Services - 187480-2015

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30/05/2015    S103    Services - Contract notice - Competitive dialogue 

United Kingdom-Kendal: Software package and information systems

2015/S 103-187480

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: South Lakeland District Council
Postal address: South Lakeland House, Lowther Street
Town: Kendal
Postal code: LA9 4DH
Country: United Kingdom
For the attention of: Mrs Karen Crump
E-mail: karen.crump@southlakeland.gov.uk
Telephone: +44 1539793145

Internet address(es):

General address of the contracting authority: http://www.southlakeland.gov.uk/

Electronic access to information: https://www.the-chest.org.uk

Electronic submission of tenders and requests to participate: https://www.the-chest.org.uk

Further information can be obtained from:
Official name: South Lakeland District Council
Postal address: South Lakeland House, Lowther Street
Town: Kendal
Postal code: LA9 4DH
Country: United Kingdom
For the attention of: Mrs Karen Crump
E-mail: karen.crump@southlakeland.gov.uk
Telephone: +44 1539793145

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:
Official name: South Lakeland District Council
Postal address: South Lakeland House, Lowther Street
Town: Kendal
Postal code: LA9 4DH
Country: United Kingdom
For the attention of: Mrs Karen Crump
E-mail: karen.crump@southlakeland.gov.uk
Telephone: +44 1539793145

Tenders or requests to participate must be sent to:
Official name: South Lakeland District Council
Postal address: South Lakeland House, Lowther Street
Town: Kendal
Postal code: LA9 4DH
Country: United Kingdom
For the attention of: Mrs Karen Crump
E-mail: karen.crump@southlakeland.gov.uk
Telephone: +44 1539793145

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

Official name: South Lakeland District Council
Postal address: South Lakeland House, Lowther Street
Town: Kendal
Postal code: LA9 4DH
Country: United Kingdom

Official name: Eden District Council
Postal address: Town Hall
Town: Penrith
Postal code: CA11 7QF
Country: United Kingdom

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Provision of Digital Services and a new Development Control, Building Control and Land Charges System.
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

NUTS code UKD1

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)
This is a joint procurement exercise between South Lakeland Council and Eden District Council for software and services that will enable both Councils to deliver the requirements of their customer contract strategy. Both council are seeking to procure a comprehensive solution to integrate a range of back office systems with its website and Customer Relationship Management (CRM) system. The scope of work will include replacing the Development Control, Building Control and Land Charges systems; replacing the Web Content Management System and delivering a web site that is fully integrated with the CRM/citizen portal solution where transactions are recorded; replacing the CRM system with a solution that is integrated into the transactional web site and citizen portal solution, recording and displaying all customer transactions, integrating with the Environmental Health System with an ability to send data so that the work can be progressed by service teams involved in mobile working; integrating with the Revenues and Benefits System to enable online citizens to access council tax bills and other council forms; integrating with the document management system; integrating with payment systems at the 2 Councils; and the solution will be agile and flexible to enable the rapid migration of services and processes into the new solution as reviews of other service areas are undertaken. The solution will facilitate the Councils to become more efficient by having digitally enabled services available online which makes it easier for customers to do business with the Councils. Bidders should note that although the 2 Councils have both confirmed outline approval for the project, any award of the contracts following this procurement exercise are subject to final approval by each of the Councils, which may not be possible if the indicative contract value is exceeded.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72000000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)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:
This is a joint procurement exercise between South Lakeland Council and Eden District Council for software and services that will enable both Councils to deliver the requirements of their customer contract strategy. Both council are seeking to procure a comprehensive solution to integrate a range of back office systems with its website and Customer Relationship Management (CRM) system. The scope of work will include replacing the Development Control, Building Control and Land Charges systems; replacing the Web Content Management System and delivering a web site that is fully integrated with the CRM/citizen portal solution where transactions are recorded; replacing the CRM system with a solution that is integrated into the transactional web site and citizen portal solution, recording and displaying all customer transactions, integrating with the Environmental Health System with an ability to send data so that the work can be progressed by service teams involved in mobile working; integrating with the Revenues and Benefits System to enable online citizens to access council tax bills and other council forms; integrating with the document management system; integrating with payment systems at the 2 Councils; and the solution will be agile and flexible to enable the rapid migration of services and processes into the new solution as reviews of other service areas are undertaken. The solution will facilitate the Councils to become more efficient by having digitally enabled services available online which makes it easier for customers to do business with the Councils. Bidders should note that although the 2 Councils have both confirmed outline approval for the project, any award of the contracts following this procurement exercise are subject to final approval by each of the Councils, which may not be possible if the indicative contract value is exceeded.
Estimated value excluding VAT: 1 700 000 GBP
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
Duration in months: 84 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Details to be confirmed during the competitive dialogue stage.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details to be confirmed during the competitive dialogue stage.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Details to be confirmed during the competitive dialogue stage.
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
Information and formalities necessary for evaluating if the requirements are met: As detailed in the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: As detailed in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As detailed in the Pre-Qualification Questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons 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
competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: As detailed in the Pre-Qualification Questionnaire: Economic and Financial Standing (30 %) Equality and Diversity (10 %) Technical and Professional Ability (60 %).
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)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:
0220
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: 30.6.2015 - 19:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
30.6.2015 - 19:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
21.7.2015
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
in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 1.12.2015 - 19:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Tender bids will be opened electronically via ‘The Chest’ e-tendering portal by the Assistant Director Policy and Performance or his deputy.

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:
27.5.2015