Reading Borough Council: Leisure Services Customer Relationship Management System

UK-Reading: Software package and information systems.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Reading Borough Council
      Corporate Procurement Unit, Civic Offices, Reading, RG1 2LU, United Kingdom
      Tel. +44 1189375071, Email: ben.stanesby@reading.gov.uk, URL: www.reading.gov.uk
      Contact: Reading Sport and Leisure, Attn: Ben Stanesby
      Electronic Access URL: https://www.businessportal.southeastiep.gov.uk/sece/opportunity.nsf/fcontent?ReadForm&requesttype=viewcontract®ion=&authority=ORG-DNWA-7BSKBT&docid=OS-DNWA-9TWJFS&sd=&stype=&rv=authority&start=1&count=10&contentid=1.003

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Regional or local authority

   I.3) Main activity:
      General Public Services

   I.4) Contract award on behalf of other contracting authorities:
      The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Leisure Services Customer Relationship Management System
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 7

         Region Codes: UKJ11 - Berkshire         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Software package and information systems. Industry specific software package. Inventory management software package. Billing system. Sales or marketing software package. Ticket-issuing machines. Reading Borough Council is looking to replace its current Leisure CRM with a customer and user friendly thatwill significantly improve customer service and reduce required administrative supported is anticipated that thereplacement CRM system will increase the speed with which customers are able to access facilities. We areexpecting between 60 % and 80 % of customers to use either on-line or automated point of sale (POS) alongwith an increase in satisfaction with service. The key areas we are expecting the system to provide are: —Reception (bookings and admissions) — Memberships — Classes and courses — Reporting and analysis —Marketing — RSL's finances (invoicing, direct debits, chip and pin and tills) — Web and mobile platform online class booking and membership applications — Self-service admissions — Support building operations (e.g.scheduling and recording statutory checks).
         
      II.1.6)Common Procurement Vocabulary:
         48000000 - Software package and information systems.
         
         48100000 - Industry specific software package.
         
         48430000 - Inventory management software package.
         
         48444100 - Billing system.
         
         48481000 - Sales or marketing software package.
         
         30144200 - Ticket-issuing machines.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): No       
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: Yes    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      Not Provided                  
         Estimated value excluding VAT:
         Range between: 120,000 and 180,000
         Currency: GBP
               
      
      II.2.2)Options: Yes
         If yes, description of these options: The contract will be for an initial term of 4 years. After the first four years the contract will become an annual rolling contract for up to six (6) further years.       
      If known, Provisional timetable for recourse to these options:
                  
         Duration in months: 48 (from the award of the contract)
                            
         II.2.3)Information about renewals:
            This contract is subject to renewal: No          
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 120 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other formsof appropriate security.
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      As defined in the Tender and Contract Documents.
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      No special legal form will be required. In the case of organisations applying as a consortium or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shallbe jointly and severally responsible for the performance of the contract.
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: No       
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         As stated in the ITT documents         
         Minimum Level(s) of standards possibly required:
         As stated in the ITT documents
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         As stated in the ITT documents         
         Minimum Level(s) of standards possibly required:
         As stated in the ITT documents      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: No       
      III.3.2)Staff responsible for the execution of the service:
         Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: No
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Open
   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

      IV.2.2)Information about electronic auction:
         An electronic auction will be used: No       

   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: SC149      
      IV.3.2)Previous publication(s) concerning the same contract: Yes
         Prior information notice
            Notice number in OJEU: 2014/S 249 - 442070 of 27/12/2014
               
         Other previous publications: No                

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 24/03/2015
      Time-limit for receipt of requests for documents or for accessing documents: 12:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 25/03/2015
         Time: 12:00      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         
      IV.3.7)Minimum time frame during which the tenderer must maintain the tender
         Duration in days: 180
      
      IV.3.8)Conditions for opening tenders
         Date: 26/03/2015
         Time: 14:00
         Place:
         Civic Offices, Reading RG1 2LU
         Persons authorised to be present at the opening of tenders: Yes
            Managing Director or his/her representative, and the Service Head or Project Officer responsible for the invitation of the tenders or his/herrepresentative and the leader or Lead Councillor nominated by the Leader.


Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: No
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: No       
   VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.To access and download the tender documents go to the South East Business.Portal: www.businessportal.southeastiep.gov.uk1. Click on the Supplier Registration link in the menu (please note that Officer Registration is for South Eastlocal authority officers only).2. Follow the Supplier Registration Wizard and complete the form. Anything marked with an asterisk (*) isrequired information.Refer to the Help box on the right hand side for any areas that are unclear. If that doesn't help and youcontinue to encounter problems, click the icon on the top right and this will signpost you to the appropriatesupport,depending on the nature of your query.Please make sure you do not include a space after your username as this may cause problems when you try tolog in and register against opportunities later on.3. You will be asked to select the goods or services your company supplies. Select from the dropdown list.You may select as many categories as you wish. The portal uses the ProClass categories. ProClass is designedto be a broad categorisation method and as such you may not necessarily find an exact match for the goods orservices you supply. You are able to select multiple categories when registering, so it is recommended that youselect all those that may provide details of opportunities that your company may be interested in expressing aninterest against. Please refer to the Quicklinks box on the homepage for further information about ProClass. The category you are looking for may not be in the most obvious place to you, for example, look underFacilities& Management Services for categories such as Advertising, PR, Print and Travel. Register underWorks -Buildings Maintenance for services such as Asbestos Removal.You may also remove categories at this stage if you select the wrong one by mistake.4. Next you will be asked to select the geographical areas and councils you wish to work with. You mayselect the whole of the south east region, one or more sub region(s), which is our term for county areas, orby individual council(s) if you only want to work within (a) specific area(s). However many you choose is up toyou.The SEBP is free to use regardless of the area(s) you wish to cover.5. Next you will be asked to agree to the Terms & Conditions and Privacy Policy. This is for your own benefit andyou can open up the items to read them before agreeing to them. They are really there to provide you with theassurance that your data will not be shared with any 3rd party.6. You will see a summary of your registration, which you can amend any part of, by clicking the small editicon on the right of each box. Once you are satisfied that all of the information is correct, click on ‘SubmitRegistration' button.You will see the following message:You have successfully completed all of the registration details.Your application is successful and you will shortly receive the following:— Email containing your username;— Email containing your initial password.If you have expressed interest in an opportunity at the same time as registering you will see an additionalbullet point informing you that you will also receive an email to confirm that you have expressed interest in theopportunity.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=132025951
GO-2015220-PRO-6382918 TKR-2015220-PRO-6382917
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Reading Borough Council
      Corporate Procurement Unit, Reading, RG1 7TD, United Kingdom
      Tel. +44 1189372945, Email: corporate.procurement@reading.gov.uk

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 20/02/2015

ANNEX A