Vehicle Software Tender

Vehicle Software Tender

The purchase of in-cab vehicle software and associated support and in-cab vehicle computer hardware to support route optimisation projects.

UK-Newcastle upon Tyne: computer equipment and supplies

2012/S 67-109813

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Newcastle City Council
Corporate Procurement Team, Chief Executives Office Directorate, Room 205, Civic Centre, Barras Bridge
Contact point(s): Corporate Procurement
For the attention of: Heather Turnbull
NE99 2BN Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912116935
E-mail: Corporate.Procurement.Team@Newcastle.gov.uk
Fax: +44 1912114832

Internet address(es):

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

Address of the buyer profile: www.nepoportal.org

Electronic access to information: www.nepoportal.org

Electronic submission of tenders and requests to participate: www.nepoportal.org

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: yes

Gateshead Metropolitian Council
Civic Cente, Regent Street
NE8 1HH Gateshead
UNITED KINGDOM

Hartlepool Borough Council
Civic Centre, Victoria Road
TS24 8AY Hartlepool Connect
UNITED KINGDOM

middlesbrough Council
PO Box 500
TS1 9FT Middlesbrough
UNITED KINGDOM

Newcastle City Council
Barras Bridge, Civic Centre
NE99 2BN Newcastle Upon Tyne
UNITED KINGDOM

North Tyneside Council
Quadrant, The Silverlink North, Colbalt Business Park
NE27 0BY North Tyneside
UNITED KINGDOM

Northumberland County Council
County Hall
NE61 2EF Morpeth
UNITED KINGDOM

Redcar & Cleveland Borough Council
Town Hall, Fabian Road
TS6 9AR Redcarr and Cleveland
UNITED KINGDOM

South Tyneside Council
Westoe Road
South Shields
UNITED KINGDOM

Stockton-On-Tees Borough Council
Church Road
TS18 1TX Stockton-On-Tees
UNITED KINGDOM

Sunderland City Council
Burdon Road
SR2 7DN Sunderland
UNITED KINGDOM

Darlington Borough Council
Town Hall, Feethams,
DL1 5QT Darlington
UNITED KINGDOM

Durham County Council
County Hall
DH1 5UL Durham
UNITED KINGDOM

Section II: Object of the contract

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

002649 – in cab vehicle hard & software for route optimisation projects.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code UKC

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 6
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 800 000,00 and 2 000 000,00 GBP

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

The purchase of in-cab vehicle software and associated support and in-cab vehicle computer hardware to support route optimisation projects.
II.1.6)Common procurement vocabulary (CPV)

30200000, 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

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

In-cab vehicle software and support and in-cab vehicle computer hardware to support route optimisation projects.
Lot 1 – in-cab vehicle software support (single provider lot).
Lot 2 – in cab vehicle computer hardware (multiple provider lot).
Estimated value excluding VAT:
Range: between 800 000,00 and 2 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: These framework contracts are for an initial term of 24 months with an option to extend for up to two further 12 month periods at the Council’s sole discression.
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Starting 6.8.2012. Completion 31.7.2016

Information about lots

Lot No: 1 Lot title: Lot 1 – in cab vehicle software and support

1)Short description

The requirement includes an application to communicate route information to the driver from the routes generated in the RouteSmart application. This will allow any driver to complete any route with adherence to any health and safety concerns in the most efficient way. The application will also allow the driver to report operational issues either at a street or individual property level directly to CRM.
2)Common procurement vocabulary (CPV)

30200000, 48000000

3)Quantity or scope

This framework lot will be awarded to a single provider.
Estimated value excluding VAT:
Range: between 350 000,00 and 700 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Lot 2 – In-cab vehicle hardware

1)Short description

The purchase of in-cab vehicle hardware is required to support the route optimisation project. The hardware will be used in a heavy vehicle environment such as refuse collection or winter maintenance.
2)Common procurement vocabulary (CPV)

30200000, 48000000

3)Quantity or scope

This framework lot will be awarded to multiple providers. The 5 highest scoring tenders will be awarded a place on the framework.
Estimated value excluding VAT:
Range: between 350 000,00 and 700 000,00 EUR
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:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, insurance or any other form of appropriate security. Details to be provided in the invitation to tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details to be provided in the invitation to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with Newcastle City Council on all matters relating to the Agreement. All consortium or grouping members will however be required to jointly and severally liable in respect of the obligations and liabilities relating to the Agreement.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided in the invitation to tender.
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: All applicants are required to complete and return a detailed contract evaluation questionnaire prepared by the Contracting Authority and provide such supporting evidence as requested by the deadline stated in IV.3.4.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As set out in the contractor evaluation questionnaire.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
As set out in the contractor evaluation questionnaire.
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:

QTLE-8QNC96 (002649)
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: 21.5.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

21.5.2012 – 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

until: 31.8.2012
IV.3.8)Conditions for opening tenders

Place:

Via electronic e-tendering portal system.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: In accordance with NCC tender opening procedures.

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

Please go to our web site located at www.nepoportal.org to register and download the documents.

In addition to use of the contract by Newcastle City Council, this contract may, if they decide to exercise this option, also be used by other Local Authorities in England and Wales including but not limited to Darlington Borough Council, Durham County Council, Gateshead Metropolitan Borough Council, Hartlepool Borough Council, Middlesbrough Council, Newcastle City Council, North Tyneside Council, Northumberland County Council, Redcar & Cleveland Borough Council, South Tyneside Council, Stockton-On-Tees Borough Council, and Sunderland City Council.
Any use of the established contract will be on the same terms as those set out with Newcaslte City Council.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1.
If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) Regulations 2009 (SI 2009No. 2992) 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 which does not seek a declaration of ineffectiveness must be brought promptly (and in any event within 3 months.) An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract with a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into.
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. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into. The commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.4.2012