UK

Contract notice

Information

Published

Date of dispatch of this notice: 18/06/2018

Expire date: 01/08/2018

External Reference: 2018-435434

TED Reference: 2018/S 116-263975

Contract notice

Contract notice

Directive 2014/24/EU

Section I: Contracting authority

I.1)

Name and addresses

Northumbria Police
N/A
Newcastle City Centre Police Station, Forth Banks,
Newcastle
NE1 3PH
UK
Contact person: John Spoors
Telephone: +44 01661869290
E-mail: john.spoors.4411@northumbria.pnn.police.uk
NUTS code:  UKC2 -  Northumberland and Tyne and Wear
Internet address(es):
Main address: http://www.northumbria.police.uk/
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/30496

I.3)

Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:  
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=24470&B=BLUELIGHT
Additional information can be obtained from
the abovementioned address:  
Tenders or requests to participate must be submitted
electronically via:  https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=24470&B=BLUELIGHT
Tenders or requests to participate must be submitted
to the abovementioned address
I.4)

Type of the contracting authority

Body governed by public law
I.5)

Main activity

Public order and safety

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

Record Management Solution
Reference number:  W372
II.1.2)

Main CPV code

48000000  -  Software package and information systems
II.1.3)

Type of contract

Services
II.1.4)

Short description

The Force has decided to go to market for a Records Management System.The Records Management System must meet business requirements, offer options to improve business processes, improve data sharing capabilities with partners, seamlessly integrate with other existing and new systems, including the new Command and Control system, whilst ensuring it is cost effective. It is expected that Northumbria Police will work with the successful suppliers to install, configure and test the new system, and review and enhance business procedures where required to take advantage of the improved functionality. As part of the scope Northumbria Police will complete a back records conversion migrating all data into the new system, it is expected the supplier will be able to offer tools and resources to support the back record conversion.
II.1.6)

Information about lots

This contract is divided into lots: no
II.2)

Description

II.2.2)

Additional CPV code(s)

48800000  -  Information systems and servers
48810000  -  Information systems
II.2.3)

Place of performance

NUTS code:  UKC2 -  Northumberland and Tyne and Wear
Main site or place of performance:  
Newcastle -upon- Tyne
II.2.4)

Description of the procurement

Northumbria Police currently use an in house developed system for Command and Control, and Records Management functionality. Although the system is fully integrated adhering to POLE principles the user interface is dated and it is proving difficult to keep up to date with national changes. As a result the Force has decided to go to market for a Records Management System, a separate exercise is underway to procure a Command & Control system.
The Records Management System must meet business requirements, offer options to improve business processes, improve data sharing capabilities with partners, seamlessly integrate with other existing and new systems, including the new Command and Control system, whilst ensuring it is cost effective. It is expected that Northumbria Police will work with the successful suppliers to install, configure and test the new system, and review and enhance business procedures where required to take advantage of the improved functionality. As part of the scope Northumbria Police will complete a back records conversion migrating all data into the new system, it is expected the supplier will be able to offer tools and resources to support the back record conversion.
II.2.5)

Award criteria

Criteria below
Cost criterion  -  Name:  Licencing/Subscription Charges  /  Weighting:  14%
Cost criterion  -  Name:  Implementation Costs  /  Weighting:  10%
Cost criterion  -  Name:  Back Record Conversion  /  Weighting:  4%
Cost criterion  -  Name:  Support & Maintenance  /  Weighting:  4%
Cost criterion  -  Name:  Training  /  Weighting:  2%
Cost criterion  -  Name:  Other Costs  /  Weighting:  1%
II.2.7)

Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 120
This contract is subject to renewal: yes
Description of renewals:  
This Contract will be renewed once the Contract Terms is completed.
II.2.10)

Information about variants

Variants will be accepted: yes
II.2.11)

Information about options

Options: yes
Description of options:
There are two hosting options which are detailed within the technical requirements of the specification. The two options are to either produce a bid which is hosted or which is delivered in the more traditional way on a on premise delivery.
II.2.13)

Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

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:  As per the Suitability Assessment Questionnaire
III.1.2)

Economic and financial standing

Selection criteria as stated in the procurement documents
III.1.3)

Technical and professional ability

List and brief description of selection criteria:  
N/A
III.2)

Conditions related to the contract

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Open procedure
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : yes
IV.2)

Administrative information

IV.2.2)

Time limit for receipt of tenders or requests to participate

Date:  25/07/2018
Local 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

Duration in months : 4  (from the date stated for receipt of tender)
IV.2.7)

Conditions for opening of tenders

Date:  25/07/2018
Local time:  12:00
Place:  
Newcastle City Centre Police Station
Forth Banks
Newcastle -upon- Tyne
NE1 3PH
Information about authorised persons and opening procedure:  
N/A

Section VI: Complementary information

VI.1)

Information about recurrence

This is a recurrent procurement:  yes
VI.2)

Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
VI.3)

Additional information

Interested parties will have to register on the Forces Procurement Portal. Once registered you will need to express an interest in the opportunity in order to view the documents. The link to the portal is below:
https://uk.eu-supply.com/login
If you have any issues registering please contact the portal administration on the helpline details on the home page or if this is not possible please contact the stated procurement officer in this notice.
VI.4)

Procedures for review

VI.4.1)

Review body

Northumbria Police
Newcastle City Centre Police Station
Newcastle -upon - Tyne
NE1 3PH
UK