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Children's & Educational Records Management System.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Leicester City Council
New Walk Centre, Welford Place
For the attention of: Rebecca Cowan - ICT Contracts & Procurement Manager
LE1 6ZG Leicester

Internet address(es):

Electronic submission of tenders and requests to participate:

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:
Children's & Educational Records 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

NUTS code UKF21

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)
Software package and information systems. Networking software package. Web server software package. Document management software package. Statistical software package. IT software package. Database software package. Backup or recovery software package. Security software package. File security software package. Data security software package. Miscellaneous software package and computer systems. IT services: consulting, software development, Internet and support. Statistical software development services. IT software development services. Software support services. Software development services. Software implementation services. Software maintenance and repair services. Maintenance of information technology software. Repair of information technology software. Software supply services. Information systems. Training services. Leicester City Council (the ‘Council') requires system support, maintenance and additional functionality for their existing Children's & Educational Records Management System, or alternatively, replacement of this system with another that provides the same functionality plus options for additional functionality.
Any new system must be able to collect, record and report on all children's and young peoples' information including education. The new system will need to be able to record and store children's records, and produce reports for the following areas:
- Management of children's services.
- Management of school places.
- Assessment and attainment information supplied by schools.
- All other information on children held by schools.
- Information on school personnel and parents/governors.
- Interactions and involvement with children by specialist services.
- Services provided for "early years” such as the nursery education grant.
- School transport and free school meals.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48210000, 48222000, 48311000, 48463000, 48517000, 48611000, 48710000, 48730000, 48731000, 48732000, 48900000, 72000000, 72212463, 72212517, 72261000, 72262000, 72263000, 72267000, 72267100, 72267200, 72268000, 48810000, 80500000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The system must be able to transfer data securely to and from schools and associated specialist bodies, link to other related systems currently in use by schools and the Council, and have the ability to import related miscellaneous files from other sources.
The system functionality must include:
- Manual input and amendment of children and young people's records including name, address, date of birth, current school and schools previously attended etc.
- Importing of pupil data including attendance marks and exclusions from schools by direct interface with schools management information systems (MIS) or by other electronic means.
- Importing and exporting of files to and from other external bodies, e.g. Ofsted, DfE, including the capability to import and export common transfer files (CTF's) as defined by the DfE.
- Interfacing with Ofsted to download updates and additions to registered childcare providers.
- Management of schools admissions, transfers and appeals, including the provision of an online portal through which parents can apply for school places.
- Storage of school exclusions records, including tracking of reintegration casework.
- Management and analysis of children's attainment.
- Importing of all school termly census returns and generation of the early years census return.
- Recording of details of ethnic minorities and traveller communities.
- Management of services provided for "Early Years” and administration of Nursery Education Grant Funding.
- The collection and recording of information on parent details.
- The collection and recording of school governor appointments, school governor vacancies and details of support provided to governors.
- Facility to hold a Childcare and a Family Services directory and to manage and record the details of enquiries pertaining to these directories
- Administration of Free School Meals including the ability to link to the FSMs eligibility checking service to verify eligibility for individual or batches of claims.
- Case and workflow management of interventions by specialist children's services e.g. Educational Psychology, Education Welfare, etc. and recording of outcomes.
- Administration of Special Educational Needs (SEN) assessments including the generation and review of statements of SENs and the generation of statutory SEN returns.
- Recording of details for Looked after Children (LAC) and recording of Personal Education Plans (PEPs).
- Interfacing with MicroSoft Sharepoint and the LiquidLogic Protocol System.
In addition the system functionality should include, but not be limited to:
- Analysis of children's attainment against performance indicators.
- The facility to import details of racist incidents from schools.
- Recording and analysis of all allegations of abuse and/or neglect by individuals in a position of trust with regard to children.
- The collection and recording of information on school personnel.
- Recording and storing of scanned documents against an individual's record or against a referral.
- Management and administration school transport eligibility.
- Recording of all training of, and qualifications held by, childcare professionals.
- The production of pre-populated forms and letters.
- Interfacing with the MicroSoft SSRS reporting tool.
- Archiving or deletion of data by individual record or in bulk, in line with Data Protection Act requirements.
The requirement is to include, support, maintenance and new functionality for the existing system or the provision a new system including software, support & maintenance, implementation, user acceptance testing of the system, together with training and professional services for the system. All of the services are to be provided by the same supplier.
Any new system provision would also involve data migration from the current system.
In each instance, full installation and on-going maintenance and support will be required for the lifetime of the contract.
The contract will be for seven (7) years with the options to extend for one (1) + one (1) + one (1) years at the sole discretion of the Council.
Estimated value excluding VAT: 4 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 84 (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:
The provision of appropriate guarantees, bonds and warranties is reserved.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance.
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) A statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As per the contract documentation.
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
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
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
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
IV.3.4)Time limit for receipt of tenders or requests to participate
4.11.2013 - 14:00
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
VI.2)Information about European Union funds
VI.3)Additional information
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
The value of the contract stated, GBP4 million, is for the whole contract, including the options to extend if taken up.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2013920-PRO-5138413
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: