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
Contact person: Derek Morris
Telephone: +44 1443863195
E-mail: morrid@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: http://www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
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 to the abovementioned address
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
Supply & Implementation of a Caerphilly CBC Corporate Digital Platform
Reference number: CCBC/PS2448/23/DM
II.1.2) Main CPV code
48510000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Caerphilly County Borough Council are seeking expressions of interest from suitably qualified organisations to work has a partner in Supplying and Implementing a new Corporate Digital Platform into the Authority.
The Council has identified six (6) key areas of functionality that are an essential requirement for this procurement and the successful provider must be capable of providing all six (6) of these areas within their own platform.
The Council will not consider any bids that cannot provide all six (6) of the key areas of functionality on their own platform and any bids received that fail to meet this requirement, will be considered non-compliant and excluded from the process.
The six (6) key areas of functionality required are as follows:
Website Content Management – The suppliers platform must be capable of managing the Council’s corporate website and be the touchpoint for customers accessing services online. The new platform will replace the use of the existing third party Content Management System currently in place in the Council.
Electronic Forms – The suppliers platform must be capable of building online forms to capture service requests from customers. These forms will be accessible through the Council’s Corporate Website and the Customer Relationship/Contact Management interface supplied as part of the solution. The new platform will replace several existing third party and in-house solutions for building online forms.
Workflow/Business Process Flow and Case Management - The suppliers platform must be capable of providing the Council with the ability to control the flow of service request information through its lifecycle. This will include delivery to back-office staff and systems.
System Integration – The suppliers platform must be capable of providing the Council with the ability to feed information, in both directions, between the solution and other third-party/in-house systems and data sources.
Customer Relationship/Contact Management – The suppliers platform must be capable of providing an interface for use by customer advisors when assisting customers contacting the Council with a service request or service request query. The new platform will replace the existing in-house solution.
Mobile Worker – The suppliers platform must be capable of providing the Council with the ability for workers in the field to receive and action service requests via their mobile device.
II.1.5) Estimated total value
Value excluding VAT:
1 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48510000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
Caerphilly County Borough Council
II.2.4) Description of the procurement
The Supply & Implementation of a Caerphilly County Borough Council Corporate Digital Platform tender process is being undertaken in accordance with the Public Contract Regulations (PCR) 2015 and via the Competitive Procedure with Negotiation (Regulation 29) process.
The first stage of the process requires bidders to submit their response to the Councils Selection Criteria Questionnaire(SCQ) and the evaluation of this stage of the process will be evaluated based on both Pass/Fail and Scored criteria.
Bidders must pass all Pass/Fail questions in order to be considered further. A fail will result in the bidder being disqualified and their submission will not be considered further.
The top scoring Five (5) organisations identified following the evaluation of the Selection Criteria stage of the exercise will proceed to the Invitation to Participate in Negotiation (ITPN) stage of the process. In the event that the fifth placed scores are tied, those organisations in joint fifth place will also proceed to the (ITPN) stage.
The top scoring Five (5) organisations invited to the Invitation to Participate in Negotiation stage will be invited to attend 121 briefing/clarification meetings prior to the initial tender documents being issued.
The Council reserves the right to award the contract following the receipt and evaluation of the initial tender responses, although if further negotiation is required further iterations of the tender documents may be issued to all of the bidders who qualified through to the Invitation to Participate in Negotiation stage until the contract is awarded to one winning provider.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 70
Price
/ Weighting:
30
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 contract will have an option to extend for up to a further period of sixty (60) months
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:
The first part of the evaluation process will consist of the evaluation of the bidders response to the Council's Selection Criteria Questionnaire document.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
No
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
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
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
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.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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:
04/07/2023
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
04/07/2023
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
Tender must be valid until:
04/03/2024
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
The procurement is to be processed in accordance with the Public Contract Regulations 2015 (the Regulations) in accordance with the Competitive Procedure with Negotiation Procedure - Regulation 29.
Bidders must express an interest in this process by completing the following:
1.Log in to 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.Please make a note of the Organisation ID and User Name, then click ‘Register’.
5.You will then receive an email from the system asking you to follow a link to activate your account.
6.Please enter the information requested, clicking 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 please ensure that you select the Product Classification Codes (CPV Codes) that
appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your
profile.
8.Buyer Selection. At this stage you are required to indicate which Buyer Organisations you would like to
register with. Please remember to register with Caerphilly to ensures that you will be alerted to all relevant
opportunities.
9.Terms & Conditions. Read the terms & conditions of the use of this Supplier Portal and tick the box to denote
you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot
complete the registration process.
Once you have 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. It must contain at least 2 number(s). Once completed 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 located 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 please
dropdown the ‘Request Documents’ option and click to download all documents.
14.You can now either complete your response or ‘Decline’ this opportunity
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=130732.
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:
The Community Benefits/Social Value required in this contract shall be included in the Invitation to Participate in the Negotiation stage of the process documents.
(WA Ref:130732)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
01/06/2023