Service Integration Software and Support Services.

United Kingdom-Worcester: Facilities management software package and software package suite

2016/S 115-205124

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Place Partnership Limited
For the attention of: Kim James
WR5 1JR Worcester
United Kingdom
Telephone: +44 7734777326
E-mail: placeojeu@placepartnership.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:

Provision, Development and Implementation of Bespoke Facilities and Property Management Service Integration Software and Support Services.

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: Worcester.

NUTS code UKG12

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)

II.1.6)Common procurement vocabulary (CPV)

48420000, 72212421

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

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Place Partnership Limited (The Contracting Authority) is seeking a suitably qualified and experienced Information Technology Facilities Management Software Developer to supply a bespoke integrated Facilities and Property Management Information integration system to meet the developing needs of the company.
The successful tenderer will undertake the development, implementation, training and ongoing technical support of a bespoke system that can meet the needs of the challenging environment of a progressive property facilities management company.
The system must meet the exacting standards required not only by Place Partnership but also by our commissioning authorities.
System Modules to include:
Scheduling & Workforce Management.
Helpdesk Contact Centre.
Self-logging — Customer Portal.
Supply Chain Management (Direct and Indirect).
Compliance Management.
Data Analysis.
Energy Management.
Forward Maintenance Planning.
Facet Survey Management and Interface.
Ongoing technical support initially for 12 months then to be reviewed.
It is an essential requirement that all staff engaged on this contract are security vetted and cleared to Non Police Personnel Vetting Level 2. (NPPV L2)
The NNPV process will be carried out by the Force Vetting Unit of Warwickshire Police.
Non-vetted personnel will not be allowed to access any data.
The successful supplier will be expected to have submitted the appropriate number of completed NPPV forms prior to the start date of the contract.
The contract is to go live 3 January 2017. Further instructions and requirements are as detailed within the PQQ.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 4.10.2016. Completion 29.12.2017

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: Vetting.
It is an essential requirement that all staff engaged on this contract are security vetted and cleared to Non Police Personnel Vetting Level 2. (NPPV L2)
The NNPV process will be carried out by the Force Vetting Unit of Warwickshire Police.
Non-vetted personnel will not be allowed to access any data.
The successful supplier will be expected to have submitted the appropriate number of completed NPPV forms prior to the start date of the contract.
Important Information
OJEU — The tender process will be carried out as a Competitive Procedure with Negotiation following the PQQ evaluation the Regulations specify that in the case of a competitive with negotiation procedure, a minimum of 3 tenderers is prescribed.
The criteria for assessing the weighting of the questionnaire is attached as appendix A of the documentation.
The specifications contained within Appendix B Service Integration Model — Facilities Management Requirements lay down the characteristics required of the service, the design, quality assurance and implementation
Shortlisting.
The Contracting Authority will limit the number of candidates meeting the selection criteria to 3.
Contractor’s PQQs will be assessed on their economic and financial standing as well as their technical capacity and ability.
Financial Standing: Place Partnership will commission a Dunn and Bradstreet report on the contractor and will base the Pass / Fail (Mandatory) on the D&B® Risk Assessment.
All contractors completing a PQQ will be advised of the reasons to why they have not been selected.

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

III.2.3)Technical capacity

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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 3
Objective criteria for choosing the limited number of candidates: The Contracting Authority will limit the number of candidates meeting the selection criteria to 3. Contractor’s PQQs will be assessed on their economic and financial standing as well as their technical capacity and ability. Financial Standing: Place Partnership will commission a Dunn and Bradstreet report on the contractor and will base the Pass / Fail (Mandatory) on the D&B® Risk Assessment. All contractors completing a PQQ will be advised of the reasons to why they have not been selected.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Quality and Technical Assessment.. Weighting 70

2. Contract Price.. Weighting 30

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:

30103202

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

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: 12.7.2016 – 12:00

IV.3.4)Time limit for receipt of tenders or requests to participate

19.7.2016 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

29.7.2016

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

OJEU — The tender process will be carried out as a Competitive Procedure with Negotiation following the PQQ evaluation the Regulations specify that in the case of a competitive with negotiation procedure, a minimum of 3 tenderers is prescribed.
The criteria for assessing the weighting of the questionnaire is attached as appendix A of the documentation.
The specifications contained within Appendix B Service Integration Model — Facilities Management Requirements lay down the characteristics required of the service, the design, quality assurance and implementation
The Contracting Authority may award the contract based on the initial tenders without Negotiation
Following the conclusion of Negotiations the Contracting Authority will inform all tenders of any changes to the technical specifications or other procurement documents, other than those setting out the minimum requirements, following any such changes tenderers will have 10 days to modify and re-submit amended tenders as appropriate.
In accordance with regulation 212 the Contracting Authority will not reveal to any other tenderer confidential information communicated by a candidate or tenderer participating in the negotiations without its agreement.

Contractors wishing to be considered for inclusion in the tender process must first complete and return a Pre-Qualification Questionnaire by the date and time in para IV.3.4) The Questionnaire and supporting documentation can be obtained from Worcestershire County Council e-Tendering Portal located on the website (www.worcestershire.gov.uk/tendering). Contractors must be registered on the Worcestershire County Council tendering portal in order to access documents. Once logged in, the documents referring to this particular contract can be located under ICT. The information in the Questionnaire includes instructions and shall form the basis for the selection of service providers to be invited to tender.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Court of Justice
Strand
WC2A 2LL London
United Kingdom

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:

14.6.2016

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