Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Clwyd Alyn Housing Association
72 Ffordd William Morgan, St Asaph Business Park
St Asaph
LL17 OJD
UK
E-mail: pennaf@shawc.co.uk
NUTS: UKL13
Internet address(es)
Main address: http://www.pennafgroup.co.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA21673
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Business Systems Procurement
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the Competitive Dialogue Procedure is being used.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48000000
72000000
II.2.3) Place of performance
NUTS code:
UKL13
Main site or place of performance:
72 Ffordd William Morgan, St Asaph, Denbighshire. LL17 0JD
II.2.4) Description of the procurement
Clwyd Alyn Housing Association invites proposals from bidders for the provision of business systems and related services.
This tender process is being conducted through Competitive Dialogue in accordance with the Competitive Dialogue Procedure as set out under EU Directive(s) and the UK Public Contracts Regulations 2015; Clwyd Alyn is the contracting body for the purposes of this procurement.
Clwyd Alyn operates across 7 counties and manages more than 6,000 homes, serving a wide range of housing needs.
Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the Competitive Dialogue Procedure is being used. This will enable requirements and potential solutions to be better understood and refined as the procurement continues through the Competitive Dialogue ITPD stages.
The current position, in relation to the replacement and review of systems, can be summarised as follows
REPLACE:
Universal Housing
Contact Manager and EDRM
REVIEW / INTEGRATE / REPLACE?
Mobile Working
Kypera
Promaster
MAVIS
RAM
IMPROVE
Performance and Management Reporting
Complaints and Residents Self-Service
Data Coherence
REVIEW INTEGRATION
Property Development
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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:
We envisage there could be up to two renewals each of which would be 12 months. A decision to renew will be based on acceptable performance of both the implemented solution and the services provided during the initial term
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This is detailed 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:
Potentially yes, these have been described in the Long description. The options will be determined during the competitive dialogue process.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
The minimum level of economic and financial standing and / or the minimum financial threshold will be assessed by Clwyd Alyn by performing a credit check.
In addition to the above, bidders must self-certify that they have or will obtain before the contract commences minimum insurance cover levels as detailed below.
Minimum level(s) of standards required:
FINANCIAL CHECKS
A score of average (or its equivalent) or above will be classed as a pass; anything below average (or its equivalent) will be a fail.
MINIMUM INSURANCE LEVELS
Employer’s (Compulsory) Liability Insurance = 5 million GBP
Public Liability Insurance = 5 million GBP
Professional Indemnity Insurance = 5 million GBP
Product Liability Insurance = 5 million GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria:
The following technical questions are Pass / Fail Requirements.
Minimum level(s) of standards required:
1. Please confirm that the proposed solution can be seamlessly integrated with Office 365 and Pennaf’s other core business systems through a published set of APIs.
2. Please confirm that the proposed solution is accessible from any location and on any device type without the need for any thin client solution to distribute the application to desktop users to make it performant.
3. Please confirm that the proposed solution has a responsive design which works on any mobile device.
4. If the solution you are proposing is not SaaS and needs to be installed on-premise / hosted, then please confirm that the backend database is only Microsoft SQL.
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive dialogue
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.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
28/01/2019
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
31/01/2019
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)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(WA Ref:88053)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
Clwyd Alyn Housing Association
72 Ffordd William Morgan, St Asaph Business Park
St Asaph
LL17 OJD
UK
Telephone: +44 08001835757
Internet address(es)
URL: http://www.pennafgroup.co.uk
VI.5) Date of dispatch of this notice
17/12/2018