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Social Care Case Management System

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Rutland County Council
Council Offices, Catmose Street
Contact point(s): Welland Procurement Unit
For the attention of: Clare Ellis
LE15 6HP Oakham

Internet address(es):

General address of the contracting authority:

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
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Social Care Case Management System
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: In the County of Rutland

NUTS code UKF22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Rutland County Council is seeking to replace its Children's and Adult's Social Care Case Management System with a package solution, considering both single system solutions and solutions where two systems are linked should its criteria be met.
The solution/supplier will:
1. Support the Social Care departments to carry out their day to day operations in an effective and efficient manner.
2. Support the completion of statutory returns related to social care namely, but not restricted to, the Children in Need Census, the RAP return, the ASC-CAR return.
3. Be installed, configured, tested, provide data migration, be signed off for acceptance and provide ongoing maintenance and support.
4. Have the capability to integrate with internal systems namely, but not restricted to, Agresso.
5. Provide the relevant training where deemed appropriate.
6. Provide a customer portal that allows service users to access self service functionality.
Due to the complex and long term nature of this procurement the Council is looking for a strategic partner that is experienced, knowledgeable and can assist and guide the Council to meet its aims and long term objectives.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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 value quoted is designed to cover the entire cost over the full life of the system.
Estimated value excluding VAT:
Range: between 650 000,00 and 800 000,00 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
Duration in months: 180 (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:
Where a parent company exists, a parent company guarantee is required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Open book costing is expected. The payment arrangements will be agreed with the successful bidder and laid out in a final contract document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Bidders may be one or more organisations bidding under the leadership of a prime contractor. The prime contractor will be responsible for the fulfilment of any contract which is awarded.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The services to be undertaken in conformance with all relevant legislation and standards.
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: Tenders may be excluded if a director/partner/proprietor is in the state of bankruptcy, has been convicted of a criminal offence related to business or professional conduct, has committed grave misconduct in the course of business, has not fulfiled conditions relating to payment of taxes, or is guilty of misrepresentation in supplying information.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Company turnover, pre tax profit, organisation's net worth, present cash and credit position, meeting banking agreements, meeting obligations to pay creditors and/or staff. Tenderer's information will be used in this evaluation and this may be cross checked with reputable credit checking agencies.
Minimum level(s) of standards possibly required: A pre qualification questionnaire must be completed and economic viability and resilience demonstrated.
III.2.3)Technical capacity
Minimum level(s) of standards possibly required:
A pre qualification questionnaire must be completed and minimum standards of technical and professional ability and resilience demonstrated sufficient to underake the works and services.
III.2.4)Information about reserved contracts
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
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: The detailed selection criteria and weightings will be set out in the pre qualification questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
IV.3.2)Previous publication(s) concerning the same contract
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
15.4.2013 - 17:00
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
IV.3.7)Minimum time frame during which the tenderer must maintain the 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
The value quoted is designed to cover the entire cost over the full life of the system.
Questions should be addressed by email to the contact name/email address on this notice. Return of Pre Qualification Questionnaires (and their attachments) will be via post to Rutland County Council, address details will be provided in the documentation.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Rutland County Council
Catmose, Oakham, Rutland
LE15 6HP Oakham
Telephone: +44 1572722577

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Rutland County Council will incorporate a minimum 10 day standstill period at the point of notification of the decision to award the contract. The decision notice will incorporate the award criteria, the reasons for the decision, the reasons (if any) why a tenderer did not meet any specification, the identity of the successful tenderer and a precise statement of when the standstill period is expected to end. Any appeal or challenge against the award decision must be communicated to the address stated in section I.1 above within the standstill period. If an appeal or challenge to award the contract has not been successfully resolved the Public Contracts Regulations 2006 (as amended) provide for aggrieved parties to take action in the High Court. Any such action must be brought promptly (generally within 3 months, although this time period may be reduced to 30 days in certain circumstances). Where a legal challenge is made after the contract has been entered into then that contract could be declared ineffective and/or shortened and/or a fine imposed by the Court.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: