Ticket and membership sales software

Ticket and membership sales software

The Forestry Commission is seeking to procure a software product or products for ticket and membership sales.  23 outdoor forest concerts per year with an average sales volume of over 120 000 tickets.

UK-Brandon: software package and information systems

2012/S 216-356392

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Forestry Commission
East of England Office, Santon Downham
For the attention of: Claire Perni
IP27 0TJ Brandon
UNITED KINGDOM
E-mail: claire.perni@forestry.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.forestry.gov.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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

Other: forestry
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:

Ticket and membership sales software.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code
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)

The Forestry Commission is seeking to procure a software product or products for ticket and membership sales. The Forestry Commission Box Office manages the sale of both ticket and membership products and requires software solutions to maintain and enhance delivery and management of sales. The Forestry Commission organises approx. 23 outdoor forest concerts per year with an average sales volume of over 120 000 tickets. Ticket sales are made over the phone and on-line. For further details of the Forest Live programme please see www.forestry.gov.uk/music.

Our Discovery Pass membership scheme is split into 25 individual site specific schemes. We currently have approx. 18 000 members. Membership sales are made over the phone, on-line and at our visitor centres. For further details on the Discovery Pass scheme please see www.forestry.gov.uk/pass.

This tender is being conducted in two lots with suppliers able to bid for either or both lots.
The contract will include all provision of the software, installation and data migration, training, and support. The software should enable the Forestry Commission to undertake and manage sales directly. We do not require a service where sales are managed on our behalf.

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT: 430 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will be awarded for an initial 4 year period. There will be options to extend for a further four years in increments of 2 years (4+2+2).
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 96 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Ticket sales software

1)Short description
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

The total value of this lot over the entire period, including any extension options, will be in the region of 320 000 to 350 000 GBP.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Membership sales software

1)Short description
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

The total value of this lot over the entire period, including any extension options, will be in the region of 38 000 to 80 000 GBP.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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: no
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

Information and formalities necessary for evaluating if the requirements are met: See the invitation to tender for details.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See the invitation to tender for details.
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

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:

103/12/75
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

7.1.2013 – 15:00
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 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

Companies interested in bidding should download a copy of the invitation to tender document from the ‘Selling to the Forestry Commission’ pages of the Forestry Commission website (www.forestry.gov.uk).

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

Eric Holmes, Head of Procurement, Forestry Commission
231 Corstorphine Road
EH12 7AT Edinburgh
UNITED KINGDOM

Body responsible for mediation procedures

Chartered Institute of Arbitrators
Bloomsbury Square
WC1A 2LP 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:7.11.2012