Platform Housing Group: Data Protection Advice Service

UK-Solihull: Database systems.
Section I: Contracting Authority
      I.1) Name and addresses
             Platform Housing Limited
             1700 Solihull Parkway, Birmingham Business Park, Solihull, B37 7YD, United Kingdom
             Tel. +44 1217887895, Email: richard.jones@platformhg.com
             Contact: Richard Jones
             Main Address: https://www.platformhg.com/, Address of the buyer profile: https://www.platformhg.com/
             NUTS Code: UKG
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Solihull:-Database-systems./3C7Y97CZQC
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      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: Data Protection Advice Service       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      48610000 - Database systems.

      II.1.3) Type of contract: SUPPLIES
      II.1.4) Short description: The Group’s Information Governance Team oversees, investigates, and triages activities associated with data protection. The Team currently consists of a Head of Information Governance and Assurance and two Data and Information Security Officers. One of these Officer posts is currently vacant, and a structural review is being considered.
A mature Information Governance Framework exists within the Group with relevant policies, processes, and procedures in place as well as a reporting framework on key activities to a Group Data Protection and Cyber Security Forum and to the Group Executive Risk Committee. The Information Governance Team aspires to continually improve its knowledge and application of the legislation both to ensure customer’s rights are fully met and that both service operations and development occur efficiently, effectively, and compliantly       
      II.1.5) Estimated total value:
      Value excluding VAT: 43,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKG WEST MIDLANDS (ENGLAND)
      
      II.2.4) Description of procurement: The Group’s Information Governance Team oversees, investigates, and triages activities associated with data protection. The Team currently consists of a Head of Information Governance and Assurance and two Data and Information Security Officers. One of these Officer posts is currently vacant, and a structural review is being considered.
A mature Information Governance Framework exists within the Group with relevant policies, processes, and procedures in place as well as a reporting framework on key activities to a Group Data Protection and Cyber Security Forum and to the Group Executive Risk Committee. The Information Governance Team aspires to continually improve its knowledge and application of the legislation both to ensure customer’s rights are fully met and that both service operations and development occur efficiently, effectively, and compliantly.
Cyber Security is dealt with by another Team in the Information Directorate although close working practices exist between the Teams. The Group is ISO27001 certified.
With a fairly small team, activities prioritised tend to be reactive to events and therefore focus on data subject access requests, personal data incident investigations and advice on information sharing.
Proactive activities including detailed data protection impact assessments, auditing, and understanding information assets and other processing activities, reviewing of contract clauses and drafting of data processing agreements do not always get the time and focus they may merit particularly where they may be classed as lower risk activities.
The desire in the team is to free up time spent on Data Subject Access Requests, contract clause reviews and researching less routine data protection issues in order to focus on proactive, preventative activities with the business. Particular emphasis is to be placed on alignment with the Groups Enterprise Programme Management Office activities, enterprise architecture, data processing supply chain and procurement.
To this end, we are looking to be able to collaborate with a partner organisation who would be able:
1)Assist in the compilation, de-duplication and redaction of data subject access request records when needed,
2)provide a data protection expert advice and support service, and
3)act as a critical friend advising on process and policy improvements.

This procurement is initially for 12 months to understand and trial the costs incurred against the benefits outlined above.
The SARs service will be reviewed after 12 months in terms of compliance with statutory deadlines, quality of Customer Copy SARs, the number and type of follow up queries received by customers against in-house comparators, the number of queries received from the ICO. In addition, staff time freed up to undertake proactive preventative actions will also be measured.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quallity / Weighting: 70
                        
            Cost criterion - Name: Cost / Weighting: 30
                              
      II.2.6) Estimated value:
      Value excluding VAT: 43,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 12       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/3C7Y97CZQC       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
         
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description OPEN
      IV.1.1) Type of procedure: Open   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 09/11/2022 Time: 12:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided      
      IV.2.7) Conditions for opening of tenders:
         Date: 09/11/2022
         Time: 12:00
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used 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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Solihull:-Database-systems./3C7Y97CZQC

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/3C7Y97CZQC
   VI.4) Procedures for review
   VI.4.1) Review body:
             Platform Housing Limited
       1700 Solihull Parkway, Birmingham Business Park, Solihull, B37 7YD, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 05/10/2022

Annex A