Section one: Contracting authority
one.1) Name and addresses
Derbyshire County Council
Chatsworth Hall
Matlock
DE4 3FW
Contact
Miss Jenny Price
jenny.price2@derbyshire.gov.uk
Telephone
+44 1629536869
Country
United Kingdom
NUTS code
UKF - EAST MIDLANDS (ENGLAND)
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
ETE010 Highways Laboratory Test Data and UKAS Quality Management System Purchase
Reference number
DN527842
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
The Council is seeking an externally hosted Highways Laboratory Test Data and UKAS Quality Management Solution. The Contract will be based on an initial 5 year period with options to extend for a further 5 years to a maximum contract period of 10 years.
two.1.5) Estimated total value
Value excluding VAT: £275,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF - EAST MIDLANDS (ENGLAND)
two.2.4) Description of the procurement
To comply with its legislative obligations to maximise value during the delivery of highway maintenance across the region of Derbyshire the authority employs a Highways Materials Laboratory. This facility is required to be at the forefront of all the road maintenance activities. Once the programme is identified for the next five years we start working on the sites. We are involved with the site from this point through to completion of any works.
The first task we are involved with is identification of the existing condition of the pavement, cores are extracted, logged and commented on – testing for contaminants is undertaken. The findings are recorded, located on a network plan and the new design takes this information to develop the detailed design.
During construction the laboratory attends sites and undertakes testing on site and removes samples for testing in the laboratory. Any system will need to have site based capability to record and calculate test results. This will need to interface with the lab based system and the network systems currently used.
We monitor samples and tests associated with :-
Soils
Aggregates
Asphalts
Concretes
Hazardous contamination such as Tar
Water Quality
Noise Levels
On Site skid resistance
On Site texture depth measurement
On Site longitudinal Regularity
On Site density
We undertake sampling and testing for both internal and external private clients, we invoice for the work we undertake. Invoices are made up of standard charges and additional time and add-on charges. In addition we run Profit and loss accounting and would like the system to manage a basic review of ongoing financial position.
Many of the items of equipment within the laboratory have interface with lab system capability, where possible we would like to utilise this facility to reduce Technician interface.
The materials Laboratory manages under a UKAS quality system, the standards we work to are onerous. We are looking for the system to help with this requirement. It should include calibrations and Technician training records. Highlighting any irregularities with full test compliance. For example if the Technician undertaking the test has not been reviewed for their annual competency in the test the system should say so. Likewise with equipment calibrations and the generation of annual quality review dates and records, standard formats for meeting minutes etc.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 65
Quality criterion - Name: Information Security / Weighting: 5
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £275,000
two.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
We are advertising a contract for an initial term of 60 months with optional annual renewal for a further 60 months.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
List and brief description of conditions:
As detailed in the procurement documentation.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed in the procurement documentation.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
29 March 2021
Local time
11:00am
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 9 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
29 March 2021
Local time
11:00am
Place
Derbyshire
Information about authorised persons and opening procedure
Officers of the Council
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Derbyshire County Council
Chatsworth Hall
Matlock
DE4 3FW
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Derbyshire County Council
Chatsworth Hall
Matlock
DE4 3FW
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
Derbyshire County Council will incorporate a minimum 10 calendar days (or 15 if non-electronic or fax methods used) standstill period at the point information on the award of the contract is communicated to the relevant economic operators. Debriefing by the Council shall be in accordance with the Public Contracts Regulation 2015 (as amended) (the Regulations). Such information should be requested from the addressee in Section 1.1. If an appeal regarding the award of the contract has not been successfully resolved the Regulations provide for the aggrieved parties who are of the opinion that they have been harmed or are at risk of harm by a breach of the Regulations, to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought as soon as possible.
six.4.4) Service from which information about the review procedure may be obtained
Derbyshire County Council
Chatsworth Hall
Matlock
DE4 3FW
Country
United Kingdom