Hertfordshire County Council: The Provision of Management Information Systems - Framework Agreement for Hertfordshire Schools and Academies

UK-Hertford: Educational software package.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Hertfordshire County Council
      Strategic Procurement Group, 2nd Floor NEB, County Hall, Hertford, SG13 8DQ, United Kingdom
      URL: http://hertscc.g2b.info
      Attn: Chris Mulhall
      Electronic Access URL: http://supplyhertfordshire.g2b.info/hpf/ following the instructions given in VI.3 (Additional Information)

      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: Yes

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: The Provision of Management Information Systems - Framework Agreement for Hertfordshire Schools and Academies
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 7

         Region Codes: UKH23 - Hertfordshire         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system: The notice involves the setting up of a framework agreement                                                        

      II.1.4)Information on framework agreement:      
            Framework agreement with several operators
            maximum number of participants to the framework agreement envisaged:
         Duration of the framework agreement:
            Duration in year(s): 5             
         Justification for a framework agreement the duration of which exceeds four years:
         The high costs involved from implementing MIS Systems require the Contract duration to exceed four years to make the procurement viable.
(The Duration in this case will be 5 years with the option to extend for up to a further 3 years)      
      II.1.5)Short description of the contract or purchase:
      Educational software package. Educational software development services. IT software package. Database software package. Software package and information systems. Financial systems software package. Accounting software package. IT software development services. Office automation software package. Transaction-processing software package. Computer support services. Industry specific software package.
         
      II.1.6)Common Procurement Vocabulary:
         48190000 - Educational software package.
         
         72212190 - Educational software development services.
         
         48517000 - IT software package.
         
         48611000 - Database software package.
         
         48000000 - Software package and information systems.
         
         48442000 - Financial systems software package.
         
         48443000 - Accounting software package.
         
         72212517 - IT software development services.
         
         48920000 - Office automation software package.
         
         48217000 - Transaction-processing software package.
         
         72610000 - Computer support services.
         
         48100000 - Industry specific software package.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Yes       
      II.1.8)Lots:
         This contract is divided into lots: Yes          
         If yes, tenders should be submitted for: One or more lots

      II.1.9)Information about variants:
         Variants will be accepted: Not Provided   
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      Please refer to the information provided for each individual Lot      
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
      Not Provided
   Information About Lots
            
      Lot No: 1
      Title: Lot 1 - System to Cover Pupil, Staff and Curriculum Recording, Monitoring, Analysis and related areas

      1)Short Description:      
      The Council is seeking a system / solution that delivers the following functionality:
•   Pupil records, including contacts and other personal information
•   Attendance recording, analysis and reporting
•   Staff records, including experience, CPD and other personal information
•   Ability to manage timetable preparation & options scheduling
•   Ability to manage examination entries and results analysis electronically
•   Ability to manage and monitor Special Educational Needs
•   Pupil achievement recording and analysis tools
•   Ability to produce appropriate pupil and parental reports
•   Facility to monitor and manage the School Dinner Money process for Primary & Middle Schools

In addition we will be looking for a solution that:

•   has the capacity to develop / build functionality to match the ever increasing professional needs of schools
•   offers both local and hosted solutions

      2)Common Procurement Vocabulary:
         48190000 - Educational software package.
                  48000000 - Software package and information systems.
                  48517000 - IT software package.
                  48611000 - Database software package.
                  72212190 - Educational software development services.
                  48100000 - Industry specific software package.
                  48217000 - Transaction-processing software package.
                  48920000 - Office automation software package.
                  72212517 - IT software development services.
                  72610000 - Computer support services.
         
      3)Quantity Or Scope:      
      The estimated range for Lot 1 will be from 0 - £5,000,000 GPB over the core contract period, and does not include the value of any extension period.               
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots: Not Provided
               
      Lot No: 2
      Title: Lot 2 - System to cover Financial Management

      1)Short Description:      
      The Council is seeking a system / solution that delivers the following functionality:

•   Financial management and budget planning & control
•   Premises management / equipment register / asset management
•   Ability for school staff to work ‘off line’ and / or across the Internet
•   Hold a comprehensive set reports, to include financial reports, with an easy to use reporting and analysis tool
•   Ability to meet and adapt to all existing statutory returns and LA returns along with returns to DfES, QCA, etc
•   Willingness to meet future statutory demands, etc
In addition we will be looking for a solution that:
•   has the capacity to develop / build functionality to match the ever increasing professional needs of schools
•   offers both local and hosted solutions

      2)Common Procurement Vocabulary:
         48000000 - Software package and information systems.
                  48100000 - Industry specific software package.
                  48190000 - Educational software package.
                  48217000 - Transaction-processing software package.
                  48442000 - Financial systems software package.
                  48443000 - Accounting software package.
                  48517000 - IT software package.
                  48611000 - Database software package.
                  48920000 - Office automation software package.
                  72212190 - Educational software development services.
                  72212517 - IT software development services.
                  72610000 - Computer support services.
         
      3)Quantity Or Scope:      
      The range for Lot 2 will be from £0 - £1,500,000 GBP over the core contract period, and does not include the value of any extension period.               
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots: Not Provided
               
      Lot No: 3
      Title: Lot 3 - Financial Planning System

      1)Short Description:      
      The Council is seeking a system / solution that delivers the following functionality for all School types:

•   Financial planning and budgeting.
•   Provide a timeline up to and including 5 years.
•   Ability to perform “scenario planning” to determine impact over future years.
•   Ability to meet future statutory demands.
In addition we will be looking for a solution that:
•   has the capacity to develop / build functionality to match the ever increasing professional needs of schools
•   offers both local and hosted solutions

      2)Common Procurement Vocabulary:
         48000000 - Software package and information systems.
                  48100000 - Industry specific software package.
                  48190000 - Educational software package.
                  48217000 - Transaction-processing software package.
                  48442000 - Financial systems software package.
                  48443000 - Accounting software package.
                  48517000 - IT software package.
                  48611000 - Database software package.
                  48920000 - Office automation software package.
                  72212190 - Educational software development services.
                  72212517 - IT software development services.
                  72610000 - Computer support services.
         
      3)Quantity Or Scope:      
      The range for Lot 3 will be from £0 - £1,500,000 over the core contract period, and does not include the value of any extension period.               
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots: Not Provided
               
      Lot No: 4
      Title: Lot 4 - Electronic Communication and Online Tools

      1)Short Description:      
      Electronic tools (including email and text messaging), which automatically link to the major schools’ Management Information Systems (MIS), which assist schools on-line engagement with parents.

      2)Common Procurement Vocabulary:
         48000000 - Software package and information systems.
                  48100000 - Industry specific software package.
                  48190000 - Educational software package.
                  48217000 - Transaction-processing software package.
                  48442000 - Financial systems software package.
                  48443000 - Accounting software package.
                  48517000 - IT software package.
                  48611000 - Database software package.
                  48920000 - Office automation software package.
                  72212190 - Educational software development services.
                  72212517 - IT software development services.
         
      3)Quantity Or Scope:      
      The range for Lot 4 will be from £0 - £1,500,000 GBP over the core contract period, and does not include the value of any extension period.               
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots: Not Provided
                  
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         Not Provided
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      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: Not Provided      
      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: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Restricted
      
      IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
                Not Provided
   
   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: HCC Contract Reference Number: HCC1306080 Tender Access Code: QYB3837CT3      
      IV.3.2)Previous publication(s) concerning the same contract: No

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


         Not Provided      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 03/06/2013
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: Not Provided      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         


Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: Not Provided
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: Not Provided      
   VI.3)Additional Information: Each of the 4 Lots will have a maximum of 5 Suppliers shortlisted from the PQQ responses received.

For each Lot, the Council may decide at its sole discretion to award the Contract to one, more than one Contractor, or not to award the Contract at all.

PLEASE READ THIS SECTION CAREFULLY AS IT PROVIDES FULL INSTRUCTIONS ON HOW TO APPLY FOR THIS REQUIREMENT Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.The Pre-Qualification Process This tender is a two stage process and you will only be invited to tender if you have successfully passed through the Pre-Qualification Questionnaire (PQQ) stage. If you wish to be considered as a tenderer you must complete and submit a completed PQQ via 12 noon on Monday 3rd May 2013. PQQs cannot be uploaded after the closing date/time. Step 1: Registering with Supply Hertfordshire:
To participate in this tender you will need to go into http://supplyhertfordshire.g2b.info/hpf/ and register, thereafter you will be issued with a USERNAME and PASSWORD. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this USERNAME and PASSWORD secure, and do not pass it to any third parties. Step 2: Completing your PQQ: To complete the PQQ for this Tender you will need to go into the Response Manager area and enter the Access Code QYB3837CT3. You will then need to download the relevant PQQ and complete. Any supporting documents should be cross-referenced to the relevant question and detailed in Appendix A of the PQQ. If the Council requires further information concerning your application form, your organisation will be contacted. However, please provide full details and answer all questions, as the Council reserves the right not to ask applicants for any further information or clarification.
Step 3: Uploading Your Completed PQQ Once you have completed your PQQ for this Tender exercise you must then “upload” your completed response into the Tenderbox (Access Code QYB3837CT3 ). Please make sure you have submitted your completed PQQ to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed PQQ. If you are experiencing problems, then please contact the Delta helpdesk via email at helpdesk@delta-esourcing.com or call 0845 270 7050 (option 4) Monday to Friday 8:30am – 5:30pm for further assistance

The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.

The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council's obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.

Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council's requirements and remain financially viable to perform the Contract.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=51323135
GO-201352-PRO-4776373 TKR-201352-PRO-4776372
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      See VI.4.2

      VI.4.2)Lodging of appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into.

If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Hertfordshire County Council
      2nd Floor North East Block, County Hall, Pegs Lane, Hertford, SG13 8DQ, United Kingdom
      Tel. +44 1992588834

   VI.5) Date Of Dispatch Of This Notice: 02/05/2013

ANNEX A

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         1: Contracting Authority
      A full list of potential authorities who may use the framework is covered under the following link: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/7448/1622442.pdf
      See above, See Above, United Kingdom