Directive 2014/24/EU - Public Sector Directive
Section I: Contracting
I.1) Name and addresses
I.2) Joint procurement
The contract is awarded by a central purchasing body
The procurement documents are available for unrestricted and full direct access, free of charge at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
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:
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
Provision of a Corporate Housing IT Solution
II.1.2) Main CPV code
II.1.3) Type of contract
II.1.4) Short description
Caerphilly County Borough Council is seeking tender responses from suitably qualified suppliers capable of becoming a strategic partner to the authority for the supply and Installation of a Corporate IT Housing System Solution.
For information and at the present time the authority utilizes four different database applications to meet our requirements and to deliver the following services:
‘Core tenancy information, estate management, tenancy enforcement, supported housing, sheltered housing, housing complaints, empty property management, rent accounting and arrears functions’
‘Cyclical maintenance, response repair reporting, repair appointments, job costing and management functions’
‘Asset component information, WHQS compliance and works contract management functions’
‘Common housing register, allocations and homelessness functions’
It is the Council’s intention to encapsulate all of these four different areas into one contract.
The strategic partner is therefore required to be capable of driving innovation through the new arrangement during the term of the contract including the delivery of system upgrades and potential delivery of any new products relevant to this service.
II.1.6) Information about lots
This contract is divided into lots:
II.2.2) Additional CPV code(s)
II.2.3) Place of performance
Main site or place of performance:
Caerphilly County Borough Council.
II.2.4) Description of the procurement
The Council has a definitive list of system modules that it requires the suppliers proposed system to deliver. Additionally, there is also a list of optional modules which at the present time are not required by CCBC, however the council reserves the right to request the winning supplier to install any of these optional modules either singularly, in multiples or all together at any time during the term of the contract.
The Council’s strategy for the implementation of the system is to utilise a three (3) phased system implementation approach to the installation of specific modules in order of importance as follows:
System implementation – phase 1:
Module 1: core property module;
Module 2: core person module;
Module 3: core tenancy module;
Module 4: rent accounting module;
Module 5: case management module;
Module 6: leaseholder module;
Module 7: void management module;
Module 11: garage allocations module;
Module 15: tenant communications and profiling module;
Module 16: security module;
Module 17: storage module.
System implementation – phase 2:
Module 8: adaptations module;
Module 14: self service module.
System implementation – phase 3:
Module 9: repairs module;
Module 10: asset management module;
Module 12: appointments module;
Module 13: mobile working module.
System implementation – optional modules – as and when or if required:
Module 18: common housing register module;
Module 19: homeless, advice, prevention and temporary accommodation module;
Module 20: private sector housing module;
Module 21: supporting people housing module.
Caerphilly County Borough Council is committed to a performance and evidence-based approach to Social Value. Based on the National TOMs (Themes, Outcomes and Measures) developed by the Social Value Portal, bidders are required to propose credible targets against which performance (for the successful bidder) will be monitored. The National TOMs are available to review at the Social Value Portal (http://socialvalueportal.com/national-toms/) and bidders will also been given access to them as a part of this tender. The TOMs within this tender process have been adapted to reflect the specific needs of the organisation. Please see the link below which explains how the SVP measure social value: https://www.youtube.com/watch?v=SGo7gMitCDQ.
Please note that Caerphilly County Borough Council is not being prescriptive as to which TOMs measures are being sought from bidders by way of Social Value proposals and bidders are free to choose those measures that are proportional and relevant to their business and this specific contract. However, a key success factor for bidders will be the ability to deliver against the commitments made.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for a further period of seven (7) years on an annual basis.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
II.2.11) Information about options
Description of options:
As part of this arrangement, the Council reserves the right to make additional purchases to the system anytime during the contract term e.g. system upgrades, new modules, products etc.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
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.1.1) Type of procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
IV.2.2) Time limit for receipt of tenders or requests to participate
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
VI.3) Additional information
The tender process will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering system. Therefore, companies are invited to follow the following directions to register on the system:
1) log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com
2) click the ‘Register Now‘ button at the bottom of the window;
3) enter your correct organisation name, details and primary contact details. The system will auto generate the organisation ID and user name for you;
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 ‘Click here to activate your account’. This takes you to Enter Organisation Details;
6) please enter the information requested, click ‘Next’ and follow the instructions ensuring that you enter all applicable details;
7) in the enter product classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice;
8) accept the terms and conditions and then click ‘Next’. This takes you in to the Welcome window;
9) in the ‘Welcome’ window please enter your organisation name, organisation ID and user name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded;
10) now click ‘Done’ and you will enter the supplier Home page;
11) from the Home Page, go to the ‘Opportunities’ area, then search for New Opportunities. Click on the ‘ID’ of the relevant opportunity and then click to register your interest on the relevant button. Click the ‘Requests from Buyers’ command in the Opportunities area. This will take you to the list of current opportunities available to you;
12) click the project ID that relates to this notice, this will take you into the tender request;
13) note the closing date for completion of the relevant project. Please review the ‘Items’ tab and the documents tab as there will be information relating to the project held here;
14) you can now either ‘Create a Response’ to, or ‘Decline’ this opportunity.
The Council reserves the right to award all, part or none of the business forming the subject matter of this procurement and to abandon this procurement at any time. Under no circumstances will the Council incur any liability (including, but not limited to, liability as to costs) in respect of this procurement exercise, the abandonment of the same, or any documentation issued as part of this procurement exercise.
The tender documents will outline the requirements of the tender process and the evaluation criteria.
Note: to register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=101886.
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice, The Strand
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice