Section one: Contracting authority/entity
one.1) Name and addresses
Wolverhampton City Council the administering authority for West Midlands Pension Fund
Civic Centre, St Peters Square
Wolverhampton
WV1 1RL
Contact
Mr John Thompson
john.thompson@wolverhampton.gov.uk
Telephone
+44 1902554503
Country
United Kingdom
NUTS code
UKG39 - Wolverhampton
Internet address(es)
Main address
http://www.wolverhampton.gov.uk
Buyer's address
http://www.wolverhampton.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Other activity
Pension Fund
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Pensions Administration Software
Reference number
DN599999
two.1.2) Main CPV code
- 66523100 - Pension fund administration services
two.1.3) Type of contract
Services
two.1.4) Short description
The West Midlands Pension Fund is one of the UK's largest pension funds, managing and administering the pension interests of our members and scheme employers. The administrative back office requirements are delivered via the system.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £500,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG39 - Wolverhampton
two.2.4) Description of the procurement
The West Midlands Pension Fund is one of the UK's largest pension funds, managing and administering the pension interests of our members and scheme employers. The administrative back office requirements are delivered via the system. The Software system with support and maintain member pension fund details.
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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Wolverhampton City Council, the administering authority for West Midlands Pension Fund (WCC) issued an invitation to tender for pensions administration software and services in 2021. Following evaluation bids were tied and the procurement for this service was discontinued.
A revised invitation to tender was subsequently issued and after an extended clarification period the outcome was not settled until November 2021. As a result, the contract with the incumbent provider will shortly expire. The contract with the new provider has been executed, mobilisation has commenced, and the new system is due to go live from 1st April 2023.
Due to the critical nature of the pensions administration system which supports the pensions of 330,000 members it is imperative that this system is maintained with the incumbent provider until the new system goes live next year.
WCC has made enquiries with regard to utilising a call off contract from the Crown Commercial Service G Cloud Framework but was informed that due to the current system being on-premise it would not be a viable option to migrate to the cloud for what is such a short term requirement.
Regulation 32(2)(b)(ii) of the Public Contracts Regulations 2015, provides that a contract may be awarded under the negotiated procedure without prior publication of a contract notice where the works, supplies or services can be supplied only by a particular economic operator because competition is absent for technical reasons.
Given the technical nature of the system and the timescale required to implement a new system the incumbent provider is the only economic operator who can provide this service without which WCC cannot operate the pension fund.
WCC believes there is no reasonable alternative or substitute available and the absence of competition is not the result of an artificial narrowing down of the parameters of the procurement. The contract is awarded for the shortest period available to allow the new provider time to implement their new system.
A 10 day standstill period period will now commence which will expire on the at midday on the 11th March, following this WCC will award a contract to the current incumbent supplier for a 12 month period
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
28 February 2022
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Civica UK Limited
Southbank Central, 30 Stamford Street
London
SE1 9LQ
Country
United Kingdom
NUTS code
- UKG39 - Wolverhampton
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £500,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Wolverhampton City Council
Wolverhampton
Country
United Kingdom