Notting Hill Genesis: Notting Hill Housing — Asset Management Data Solution

UK-London: Facilities management software package and software package suite.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Notting Hill Housing Trust
      Bruce Kenrick House, 2 Killick Street, London, N1 9FL, United Kingdom
      Email: tender@nhhg.org.uk, URL: http://www.nottinghillhousing.org.uk/, URL: https://www.delta-esourcing.com/buyers/overview/
      Contact: Central Procurement, Attn: Central Procurement
      Electronic Access URL: https://www.delta-esourcing.com/
      Electronic Submission URL: https://www.delta-esourcing.com/

      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:
      Body governed by public law

   I.3) Main activity:
      Housing and community amenities

   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: Notting Hill Housing — Asset Management Data Solution
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 7

         Region Codes: UKI - LONDON         
      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:
      Facilities management software package and software package suite. Database systems. Scheduling and productivity software package. The contracting authority, Notting Hill Housing Trust (NHHT) wishes to procure an asset data and facilities management solution which will enable Notting Hill Housing’s (NHH) to effectively manage the organisation’s housing portfolio.
The proposed solution, referred to as ADMS, will support the management of its estates from both an Facilities and Asset Management viewpoint, using one solution.

It will be a central repository for all assets and component information and the single resource for recording and tracking all work history, costs and documents against all components. The ADMS solution will enable PAM to efficiently and effectively manage these functions and ensure that contractors are provided with the information they require to optimise their operations.

There are 3 core functionalities the new system must provide:
- 24/7 reactive maintenance
- Programmed maintenance services covering all trades
- Investment modelling.

This must support four categories of processes:
- Asset Data Record – capture, input requirements, document management
- Programmed Maintenance – cycles, costs, surveys, programme, variations, mobile working
- Responsive Repairs
- Contract Management – Procurement, payments, performance management
- Bidders should note that NHH have used the terminology ‘Asset and Facilities Management’ as an all encompassing term that includes Estate, Building Services, Compliance and Safety, which the Property Asset Management (PAM) team performs the functions of both to support NHH’s Housing stock.
         
      II.1.6)Common Procurement Vocabulary:
         48420000 - Facilities management software package and software package suite.
         
         48610000 - Database systems.
         
         48330000 - Scheduling and productivity software package.
         

      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:
      Please refer to the short description field         
         Estimated value excluding VAT: 500,000
         Currency: GBP
                        
      
      II.2.2)Options: Not Provided         
         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:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Bidders should refer to the Contract which is included within the suite of tender documents
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Contract document is included within this suite of tender documents
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions:Yes       
      If Yes, description of particular conditions:
      Performance Measures linked to payment are incorporated within the implementation phase of this contract and ongoing KPI's linked to day to day performance throughout the lifetime of the contract.      
   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:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
         (b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
         (c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
         
         Information and formalities necessary for evaluating if requirements are met:
         All requirements are stated within the suite of tender documents provided
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         (d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
         (e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
         (f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
         (h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
         (i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
         (j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
      
      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: 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: PROC0032      
      IV.3.2)Previous publication(s) concerning the same contract: Yes
         Prior information notice
            Notice number in OJEU: 2015/S 161 - 294622 of 18/08/2015
               
         Other previous publications: Yes                
            Notice number in OJ: 2015/S 166 - 302621 of 28/08/2015

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



         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 14/12/2015
         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 month(s): 6
      
      IV.3.8)Conditions for opening tenders
         Date: 04/01/2016
         Time: 12:00
         Persons authorised to be present at the opening of tenders: No


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. BIDDERS SHOULD NOTE: In order to participate in this opportunity please use the access code 5FJK734XTX
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Facilities-management-software-package-and-software-package-suite./5FJK734XTX

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/5FJK734XTX
GO-2015112-PRO-7273284 TKR-2015112-PRO-7273283
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Court of Appeal
      Strand, London, WC2A 2LL, United Kingdom

      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: 02/11/2015

ANNEX A