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UK-Stafford: facilities management software development services

Request For Proposals

General Information
Country:   United Kingdom
City/Locality:   STAFFORD
Notice/Contract Number:   eu:222075-2009
Publication Date:   Aug 11, 2009
Deadline:   Sep 14, 2009
Buyer:   STAFFORDSHIRE COUNTY COUNCIL
Original Language:   English

Contact Information
Address:   STAFFORDSHIRE COUNTY COUNCIL
STAFFORD, Staffordshire CC
United Kingdom
Web Site:   www.staffordshire.gov.uk

Goods, Works and Services

 

Summary

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Notice Type: 2120 - Contract notice
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 152/2009, #222075-2009
Referenced Document Number: 112138-2009
Contract Nature: Supply contract
Procedure Type: Restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender

Original Text

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CONTRACT NOTICE
Supplies
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Staffordshire County Council,
Wedgwood Building Tipping Street, Attn: Joanne Fitzpatrick, UK-Stafford
ST16 2DH. Tel. +44 1785854644. E-mail: sp@staffordshire.gov.uk. Fax +44
1785854660.
Internet address(es):
General address of the contracting authority: www.staffordshire.gov.uk.
Further information can be obtained at: As in above-mentioned contact
point(s).
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
As in above-mentioned contact point(s).
Tenders or requests to participate must be sent to: As in above-mentioned
contact point(s).
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
Other.
General public services.
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:
PC243 Supply and Maintenance of a Property Information / Asset Management
System.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Supplies.
Purchase.
Main place of delivery: Staffordshire.
NUTS code: UKG24.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): Staffordshire
County Council collects and maintains detailed information on all it's
land and property assets. This information is used to plan capital
investment, identify properties for expansion or disposal, calculate
valuations, asses suitability and shortfalls or surpluses in
accommodation, record tenancies and leases.
The Asset Management and Planning Division is looking to consolidate
approximately 15 different databases, spreadsheets and other information
sources, including replacement options or removal of databases or ageing
platforms as appropriate, to develop a core property information system
enabling controlled data collection and updating, accurate, flexible
reporting through a web based widely deployable front end that allows
users at any geographical location to have password controlled access to
appropriate property information.
II.1.6) Common procurement vocabulary (CPV): 72212421.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
Yes.
II.1.8) Division into lots: No.
II.1.9) Variants will be accepted: No.
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope: Staffordshire County Council Manages a
portfolio of more than 1 000 properties, including schools, offices,
libraries, one-stop-shops, youth & community centres, service depots and
others. We hold all land records and manage lease arrangements across the
estate, provide valuations for insurance and sales, manage acquisition and
disposal of land and plan and manage capital investment into property
including maintenance, refurbishment and new construction.
The Authority uses quality, detailed property information to identify the
priorities for Capital Investment; the Schools Capital Development Team
manages the Programme invests around 50 000 000 GBP into Staffordshire
schools every year, with the 410 schools receiving a total of more than 17
000 000 GBP capital funding devolved to be spent how they see fit.
Currently, schools property information is maintained and accessed through
bought-in Asset Management software. Property information for all other
property is maintained and accessed using an in-house bespoke system. SCC
is seeking to consolidate core Asset Management information for all
property into a single property information, asset management, system. The
system must be capable of storing core property information, condition of
individual items, suitability of spaces, sufficiency of premises, CAD
plans with active attributes linked to the database.
SCC also manages several standalone property data sets that we are
considering to incorporate into our central Asset Management system. These
include,insurance valuations, estates and land valuations, risk
management, Legionella, Asbestos, Fixed Electrical and Portable Appliance
Testing, Lifts, Fire Alarms and Emergency lighting lease-management, Asset
register,Land Terrier, Energy Management.
Some of these systems operate using aging ICT infrastructure and may form
part of the replacement system, or may be exchange data with the
replacement system, or may utilise the architectural infrastructure of the
replacement system to migrate the data from their current platforms.
There is a need to implement a new asset management system to bring
together core property information into a single dataset; from 2 main
systems with more than 10 ancillary systems and datasets; and to minimise
business continuity risks by removing property information from outdated
ICT platforms, ensuring that essential property information is supportable
and future-proof.
Usage / User profiles.
The existing user base is organised as follows:
SCC Super-users to allocate and control which properties and datas each
user / usergroup can access.
Access to the main application and any or all modules is required by iro
120 users within the SCC network. Of these iro 50 users will access data
daily and iro 20 could be described as heavy users.
Online access is required by:
410 Schools
Iro 150 SCC Property Officers.
Diocesan partners.
Contractors.
Usage of online access will generally (but not exclusively) be low
intensity and follow the pattern of either: Access required for up to 2
hours - 3 times per year, or access required for less then 5 minutes
several times per day.
Ideally a new property system should offer, but not be limited to the
following key features: Support user profiles in line with current usage
patterns. Including access control and user-classification being directly
managed by SCC. Asset data to be gathered / updated on-site and uploaded
via direct link to the host application or by secure remote device using
physical upload and download of data, at a secure network access point; as
well as by users within the SCC network. Such data gathering should
include: Condition Surveys, Suitability Surveys, Risk Management Surveys.
These surveys all include geographic location information, CAD
referencing, item specifications and dimensions, unit costs, etc. The
ability to interface with, or provide extracts to, other datasets in
recognised, standardised formats. These extracts/updates should be capable
of being undertaken manually ad hoc, or as an automated routine. The
system must be configurable to report on property KPIs as defined and
varied by SCC users from time to time. The system must be able to generate
relational-reports as may be required for business intelligence purpose
and by Government departments from time to time. All property identifiers
and attributes should be dynamic enabling linked updates to occur across
modules.
Estimated value excluding VAT:
Range: between 200 000 and 550 000 GBP.
II.2.2) Options: No.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Starting:
1.2.2010. Completion: 31.1.2020.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them: Payments may be made
following acceptance by the banking agents of the County Council.
III.1.4) Other particular conditions to which the performance of the
contract is subject: No.
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 requirements are met: The
requirements for minimum economic, financial and technical capacity will
be included in the tender documents.
Any tender may be rejected from a company/organisation who interalia:
(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 for compulsory winding up or 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 contracting 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
organisation, 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 26.5.1997 and Article 3(1) of Council
Joint Action 98/742/JHA 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 10.6.1991 on prevention of
the use of the financial system for the purpose of money laundering.
Please refer to Regulation no 23 of the Public Procurement Regulations
2006 (SI No 5) for additional rejection criteria (see link).
http://www.opsi.gov.uk/si/si2006/20060005.htm.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: Financial checks will be
undertaken for economic operators using the Councils current financial
assessors’ n2check (www.n2check.com). Economic operators will be assessed
according to the level of risk stipulated by n2checkEconomic . Any
Economic Operator being given an above average (or lower) risk rating may
be disqualified.
Minimum level(s) of standards possibly required: The organisation should
hold as a minimum the following insurance levels or be able to provide
with their response, a written statement advising that should they be
awarded the contract they will have the required levels of insurance in
place for the commencement of the contract.
Public Liability 5 000 000 GBP.
Employers Liability 10 000 000 GBP.
Professional Indemnity 2 000 000 GBP.
III.2.4) Reserved contracts: No.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession:
No.
III.3.2) Legal entities should indicate the names and professional
qualifications of the staff responsible for the execution of the service:
No.
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 number of operators 6
Objective criteria for choosing the limited number of candidates: As
stated in the PQQ documents.
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 in the specifications, in the invitation to
tender or to negotiate or in the descriptive document.
IV.2.2) An electronic auction will be used: No.
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1) File reference number attributed by the contracting authority:
PC243.
IV.3.2) Previous publication(s) concerning the same contract: Prior
information notice
Notice number in OJ: 09578112138 of 23.4.2009.
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document: Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
14.9.2009 - 15:00.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: English.
IV.3.8) Conditions for opening tenders: Date: 14.9.2009 - 16:00.
Place: Staffordshire County Council.
Persons authorised to be present at the opening of tenders: no.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT: No.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU
FUNDS: No.
VI.3) ADDITIONAL INFORMATION: For further details of forthcoming
tenders/contracts please visit http://www.staffordshire.gov.uk/business/
procurement/.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures: Body responsible for
mediation procedures:
VI.4.2) Lodging of appeals: Precise information on deadline(s) for
lodging appeals: This authority will incorporate a minimum ten (10)
calendar day standstill period at the point when information on the award
of the contract is communicated to tenderers. This period allows
unsuccessful tenderers to seek further debriefing from the contracting
authority before the contract is entered into. Applicants have two (2)
working days from the notification of the award decision to request
additional debriefing. Such information has to be provided a minimum of
three (3) working days before the expiry of the standstill period. Such
additional information should be requested from (please refer to the named
person in the address in part 1.1).
If an appeal regarding the award of a contract is not successfully
resolved the Public Contracts Regulations 2006 (SI 2006 No 5) 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 must be brought promptly (generally within three
(3) months). 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 only award damages. 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.
VI.4.3) Service from which information about the lodging of appeals may
be obtained: As I.1 and VI.4.2.
VI.5) DATE OF DISPATCH OF THIS NOTICE: 7.8.2009.
Please note that this notice is for your information only.
We try our best to have the most accurate and up-to-date information available on our web site, but we cannot guarantee that all of the information provided is error-free.
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