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Notice Details

Title: Business Systems Procurement
Published by: ClwydAlyn Housing
Publication Date: 19/12/2018
Deadline Date: 28/01/2019
Deadline Time: 12:00
Notice Type: 02 Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: 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.
CPV: 48000000, 48000000, 72000000.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

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


Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
23/01/2019 10:05ADDED FILE: Enghouse Integration Details

The following attachment provides a brief overview of the Enghouse Integration Options.
Main Contact: pennaf@shawc.co.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
72000000IT services: consulting, software development, Internet and supportComputer and Related Services
48000000Software package and information systemsComputer and Related Services

Delivery Locations

Delivery Locations
IDDescription
1017Bridgend and Neath Port Talbot
1022Cardiff and Vale of Glamorgan
1015Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1013Conwy and Denbighshire
1020East Wales
1023Flintshire and Wrexham
1016Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1012Gwynedd
1011Isle of Anglesey
1021Monmouthshire and Newport
1024Powys
1014South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1018Swansea
1000WALES
1010West Wales and The Valleys

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
19/12/2018 Pennaf SSQ Standard Supplier Questionnaire70.37 KB28
19/12/2018 Pennaf Business Systems Procurement and Implementation ITPD1 v1 ITPD 12.53 MB37
23/01/2019 UK CRM_Integration Brochure The following attachment provides a brief overview of the Enghouse Integration Options.506.71 KB14

Replaced Documents

There are no previous versions of these documents

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