Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863352
E-mail: knibba@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: www.caerphilly.gov.uk
Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Public Protection Software Solution
Reference number: CCBC/PS1579/17/AK (RFX RQST11995)
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
The contracting authority requires an integrated Public Protection Software Solution to manage various functions that will integrate with current corporate solutions and provide a mobile platform working across all modules which are to include but are not limited to Environmental Health, Trading Standards, Licensing, Private Sector Housing and Waste Management. It is the intention of the contracting authority to award a contract for a period of five years with the option to extend for further periods of up to five years. The details and scope of the project are set out and defined by the Procurement Documents.
II.1.5) Estimated total value
Value excluding VAT:
1 200 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48100000
72212100
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Caerphilly County Borough.
II.2.4) Description of the procurement
Invitations are invited from suitably qualified individuals, collectives or organisations for the Provision of a Public Protection Software Solution for Caerphilly County Borough Council in accordance with the Invitation to Tender (ITT) documents including all information and documentation on the Proactis Plaza eTender portal (RFX RQST 11995).
The Council is looking for a solution that is able to Go Live on 01 April 2018 to coincide with the expiry of the Council's current contract.
General Functions of the software solution are to include:-
- Compliance with the Councils standard IT requirements for IT Data System purchases (as per the ITT documentation);
- Suitable provision for Environmental Health, Trading Standards, Licensing, Private Sector Housing and Waste Management;
- Ability to manage all types of incoming enquiries including the functionality to scan and attach various items of correspondence or multimedia;
- The solution must have integrated modules that utilise common functions such as road network, mapping system and mobile solution;
- Users Departments - Environmental Health, Trading Standards, Licensing, Private Sector Housing, Waste Management;
- National Land and Property Gazetteer (NLPG) Integration;
- Mobile solution with real-time updates to device required along with automatic update of back office systems. Offline capabilities are essential;
- Support and maintenance to be provided, along with associated training.
Please note the Council includes any successors in the exercise of its statutory functions, including (but not limited to) any Shared Services Arrangements or Collaborative Agreements or any new body created by the merger or re-organisation of the aforementioned.
The Council is committed to delivering joint collaborative contracts and agreements for the procurement of goods and services. The following contracting authorities may purchase via this procurement:
Blaenau Gwent County Borough Council;
Monmouthshire County Council;
Newport City Council;
Powys County Council; and
Torfaen County Borough Council.
The contracting authority is subject to the Freedom of Information Act 2000 and the Environmental Information Regulations 2004. All information received will be dealt with in accordance with the Act and information to which the Environmental Information Regulations apply will be dealt with in accordance with those Regulations.
The contracting authority reserves the right not to proceed or not to award a contract for the whole or any part of proposed procurement. Neither the contracting authority nor any person on whose behalf of whom this procurement is undertaken is to be liable for any costs incurred by those expressing an interest or tendering for this contract.
Interested parties should refer to the procurement documents for further information.
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:
1 200 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
The Council requires the option to extend for further periods for up to five years.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Other areas including but not limited to Private Water Inspections, Contaminated Land, Housing and Planning may require additional modules to be added throughout the contract period including for any participating body. Pricing will include for additional costs for development, consultancy, licenses, support, maintenance and training to facilitate aspirational and further development throughout the contract period to allow the Council to fulfil its functions.
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
The Procurement is intended to be administered via the Open Procedure as contained within the Public Contracts Regulations 2015. The contract will be let under the Council's terms and conditions as contained in the ITT Documentation.
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 per the Procurement Documents.
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.2) Conditions related to the contract
III.2.2) Contract performance conditions
The Core and Essential requirements of the solution are required to Go Live (fully functional) on 01 April 2018. Details of the performance conditions are set out in the procurement documents. These may include conditions relating to social, environmental and/or employment-related considerations.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
16/10/2017
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
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
Date:
16/10/2017
Local time: 12:00
Place:
Offices of Caerphilly County Borough Council
Information about authorised persons and opening procedure:
By duly Authorised Officers within the Council.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
During Quarter 3 and 4 of Year 2021 a decision will be made in regards to utilising the extension options of the contract term. If the extension years are not utilised then consideration will be given as to whether or not any new procurement process will be implemented.
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
YOU MUST FOLLOW THE INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER:
1.Log into the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login ;
2.Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11);
3.Enter your correct Organisation Name, Details and Primary Contact Details;
4.Make a note of the Organisation ID and User Name, click ‘Register’;
5.You will receive an email from the system asking you follow a link to activate your account;
6.Enter the information requested, click on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;
7.In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, only add CPV Codes specific to your organisation to your profile;
8.Buyer Selection-You need to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly to receive alerts to all relevant opportunities;
9.Read the terms and conditions of the use of the Supplier Portal and tick the box to denote you have read, understood and agree to abide by the terms. If you do not agree you cannot complete the registration process. Once agreed click on the blue arrow to move on to the next stage;
10.Insert a password for the admin user and repeat it. The password Must be between 6 and 50 characters in length and contain at least 2 number(s). Then select ‘Complete Registration’ and you will enter the Supplier Home page;
11.From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button;
12.Refresh your screen by clicking on the opportunities icon on the left hand side, to view the opportunity click the blue arrow;
13.Note the closing date for completion of the relevant project. To find all available documentation drop-down the ‘Request Documents’ option and click to download all documents;
14. You can now either complete your response or ‘Decline’ this opportunity.
All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via phone/email.
A supplier guide is available via the portal detailing how to use the Proactis Plaza system.
If you require assistance completing or submitting your tender, or general advice please contact Natasha Ford. 01443 863075; fordn@caerphilly.gov.uk or the procurement team on 01443 863161.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=70079.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
to include but not be limited to Supply Chain, Education, Community and Environmental Initiatives. Community Benefits for this arrangement are non-core and as such the Community Benefits Plan submitted in the tender process will not be scored as part of the contacting authority’s tender evaluation. However a response must be provided in order for the tender submission to be considered further. The contracting authority will monitor the Supplier’s delivery of Community Benefit outcomes at contract review meetings as appropriate.
(WA Ref:70079)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
Fax: +44 1443863167
Internet address(es)
URL: www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice
12/09/2017