Services - 10452-2019

09/01/2019    S6    - - Services - Contract notice - Negotiated procedure 

United Kingdom-Reading: Data management services

2019/S 006-010452

Contract notice – utilities

Services

Legal Basis:

Directive 2014/25/EU

Section I: Contracting entity

I.1)Name and addresses
Thames Water Utilities Limited
Procurement Support Centre — 3rd Floor East, C/O Mail Room, Rose Kiln Court
Reading
RG2 0BY
United Kingdom
E-mail: procurement.support.centre@thameswater.co.uk
NUTS code: UKJ11

Internet address(es):

Main address: www.thameswater.co.uk

I.2)Information about joint procurement
I.3)Communication
Access to the procurement documents is restricted. Further information can be obtained at: https://www.thameswater.co.uk/procurement
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.thameswater.co.uk/procurement
Tenders or requests to participate must be submitted to the abovementioned address
I.6)Main activity
Water

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Information and Data Management

Reference number: FA1408
II.1.2)Main CPV code
72322000
II.1.3)Type of contract
Services
II.1.4)Short description:

Thames Water Utilities Ltd (TWUL) are looking to award a long term contract to a supplier(s) to provide a nearshore/offshore team who will be responsible for managing the day-to-day operations by utilising a Business Process Outsourcing (BPO) model.

Our requirement are grouped into four areas of work:

Lot 1: Master Data Management: validation of data, preparation and load into SAP as part of the data change lifecycle for TWUL assets and its associated maintenance plans;

Lot 2: Reporting services: production of various operational performance data, also provided is asset management serviceability daily to monthly reporting requirements;

Lot 3: GIS (Geographic Information System) Updates: translation and audit of network affiliated GIS updates;

Lot 4: Asset Data Capture including GETMaps (gas, electricity and telecoms maps): maintenance of CAD drawings and maintenance of site and other utility information into corporate systems.

II.1.5)Estimated total value
Value excluding VAT: 10 120 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 4
II.2)Description
II.2.1)Title:

Master Data Management

Lot No: 1
II.2.2)Additional CPV code(s)
72322000
II.2.3)Place of performance
NUTS code: UKI
NUTS code: UKJ
Main site or place of performance:

Whole of TW Region.

II.2.4)Description of the procurement:

Validation of data, preparation and load into SAP as part of the data change lifecycle for TWUL assets and its associated maintenance plans.

The supplier shall provide a service team that are suitably trained, qualified, skilled and experienced to deliver the services and to:

— maintain a high quality of asset and work master data in SAP,

— provide accurate plans for data preparation activities,

— develop high quality designs for data changes (according to the example templates provided in the PQQ) working with Thames Water to effectively translate business requirements into data change definitions,

— prepare accurate data load files, based on the designs done during data preparation,

— escalate issues to the Work and Asset Information team,

— determine root cause for failures and agree preventive actions with the Work and Asset Information team,

— demonstrate innovation in service delivery and efficiency during the course of the contract, and contribute to and support innovation initiated by Thames Water,

— meet and report performance against the defined service levels,

— apply best practice approaches,

— provide scalability and flexibility for growth, reduction and significant technology change,

— contribute to commercial and technical justification for all infrastructure investment.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 2 560 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 9
Objective criteria for choosing the limited number of candidates:

As stated in the procurement documents.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Reporting Services

Lot No: 2
II.2.2)Additional CPV code(s)
72322000
II.2.3)Place of performance
NUTS code: UKI
NUTS code: UKJ
Main site or place of performance:

Whole of TW Region.

II.2.4)Description of the procurement:

Production of various operational performance data, also provided is asset management serviceability daily to monthly reporting requirements.

The Wholesale Shared Services (WSS) Reporting Team provide Performance and Regulatory Reporting for the Wholesale Water and Wholesale Wastewater businesses from both an Asset Management and Operations performance aspect. These reports range from Daily to Annual reports.

They enable the business to better understand periodic performance and support them to make Asset Investment decisions and manage operational performance, as well as providing vital reporting to populate regulatory reports such as annual return tables and Periodic Review tables.

Report specifications and process documentation will be provided to the offshore partner along with comprehensive onshore and possible offshore training provision provided by the current WSS Reporting Management team.

The work to be carried out will utilise SAP, SAP Business Objects, Business Objects Report Smart, Enterprise Content Management (ECM), Microsoft Office Applications (Excel, Access, PowerPoint, Outlook, Word), Netbase 6, and Equis, and require engagement across business stakeholders to support report production.

Therefore there is an expectation that the offshore team have an engaging and proactive style to support customer expectations providing reports within the agreed SLAs and to a required quality.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 2 640 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 9
Objective criteria for choosing the limited number of candidates:

As stated in the procurement documents.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Geographic Information System (GIS) Updates

Lot No: 3
II.2.2)Additional CPV code(s)
72322000
38221000
II.2.3)Place of performance
NUTS code: UKI
NUTS code: UKJ
Main site or place of performance:

Whole of TW Region.

II.2.4)Description of the procurement:

Translation and audit of network affiliated GIS updates. Thames Water has implemented ESRI GIS as its corporate GIS tool. The scope of the GIS Update services is to maintain the water & wastewater asset data in GIS.

The Supplier will process information from Thames Water detailing the condition, location and attribution of Assets. The Supplier will be required to input this information (an update) on to Thames Water’s corporate asset based GIS.

From the supplied information the Supplier will be required to undertake the following activities:

— record new or modified Assets and related boundaries;

— track and maintain the status update of Assets and l related boundaries;

— correction of erroneous data introduced by the Supplier during an update;

— maintenance of documentation detailing how updates will be processed (data specifications);

— complete QA/QC checks for the data update activities undertaken by the Supplier and designated Thames Water contractors;

— maintain Update Trackers and provide reports/audits to Thames Water on the activity undertaken.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 4 300.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 9
Objective criteria for choosing the limited number of candidates:

As stated in the procurement documents.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Asset Data Capture — Updates to Key Site Documents

Lot No: 4
II.2.2)Additional CPV code(s)
72322000
72313000
II.2.3)Place of performance
NUTS code: UKI
NUTS code: UKJ
Main site or place of performance:

Whole of TW Region.

II.2.4)Description of the procurement:

Asset Data Capture including GETMaps (gas, electricity and telecoms maps).

Maintenance of CAD drawings and maintenance of site and other utility information into corporate systems.

Key Site Documents (KSDs) are held in Asset Doc, with a sub-set also held in SharePoint.

Asset Doc is a specific and customised WebTop within Thames Water’s ECM tool, Documentum, to meet the needs of managing TWUL Key Site Documents for above-ground sites. It has metadata (information or properties) associated to all folders and documents.

The CAD drawing source files are currently stored on the “CAD file server” with Key Site Drawings (renditions) published into Asset Doc. Thames Water is currently migrating the CAD drawings to a new primary repository (ProjectWise); to be completed by end of Q2 2019.

Information is received on specific documents to be added or amended such as CAD Drawings, site information, schematics, surveys etc. These are required to be published into Asset Doc, SharePoint and ProjectWise as appropriate with compliant naming conventions.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 620 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 9
Objective criteria for choosing the limited number of candidates:

As stated in the procurement documents.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

As detailed in the PQQ.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.4)Objective rules and criteria for participation
List and brief description of rules and criteria:

As detailed in the PQQ Documentation.

III.1.5)Information about reserved contracts
III.1.6)Deposits and guarantees required:

Bonds and/or parent company guarantees of performance and financial standing may be required.

III.1.7)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Specified in the invitation to negotiate.

III.1.8)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortia may be required to form a legal entity prior to award.

III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

As detailed in the ITN.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Negotiated procedure with prior call for competition
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 4
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 22/01/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Between 3 and 8 years.

VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

All suppliers who wish to respond to this notice must request a Pre-Qualification Questionnaire (PQQ) by using the link in Section I.3) of this notice, i.e.: https://www.thameswater.co.uk/procurement

VI.4)Procedures for review
VI.4.1)Review body
Thames Water Utilities Ltd
Reading
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Thames Water Utilities Ltd will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.

The Utilities Contracts Regulations 2016 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).

VI.4.4)Service from which information about the review procedure may be obtained
Thames Water Utilities Ltd
Reading
United Kingdom
VI.5)Date of dispatch of this notice:
07/01/2019