Modification notice
Modification of a contract/concession during its term
Section I: Contracting
entity
I.1) Name and addresses
Chwarae Teg
1st Floor Anchor Court, Keen Road
Cardiff
CF24 5JW
UK
Telephone: +44 2920462745
E-mail: Tenders@chwaraeteg.com
NUTS: UKL22
Internet address(es)
Main address: http://www.cteg.org.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0901
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
AN2025 Support Contract & Development Call-Off Contract for Dynamics 365 System
Reference number: AN2025
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.2) Description
II.2.2) Additional CPV code(s)
72250000
72253200
72261000
72315000
72600000
72610000
72611000
48610000
48612000
72212600
72212610
72320000
II.2.3) Place of performance
NUTS code:
UKL22
Main site or place of performance:
Cardiff or Treforest (South Wales, UK)
II.2.4) Description of the procurement
Chwarae Teg is looking for a D365 service partner that cannot only support our D365 system both currently and in the future, but that will also add value through proactive recommendations and enhancements that will support Chwarae Teg’s future strategy and growth.
The requirements set out in the following sections are intended to allow the Supplier to demonstrate its ability to support and potentially develop Chwarae Teg’s D365 system in a competent way and also its ability to recommend enhancements and new solutions where directed.
Chwarae Teg is looking for a solution that:
- Is easy to manage both commercially and operationally. From a commercial perspective this means providing Chwarae Teg with clear upfront pricing for any potential development work which allows accurate budgeting over the term of the Contract.
- From an operational perspective, this means the Supplier acting as single point of contact for all of Chwarae Teg’s D365 requirements and management third party providers.
- Delivers requirements quickly and efficiently. Current and future requirements must be implemented within the timescales set out by Chwarae Teg, with minimal disruption to Chwarae Teg’s operating environment (sometimes requiring out of normal business hours support), and together with all necessary processes, documentation and training.
- Are flexible with respect to future requirements and service options. Chwarae Teg must not be limited in respect of additions or amendments to the solution except as provided in the contract.
- Is cost-effective both at the start of the Contract and as the service grows.
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start:
01/08/2019
End:
30/06/2020
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Section IV: Procedure
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 156-385847
Section V: Award of contract/concession
Contract No: AN2025
Title: AN2025 Support Contract & Development Call-Off Contract for Dynamics 365 System
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
01/08/2019
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor/concessionaire
Ashton Court Group Ltd
Thorpewood Management Centre, Blisworth Road, Courteenhall
Northampton
NN72QB
UK
Telephone: +44 1604864781
NUTS: UKF2
The contractor/concessionaire is an SME:
Yes
V.2.4) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot:
/concession: 106 204.00
GBP
Section VI: Complementary information
VI.3) Additional information
(WA Ref:102847)
VI.4) Procedures for review
VI.4.1) Review body
Wales European Funded Office
Merthyr Tydfil
UK
Internet address(es)
URL: http://www.cteg.org.uk
VI.5) Date of dispatch of this notice
13/07/2020
Section VII: Modifications to the contract/concession
VII.1) Description of the procurement after the modifications
VII.1.1) Main CPV code
72250000
VII.1.2) Additional CPV code(s)
VII.1.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Cardiff
VII.1.4) Description of the procurement
It is anticipated that only the value will be modified and the increase in price will not exceed 50 percent of the original contract award value of 106,204GBP
The extended contract will secure the continuation of development work, which are vital to the daily operations of Chwarae Teg.
The increase in price will not exceed 50 percent of the original contract award value of 106,204GBP
We currently have 48 hours of support remaining within the contract – if the support hours are exceeded, Chwarae Teg – the modification will be within the 50% threshold.
Support 6,204 GBP
Development 100,000 GBP
VII.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start:
01/08/2019
End:
31/12/2020
VII.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the procurement: 109 306.00 GBP
The contract/concession has been awarded to a group of economic operators:
No
VII.1.7) Name and address of the contractor/concessionaire
Ashton Court Group Ltd
Thorpewood Management Centre, Blisworth Road, Courteenhall
Northampton
NN72QB
UK
NUTS: UKF2
The contractor/concessionaire is an SME:
No
VII.2) Information about modifications
VII.2.1) Description of the modifications
Following the Cabinet Office’s Procurement Policy Note – responding to Covid-19, this contract is being modified in accordance with Regulation 72.1.c. of the Public Contracts Regulations 2015. The modification will extend the contract for the Support Contract and Development Call-Off Contract for Dynamics 365 for up to 6 months from 30.06.2020.
VII.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
To change providers during the Covid-19 pandemic:
Would not allow us to develop a supplier relationship with the new provider (social distancing, self-isolation, lock-down etc.)
Availability of suppliers due to potential suppliers closed during this period or staff on furlough implement/transition to new provider would disrupt the organisation (lockdown, risk of staff depletion to evaluate and implement due to Covid-19 outbreak, change control, knowledge transfer etc.)
There are time critical development needs at present with the new profile (July 2020) within the current the contract which require an in-depth understanding of the organisation and our D365 set-up, and at this moment in time, there is a risk of not finding the right supplier.
We need to respond to the Covid-19 consequences immediately and this contract can provide the required outcomes.
VII.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications and price adaptions and, in the case of Directive 2014/23/EU, average inflation in the Member State concerned)
Value excluding VAT: 106 204.00 Currency: GBP
Total contract value after the modifications
Value excluding VAT: 109 306.00 Currency: GBP