United Kingdom-Newry: Software programming and consultancy services

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2017/S 094-185297/EN)
Nature of contract: Supply contract
Procedure: Open procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Global bid

Contract notice
Supplies
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name addresses and contact point(s):
Newry Mourne and Down District Council
Greenbank Industrial Estate
Newry
Postal code: BT34 2QU
United Kingdom
Contact points(s): Only Online through portal at: www.newrymournedown.org/procurement
Phone: +44 2830313233
Email: David.Barter@nmandd.org
Fax: +44 2830313288
Internet Address(es):
General address of the contracting authority: www.newrymournedown.org
Address of the buyer profile: www.newrymournedown.org/procurement
Electronic access to information: www.newrymournedown.org/procurement
Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
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/entities:
The contracting authority is purchasing on behalf of other contracting authorities: Yes
Lisburn and Castlereagh City Council
Civic Headquarters, Lagan Valley Island
Lisburn
Postal code: BT27 4RL
United Kingdom
Mid and East Antrim Borough Council
The Braid, 1-29 Bridge Street
Ballymena
Postal code: BT43 5EJ
United Kingdom
Armagh City, Banbridge and Craigavon Borough Council
Craigavon Civic and Conference Centre, Lakeview Road
Craigavon
Postal code: BT64 1AL
United Kingdom
Mid Ulster District Council
Dungannon Office, Circular Road
Dungannon
Postal code: BT71 6DT
United Kingdom
Fermanagh and Omagh District Council
The Townhall, 2 Townhall Street
Enniskillen
Postal code: BT74 7BA
United Kingdom
Ards and North Down Borough Council
Town Hall, The Castle
Bangor
Postal code: BT20 4BT
United Kingdom
Causeway Coast and Glens Borough Council
Civic Headquarters, Cloonavin, 66 Portstewart Road
Coleraine
Postal code: BT52 1EY
United Kingdom
Antrim and Newtownabbey Borough Council
Mossley Mill, Carnmoney Road North
Newtownabbey
Postal code: BT36 5QA
United Kingdom

Section II: Object of the contract:
II.1) Description:
II.1.1) Title attributed to the contract by the contracting authority/entity:
7/2017 — Leisure Management Solution.
II.1.2) Type of contract and location of works, place of delivery or of performance:
Supplies
Nuts code: UKN02, UKN03, UKN04, UKN05, UKN0
II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS):
The notice involves the establishment of a framework agreement:
II.1.4) Information on framework agreement:
Framework agreement with a single operator
Duration of the framework agreement in months: 48
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 2 500 000 GBP
II.1.5) Short description of the specific contract:
The Council seeks to appoint a Supplier who will take responsibility for the provision, delivery and management of a new Leisure Management Solution.
Other Contracting Bodies may also wish to contract for services through the framework contract.
II.1.6) Common procurement vocabulary (CPV): 72200000, 48000000, 72260000, 48100000, 48900000, 48400000
II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): YES
II.1.8) Lots:
The contract is divided into lots: No
II.1.9) Information about variants:
Variants will be accepted: NO
II.2) Quantity or scope of the contract:
II.2.1) Total quantity or scope:
Newry, Mourne and Down District Council (the Council) seeks a solution provider for Leisure Management Software to help manage indoor and outdoor Leisure Services, on behalf of itself and other Contracting Bodies in Northern Ireland.
The solution must be a product specifically designed for the purpose, and in use in similar sized services.
The solution will comprise Leisure related functionality to support Front of House (e.g. General Reception, member check-in, bookings, point of sale till, links to facilities access control) and Administration services (e.g. customer, resource, financial, activity/course/class, system and management information).
For the Council, the solution will be implemented across seven core Leisure sites to support and improve the Leisure experience for staff and customers. The solution will provide a firm foundation for extending the range of Leisure services that the Council provides, to support our future business requirements.
Use of the system is also likely to be extended to a range of other Council centres with similar functionality and business requirements, for example Community Centres offering bookable space, and leisure, educational and recreational classes.
The requirements for each of the other Contracting Bodies that are party to the Framework are broadly similar in scope and scale to those of the Council.
Newry, Mourne and Down District Council, one of 11 new super councils, was created in 2015 from the former Newry & Mourne and Down District Council areas and the Ballyward electoral area, which previously sat within the Banbridge District Council authority.
With a population of around 171,500 and a coastline of 100 miles, it is the third largest council area in Northern Ireland spanning from Crossmaglen in South Armagh to Saintfield in South Down. There are seven District Electoral Areas: Crotlieve, Downpatrick, Newry, Rowallane, The Mournes, Slieve Croob and Slieve Gullion.
Our aim is to provide civic leadership, deliver local services and ensure that the district develops in a way that increases prosperity and quality of life for local residents.
The Council offers indoor and outdoor swimming pools, fitness suites (gym, sauna, spa), squash courts, main halls providing a range of activities, multi-functional rooms for customer use and outdoor facilities such as football pitches, cricket pitches, and play areas.
Within these facilities, the council offers an extensive range of health, fitness and community based activities. The activities provided include swimming, team sports (e.g. football, basketball, netball, volleyball), racquet sports (e.g. badminton, squash, table-tennis etc); martial arts, dance, spinning, circuit training and many others. Some of our centres also provide a home to local and regional organisations.
The requirement is for a fully managed service, but which allows local teams to perform operational configuration to meet the day to day and evolving needs of the service. The requirements are for: Provision and configuration of the software; Management and maintenance of the solution; Transition and Implementation Support; User Training.
The Authority does not commit to letting a contract for any of the above, should it become evident that it is not economically advantageous to do so.
Estimated value excluding VAT:
2 500 000 GBP
II.2.2) Information about options:
Options:no
II.2.3) Information about renewals:
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion:

Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract:
III.1.1) Deposits and guarantees required:
As detailed in the Volumes of the Invitation to Tender.
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As detailed in the Volumes of the Invitation to Tender.
III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As detailed in the Volumes of the Invitation to Tender.
III.1.4) Other particular conditions:
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the Volumes of the Invitation to Tender.
III.2) Conditions for participation:
III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
III.2.2) Economic and financial ability:
Information and formalities necessary for evaluating if the requirements are met: As detailed in the Volumes of the Invitation to Tender.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements are met: As detailed in the Volumes of the Invitation to Tender.
III.2.4) Information about reserved contracts:
III.3) Conditions specific to services contracts:
III.3.1) Information about a particular profession:
III.3.2) Staff responsible for the execution of the service:
Section IV: Procedure
IV.1) Type of procedure:
IV.1.1) Type of procedure:
Open
IV.1.2) Limitations on the number of operators who will be invited to tender or to participate:
IV.1.3) Reduction of the number of operators during the negotiation or dialogue:
IV.2) Award criteria:
IV.2.1) Award criteria:
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/entity:
7 – 2017 Leisure Management Solution
IV.3.2) Previous publication(s) concerning the same contract:
No
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:
12.06.2017 – 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates:
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up:
EN
IV.3.7) Minimum time frame during which the tenderer must maintain the tender:
In days: 180 (from the date stated for receipt of tender)
IV.3.8) Conditions for opening of tenders:

Section VI: Complementary information
VI.1) Information about recurrence:
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
Suppliers will be expected to deliver services that demonstrate a best value approach.
Newry, Mourne and Down District Council is a Public Authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with in accordance with the Act.
Newry Mourne and Down District Council is procuring the public contract on behalf of itself and the following bodies delivering public services (Contracting Bodies):
Lisburn and Castlereagh City Council
Mid and East Antrim Borough Council
Armagh City, Banbridge and Craigavon Borough Council
Mid Ulster District Council
Fermanagh and Omagh District Council
Ards and North Down Borough Council
Causeway Coast and Glens Borough Council
Antrim and Newtownabbey Borough Council
Any such Contracting Body will be entitled, with the prior written consent, of and through the Authority, to access the contract and require services to be delivered to it by the appointed organisation on the same or substantially the same terms and conditions as agreed with the Authority.
The Contracting Authority intends to use an e-Tendering system for this procurement process, e-hub www.newrymournedown.org/procurement
Supplier registration is free of charge.
Follow the registration instructions on the e-hub portal.
Browse to the opportunity
Access the volumes of the Invitation to Tender provided.
Submit your Tender Response by the deadline indicated.
It is strongly recommended that Suppliers unfamiliar with the e-hub Procurement Portal ensure that they are able to access all relevant functions well ahead of the closing dates, since late responses may not be accepted.
If you have any difficulties with the e-hub Procurement Portal, please call 0800 731 6575 or Tel: 028 30 254 872 (+44 2830 254 872).
VI.4) Procedures for appeal:
VI.4.1) Body responsible for appeal procedures:
Royal Courts of Justice (NI)
Chichester St.
Belfast
Postal code: BT1 3 JF
United Kingdom
Phone: +44 2890235111
Email: adminoffice@courtsni.gov.uk
Internet address:
VI.4.2) Lodging of appeals:
Precise information on deadline(s) for lodging appeals:Precise information on deadline(s) for lodging appeals:The Council will incorporate a minimum 10 calendar day standstill period when information on the award of the contract is communicated to tenderers. This period allows tenderers to seek further debriefing from the Council before the contract is entered into. Applicants have 2 working days from notice of the award decision to ask for additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from email address: david.barter@nmandd.orgIf a dispute about contract award has not been successfully resolved the Public Contracts Regulations 2015allow aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take actionEN Standard form 02 — Contract notice 12 / 19in the High Court. Any such action must be brought promptly (generally within 1 month). The purpose of thestandstill period referred to above is to allow parties to apply to the Courts to set aside the award decisionbefore the contract is entered into.
VI.5) Date of dispatch of this notice:
12.05.2017