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UK-Stafford: IT services: consulting, software development, Internet and support

Request For Proposals

General Information
Country:   United Kingdom
City/Locality:   STAFFORD
Notice/Contract Number:   eu:315261-2009
Publication Date:   Nov 17, 2009
Deadline:   Dec 21, 2009
Buyer:   STAFFORDSHIRE COUNTY COUNCIL
Original Language:   English

Contact Information
Address:   STAFFORDSHIRE COUNTY COUNCIL
STAFFORD, WEST MIDLANDS (ENGLAND)
United Kingdom
Email:   Click here

Goods, Works and Services

 

Summary

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Notice Type: 2220 - Contract notice
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 219/2009, #315261-2009
Referenced Document Number: 56924-2009
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender


Update: Nov 17, 2009


Notice Type: 8098 - Additional information
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 221/2009, #316958-2009
Referenced Document Number: 315261-2009
Contract Nature: Service 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
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Staffordshire County Council,
Stafford Procurement, Wedgwood Building, Tipping Street, Attn: Jenny
Knights, UK-Stafford ST16 2DH. Tel. +44 1785854647. E-mail:
jennifer.knights@staffordshire.gov.uk. Fax +44 1785854660.
Internet address(es):
General address of the contracting authority:
www.staffordshire.gov.uk/purchasing.
Further information can be obtained at: Official name: This is an
electronic tender. All requests for information to be sent through the
electronic tendering portal and messaging facility on the Proactis
electronic tendering system. Follow the instructions and follow the link
to the PROACTIS E-Tendering. Initially, go to
http://www.staffordshire.gov.uk/business/procurement/etendering/.
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
Official name: This is an electronic tender. All requests for information
to be sent through the electronic tendering portal and messaging facility
on the Proactis electronic tendering system. Follow the instructions and
follow the link to the PROACTIS E-Tendering. Initially, go to
http://www.staffordshire.gov.uk/business/procurement/etendering/.
Tenders or requests to participate must be sent to: Official name: This is
an electronic tender. All requests for information to be sent through the
electronic tendering portal and messaging facility on the Proactis
electronic tendering system. Follow the instructions and follow the link
to the PROACTIS E-Tendering. Initially, go to
http://www.staffordshire.gov.uk/business/procurement/etendering/.
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
Regional or local authority.
General public services.
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:
PC232 Contract for the Delivery and Service of a Case Management and Time
Recording System.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Services.
Service category: No 7.
Main place of performance: Staffordshire.
NUTS code: UKG.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): The Law and
Governance Directorate wishes to modernise its provision of services in
line with 21st Century Office agile working practices and paperless office
systems. Critical to this business plan is the procurement, development
and implementation of a bespoke legal Case Management System (CMS). The
objective is to use the CMS to create a cutting edge legal service which
is fit for purpose for at least the next 10 years and beyond. This will in
turn enhance the ability of the LSU to give excellent support to all
Directorates of the County Council so that they can then deliver the
County Councils corporate aims and objectives and priorities more quickly
and effectively and also as economically as possible.
Background.
The Legal Serices Unit (LSU) within the Law and Governance Directorate
currently has a time recording system which is stored in an Oracle
database which is now non-standard and may need future re-engineering to
maintain. The current Oracle database provides time management and
reporting functionality and does not currently have case management
provision. Case management functionality would significantly benefit not
only our current systems of working but would also afford benefits to
client departments in terms of access to information and position
statements. The current Oracle database is maintained by informal
agreement in-house. The resource is currently overburdened and this
reliance for development of the system has increased timescales for system
development and change. The current time recording system is not supported
by the Staffordshire ICT helpdesk. System problems are currently dealt
with by the Business Support Database Team in the LSU.
It should be noted that the current time recording system has been
developed to a high standard in terms of information management
functionality (as evidenced by shortlisting for the 2008 Law Society
Excellence Awards) and the LSU would seek proposals from service providers
regarding linkage of the CMS to existing LSU systems. Additionally a
partnership agreement borne out of any amalgamation or development of both
systems must be a consideration. As a minimum, the Legal Services Unit
must ensure a functional match between the new and old systems in order to
maintain full service delivery and Lexcel compliance.
CMS.
Broadly speaking the CMS should as a minimum provide the following:-.
A case centric focus.
A robust data model.
Automated business process flows.
Integrated reporting and analysis.
Built in document management.
Case history and audit trails.
Multiple integrated ports of entry.
Portal based access to case information (client/external party access).
Note the participation and process for this tender will be via the
electronic tendering portal located at www.staffordshire.alito.co.uk.
Please ensure you also refer to section VI.3 of this notice.
II.1.6) Common procurement vocabulary (CPV): 72000000, 72200000,
72250000, 72230000, 72610000.
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: Please note that there are no lots for
this contract. Options for contract extensions are detailed in 11 2.2.
The Council would like this contract to be made available to District
Councils, should these councils wish to join.
Estimated value excluding VAT:
Range: between 200 000 and 400 000 GBP.
II.2.2) Options: Yes.
Description of these options: The contract will be 5 years with possible
extensions of 3 year plus a 2 year term. Timetable to review the possible
extensions are 1 year before the 5 year termination date ( approx July
2014) for the 3 year term. For the 2 year term this will be 1 year before
the 3 year extension expires ( July 2017). The options will be exercised
at the discretion of the County Council. The value GBP 200 000 to GBP 400
000 is for the total 10 year contract.
Number of possible renewals: 2.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Starting:
9.7.2010. Completion: 8.7.2015.
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.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded: No special legal form is required by
the grouping of providers but each provider will be required to become
jointly or severally responsible for the contract before acceptance.
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.
Minimum level(s) of standards possibly required: 1. 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 GBP 5 million.
Employers Liability GBP 10 million.
Professional Indemnity GBP 2 million.
2. The organisation should be able to meet the requirements of CRB
enhanced disclosure.
3. The organisation should hold a Health and Safety Policy.
4. The organisation will allow the system to be delivered to other parties
that SCC may be in partnership or collaborative arrangements or access to
SCC computer systems.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met:
The organisation must pass the Security Questionnaire.
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 5.
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:
PC232.
IV.3.2) Previous publication(s) concerning the same contract: Prior
information notice
Notice number in OJ: 2009/S 39-056924 of 26.2.2009.
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: 21.12.2009 - 10:00.
Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
21.12.2009 - 10:00.
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: 21.12.2009 - 11:00.
Place: Staffordshire County Council.
Persons authorised to be present at the opening of tenders: yes.
Attendance is limited to members of the authority's staff.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT: Yes.
Estimated timing for further notices to be published: Should extensions be
granted, furhter notices will be issued 12 months prior to 31.3.2020.
Should extensions not be granted, further notices will be issued 12 months
prior to 31.3.2015 or 12 months prior to 31.3.2018.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU
FUNDS: No.
VI.3) ADDITIONAL INFORMATION: This is an electronic tender. All requests
for information to be sent through the electronic tendering portal and
messaging facility on the Proactis electronic tendering system. How to
register: -.
1. Instructions at http://www.staffordshire.gov.uk/business/procurement/
etendering/
2. Follow the link to Proactis E-Tendering
(http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS
then (new user) REGISTER links.
3. Complete the self-registration questions and click the Register button.
4. You will receive a confirmation e-mail with an authentication link
(this email may find its way to your trash/junk email account please
check).
5. Confirm the authentication and then login into Proactis suppliers-side.
6. Search the bulletin board for the tender(s) using key words, search
criteria etc.
7. Once found, click on the (blue) contract title to register interest
against an active tender.
8. Click the register button and then continue.
9. The tender will now be in the my tenders profile area on the main menu.
10. Find the READ ME FIRST document and continue with managing the tender.
If you require urgent assistance regarding the initial usage of the
eTendering package please contact the Contracting Authority
point-of-contact in Section I.1 of this notice. On failure to reach this
contact, please immediately email the nature of the difficulty to
sp@staffordshire.gov.uk.
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:
VI.5) DATE OF DISPATCH OF THIS NOTICE: 12.11.2009.


Staffordshire County Council, Stafford Procurement, Wedgwood Building,
Tipping Street, attn: Jenny Knights, UK-ST16 2DH Stafford. Tel. +44
1785854647. E-mail: jennifer.knights@staffordshire.gov.uk. Fax +44
1785854660.
(Supplement to the Official Journal of the European Union, 13.11.2009,
2009/S 219-315261)
RE: CPV: 72000000, 72200000, 72250000, 72610000.
IT services: consulting, software development, Internet and support.
Software programming and consultancy services.
System and support services.
Instead of: III.2.2) Economic and financial capacity:
Professional indemnity 2 000 000 GBP.
Read: III.2.2) Economic and financial capacity:
Professional indemnity 5 000 000 GBP.
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.
If you have any suggestions for updates/corrections for this notice, please let us know.