Section one: Contracting authority
one.1) Name and addresses
Denbighshire County Council
Wynnstay Road
Ruthin
LL15 1YN
procurement@denbighshire.gov.uk
Telephone
+44 1824712194
Country
United Kingdom
NUTS code
UKL13 - Conwy and Denbighshire
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0280
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
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
Provision of an Operations Management solution and In-Cab Technology for Waste & Recycling
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 looking to invest in a quality and cost effective end-to-end digital solution from a single supplier to modernise Waste and Recycling services across the Authority. This solution will comprise of:
- An end-to-end digital solution which combines in-cab units, back office system and database capability for a variety of tasks including:
- An “out of the box” system with minimal configuration
- Automation of administrative tasks (completion/closure of CRMs for tasks such as missed collections, bulky household collections and delivery of containers)
- Provide additional/continual service efficiencies through automated task allocation based on Council priorities
- Viewable accurate and live data of round completion/work flows for back office staff/managers with manual work (re)distribution capabilities dependant on service need
- Configurable database which contains property/user information, including container type and size, contamination history, application for containers history, enforcement history (including pictures/evidence), additional requirements (assisted collections) and subscription information for garden waste/AHP etc.
- Manual input from Operatives using the in cab system to input completion of work streams (collection rounds etc.) and identify where manual intervention is needed (contaminated containers, replacement containers, safety/welfare issues and orphan bins/fly tipping.
- A mobile hardware solution (rugged touchscreen device) which can be mounted into Waste and Recycling Fleet, allowing for a full user interface. There will also be a requirement for the supplier to fit the devices and then retrofit a number of these units to our new waste fleet in 2023.
- Real-time connectivity between back office system and in-cab units, allowing for tasks to be “pushed” from back office to specific crews for resolution and updates “pushed” back from the in-cab into the back-office. This will include an offline mode for when the device is in an area of poor signal.
- Sufficient users/licences must be provided to enable the council to deploy the solution across the Waste Department. This will be approximately 45 in-cab units and 20 back office users. However, with the upcoming service change, there may be a requirement for the provider to provide additional licences in the future.
- Automated integration with routing software, to allow for real-time changes in routes (including multiple changes) to be applied across the solution, for route optimisation but also to allow for full flexibility when building and implementing new routes as part of the service change and continual efficiencies.
- Two-way information sharing between the in-cab system and route optimisation software, allowing actual data to inform route efficiencies.
- Full integration with the Council’s CRM system (currently Civica C360), automated data transfer and information sharing and automation of closing CRMs e.g. a missed container requested or container delivery.
- Importing of existing data held by Council systems into the solution, including database information, BS7666 Gazetteer, GIS mapping data, CSV files etc.
The aim is to have a fully configured and functional system by March 2022.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72000000 - IT services: consulting, software development, Internet and support
two.2.3) Place of performance
NUTS codes
- UKL13 - Conwy and Denbighshire
Main site or place of performance
Denbighshire County Council
two.2.4) Description of the procurement
The Council is looking to invest in a quality and cost effective end-to-end digital solution from a single supplier to modernise Waste and Recycling services across the Authority. This solution will comprise of:
- An end-to-end digital solution which combines in-cab units, back office system and database capability for a variety of tasks including:
- An “out of the box” system with minimal configuration
- Automation of administrative tasks (completion/closure of CRMs for tasks such as missed collections, bulky household collections and delivery of containers)
- Provide additional/continual service efficiencies through automated task allocation based on Council priorities
- Viewable accurate and live data of round completion/work flows for back office staff/managers with manual work (re)distribution capabilities dependant on service need
- Configurable database which contains property/user information, including container type and size, contamination history, application for containers history, enforcement history (including pictures/evidence), additional requirements (assisted collections) and subscription information for garden waste/AHP etc.
- Manual input from Operatives using the in cab system to input completion of work streams (collection rounds etc.) and identify where manual intervention is needed (contaminated containers, replacement containers, safety/welfare issues and orphan bins/fly tipping.
- A mobile hardware solution (rugged touchscreen device) which can be mounted into Waste and Recycling Fleet, allowing for a full user interface. There will also be a requirement for the supplier to fit the devices and then retrofit a number of these units to our new waste fleet in 2023.
- Real-time connectivity between back office system and in-cab units, allowing for tasks to be “pushed” from back office to specific crews for resolution and updates “pushed” back from the in-cab into the back-office. This will include an offline mode for when the device is in an area of poor signal.
- Sufficient users/licences must be provided to enable the council to deploy the solution across the Waste Department. This will be approximately 45 in-cab units and 20 back office users. However, with the upcoming service change, there may be a requirement for the provider to provide additional licences in the future.
- Automated integration with routing software, to allow for real-time changes in routes (including multiple changes) to be applied across the solution, for route optimisation but also to allow for full flexibility when building and implementing new routes as part of the service change and continual efficiencies.
- Two-way information sharing between the in-cab system and route optimisation software, allowing actual data to inform route efficiencies.
- Full integration with the Council’s CRM system (currently Civica C360), automated data transfer and information sharing and automation of closing CRMs e.g. a missed container requested or container delivery.
- Importing of existing data held by Council systems into the solution, including database information, BS7666 Gazetteer, GIS mapping data, CSV files etc.
The aim is to have a fully configured and functional system by March 2022.
two.2.5) Award criteria
Quality criterion - Name: Product, Support & Maintenance / Weighting: 6
Quality criterion - Name: Implementation / Weighting: 4
Quality criterion - Name: Operations Management System / Weighting: 6
Quality criterion - Name: In-Cab Technology / Weighting: 8
Quality criterion - Name: Integration with Route Optimisation / Weighting: 8
Quality criterion - Name: Trade Waste and other Service Requirements / Weighting: 4
Quality criterion - Name: Customers and Integration / Weighting: 4
Price - Weighting: 60
two.2.11) Information about options
Options: Yes
Description of options
During the duration of the contract there may be requirements to purchase the same software to implement in other areas of the authority. In addition, Denbighshire's Route Optimisation Software is due for renewal during the duration of this contract and there may be a requirement to purchase this from the successful supplier.
These two purchases are not guaranteed.
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
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.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-018078
Section five. Award of contract
Contract No
N/a
A contract/lot is awarded: No
five.1) Information on non-award
The contract/lot is not awarded
No tenders or requests to participate were received or all were rejected
Section six. Complementary information
six.3) Additional information
Instructions
1. Log in to PROACTIS at https://supplierlive.proactisp2p.com
2. If you are already registered on the Proactis portal please Login and start at Step 14 of these instructions if not go to STEP 3
3. Click the “Sign Up” button at the bottom of the window
4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. If you have a generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.
5. Please make a note of the Organisation ID and User Name, then click “Register”
6. You will receive an email asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
7. Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details.
8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
Please ensure that the selected codes are relevant to your business to ensure that you get notification of opportunities that are of interest.
9. In the Buyers screen please select Denbighshire County Council (you may register with other organisations if you wish)
10. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 4 above)
11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.
12. In the Finish screen please enter a new password and note all your Login details for future reference.
13. Now click “Complete Registration” and you will enter the Supplier Network page.
14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.
15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one.
16. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the
“Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held
here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of them as part of your submission.
There are instructions on how to complete your submission in the Guidance for Bidders document.
17. You can now either create your response”, or “Decline” this opportunity
(WA Ref:120920)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom