CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Supply, Installation, Licenses & Ongoing Support & Maintenance of Local Development Plan Solution

2.2

Description of the goods or services required

Caerphilly County Borough Council are seeking tender responses from suitable companies to commission a software system in the form of a Local development Plan (LDP) Database Solution including any applicable licenses including on-going support and maintenance. The arrangement is a collaborative arrangement lead by Caerphilly CBC for three Local Authorities as follows:-

Caerphilly County Borough Council

Vale of Glamorgan Council

Rhondda Cynon Taf County Borough Council (hereafter referred to as the “Councils”).

The Councils currently utilise a variety of Software systems for the Local Development Plan Solution. The Vale of Glamorgan Council adopted its Local Development Plan (LDP) in 2017 and this covers the period 2011 – 2026. It is anticipated that the Vale of Glamorgan Council will commence Plan review in June 2021. Caerphilly County Borough Council, Rhondda Cynon Taf County Borough Council have all commenced work on their Replacement LDPs.

It is the Councils intention to procure a new bespoke software solution that will be used by all three Councils for the purpose of the Statutory Local Development Plan and will replace all systems that are currently in use. The Solution needs to be a robust and reliable software system as it is fundamental to fulfilling the administrative needs of the Councils throughout the LDP process. System support will be required throughout the replacement plan preparation process.

The evaluation criteria for this arrangement is

Essential Criteria Pass/Fail

Quality 90%

Price 10%

The evaluation shall be undertaken in three stages

First Stage - Compliance Questions (Pass/Fail)

Second Stage - Tender Response (Scored)

Third Stage - Technical/ System Demonstration (Scored)

The Council requires bidders to tender based on the following two (2) options:-

Option 1 – On Premise

Option 2 – Cloud base

Bidders can choose to tender for option 1 or option 2 or both options, however the Council shall reserve the right to award either the On Premise or Cloud based Technology solution, which could include a mix of On Premise and Cloud based Technology solution following evaluation of whichever solution best suits the Councils. Full details can be found in the ITT

Full details can be found in the ITT

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=110711.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

It is the Councils intention to procure a new bespoke software solution that will be used by all three Authorities for the purpose of the Statutory Local Development Plan and will replace all systems that are currently in use. The Solution needs to be a robust and reliable software system as it is fundamental to fulfilling the administrative needs of the Councils throughout the LDP process. System support will be required throughout the replacement plan preparation process.

The contract shall be for a period of four (4) years with the option to extend for a further period of up to Thirty Six (36) months which will be renewable on an annual basis.

It is important to note that each of the Councils reserves the right to exercise the option to extension on a periodic basis e.g. a twelve (12) monthly intervals; however this will not exceed the full thirty six (36) month extension option. One, Two or all three Councils may take up the optional extension period. The contract will be awarded to a single supplier.

All maintenance schedules are defined in The ITT.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Full details of the tender process can be found within the ITT.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2060/21/RG

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE

INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering system.

Therefore, companies are invited to follow the following directions to register on the system:

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the

"Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me

Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

(WA Ref:110711)

5.2

Additional Documentation

5.3

Publication date of this notice