UK

Contract notice

Information

Published

Date of dispatch of this notice: 04/08/2015

Expire date: 04/09/2015

External Reference: 2015-564292

TED Reference: 2015/S 151-278891

Contract notice

Contract notice

Classic Sector

Directive 2004/18/EC

Services

Section I: Contracting authority

I.1)

Name, addresses and contact point(s)

East Sussex Fire Authority
N/A
Headquarters, 20 Upperton Road
BN21 1EU  EASTBOURNE
UK
For the attention of: Claire George
Telephone: +44 1323462314
E-mail: Claire.george@esfrs.org
Internet address(es):
General address of the contracting authority: http://www.esfrs.org/
Address of the buyer profile: https://uk.eu-supply.com/ctm/Supplier/CompanyInformation/Index/39167
Electronic access to information: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13157&B=BLUELIGHT
Electronic submission of tenders and requests to participate: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13157&B=BLUELIGHT
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for 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

Body governed by public law
I.3)

Main activity

  • Public order and safety
I.4)

Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes
Sussex Police and Fire and Rescue Services in England

Section II: Object of the contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority:

ESFA030 - ICT SERVICES TRANSFORMATION

II.1.2)

Type of contract and location of works, place of delivery or of performance

Services
    Category No7:  Computer and related services
    Main site or location of works, place of delivery or of performance:

    EAST SUSSEX

    NUTS code
    Surrey, East and West Sussex
    II.1.3)

    Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

    The notice involves a public contract
    II.1.5)

    Short description of the contract or purchase(s)

    East Sussex Fire Authority (the Authority) seeks a long term partner to provide its IT services. The partner is expected to take over existing services, improving their stability and resilience to form a firm foundation on which to build new services to support our future business requirements.

    The team of approximately 800 staff (650 firefighters and 150 support staff) serves a population of over 800,000 residents. The Authority serves an area of 179,000 hectares from 24 fire stations across East Sussex, supported by a Headquarters in Eastbourne, a joint control centre in Haywards Heath, a training centre in Maresfield, and three engineering workshops attached to stations.

    Our Information Management Department of 15 current staff manages over 1000 devices, and fields more than 600 service calls per month.

    Information Technology is central to our ambitious programme of business change – it will deliver the tools to improve processes, drive down costs, enabling our people to work more flexibly, and to work better with other organisations.

    The Supplier partner will help us to deliver the right technologies and services progressively to meet these requirements. The initial focus will be on adopting existing services and consolidating them to improve stability and support. From this new foundation, enhancements to make better use of the toolset will be implemented, and the portfolio of services will be expanded.

    The Supplier will, amongst other requirements:

    • Take on the management, maintenance and development of the current IT estate.

    • Help to develop a roadmap for the transformation of our IT services to support our business strategy.

    • Provide a full range of technical, commercial and management services for IT.

    • Provide a wide range of business and management consultancy services, including for strategy and architecture design, process reengineering and information security.

    • Maintain and demonstrate best value for the IT service over the life of the contract, including through partnerships with specialist providers.

    • Develop closer integration between our systems.

    • Migrate custom application functionality to strategic platforms, and support the development of new functionalities through the most appropriate means

    • Develop our data warehouse and reporting technologies.

    • Work with us to implement proven technologies to support mobile and delivered desktop working.

    • Where appropriate, work with us to recruit the right staff to work with you

    • Support and develop our telephony and paging services

    The awarding authority does not commit to letting contract(s) for any of the above, should it become evident that it is not economically advantageous to do so.

    II.1.6)

    Common procurement vocabulary (CPV)

    Main vocabulary
    72000000   IT services: consulting, software development, Internet and support
    Supplementary vocabulary
    64210000   Telephone and data transmission services
    64223000   Paging services
    79400000   Business and management consultancy and related services
    79600000   Recruitment services
    II.1.7)

    Information about Government Procurement Agreement (GPA)

    The contract is covered by the Government Procurement Agreement (GPA):  yes
    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:

    The Authority seeks to appoint a Supplier who will take responsibility for the management, delivery and transformation of the great majority of the Authority’s Information Technology Services.

    A number of other public sector bodies may also wish to contract for services through the contract to be awarded. Further details are set out in section VI.3 below.

    Estimated cost excluding VAT
    Range: between  14000000  and 40000000  GBP
    II.2.2)

    Information about options

    Options: yes
    Description of these options:

    It is anticipated that the initial term of the agreement will be 7 years with the possibility of extensions of 1+1+1 years, making a total of 10 years maximum. In addition, the Supplier is expected to provide service for up to a further 1 year to manage migration to a successor supplier.

    Contract term is subject to dialogue with bidders.

    Provisional timetable for recourse to these options:
    in months: 84 (from the award of the contract)
    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: 084 (from the award of the contract)

    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 Application Pack, supporting information and the tender documentation for those invited to tender.

    III.1.2)

    Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them

    As detailed in the Application Pack, supporting information and the tender documentation for those invited 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 Application Pack, supporting information and the tender documentation for those invited 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 Pre Qualification Questionnaire, the Descriptive Document, supporting information and the tender documentation for those invited 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

    Information and formalities necessary for evaluating if the requirements are met:

    As detailed in the Pre Qualification Questionnaire, the Descriptive Document, supporting information and the tender documentation for those invited to tender.

    III.2.2)

    Economic and financial ability

    Information and formalities necessary for evaluating if the requirements are met:

    As detailed in the Pre Qualification Questionnaire, the Descriptive Document, supporting information and the tender documentation for those invited to tender.

    Minimum level(s) of standards possibly required:
    III.2.3)

    Technical capacity

    Information and formalities necessary for evaluating if the requirements are met:

    As detailed in the Pre Qualification Questionnaire, the Descriptive Document, supporting information and the tender documentation for those invited to tender.

    III.3)

    Conditions specific to services contracts

    III.3.1)

    Information about a particular profession

    Execution of the service is reserved to a particular profession: no
    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: no

    Section IV: Procedure

    IV.1)

    Type of procedure

    IV.1.1)

    Type of procedure

    competitive dialogue
    IV.1.2)

    Limitations on the number of operators who will be invited to tender or to participate

    Envisaged minimum number  3  and  maximum number  10
    Objective criteria for choosing the limited number of candidates: 

    As detailed in the Pre Qualification Questionnaire, the Descriptive Document, supporting information and the tender documentation for those invited to tender.

    IV.1.3)

    Reduction of the number of operators during the negotiation or dialogue

    Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated:  yes
    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

    ESFA030 - IT SERVICES TRANSFORMATION

    IV.3.2)

    Previous publication(s) concerning the same contract

    no
    IV.3.3)

    Conditions for obtaining specifications and additional documents or descriptive document

    Time limit for receipt of requests for documents or for accessing documents: 04.09.2015 - 10:00
    Payable documents: no
    IV.3.4)

    Time limit for receipt of tenders or requests to participate

    04.09.2015 - 17:00
    IV.3.5)

    Date of dispatch of invitations to tender or to participate to selected candidates

    18.09.2015
    IV.3.6)

    Language(s) in which tenders or requests to participate may be drawn up

    [Language_EN]

    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.

    There will be a Suppliers Briefing Day to be held, provisionally in Uckfield, Sussex, on 11th August 2015. To attend, send a message via e-Tendering Portal (uk.eu-supply.com).

    Further information is available in the Authority’s draft Descriptive Document.

    East Sussex Fire Authority 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.

    The Authority (including successors to its functions and organisations created as a result of re-organisation or organisational changes) is procuring the public contract on behalf of itself and the following bodies delivering public services (Partner Organisations):

    Fire & Rescue Services in England, as listed at http://www.cfoa.org.uk/10007.

    Sussex Police

    Any such Partner Organisation 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: uk.eu-supply.com

    Supplier registration is free of charge.

    Select ‘New supplier registration‘ from the menu and complete company details as requested.

    If you have any queries regarding your company registration, please contact uksupport@eu-supply.com

    Browse to the opportunity

    Access the PQQ, Response Template and other information provided.

    Use the messages function to communicate with the buyer, to seek any clarification, and to book your place at the Supplier Day.

    Submit your PQQ Response by the deadline indicated.

    It is strongly recommended that Suppliers unfamiliar with the EU-Supply 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 EU-Supply Portal that cannot be resolved by the EU-Supply Helpdesk, please email procurement@esfrs.org.