Section one: Contracting authority
one.1) Name and addresses
The Royal Borough of Windsor and Maidenhead Council
Town Hall,St Ives Road
MAIDENHEAD
SL61RF
Country
United Kingdom
NUTS code
UKJ11 - Berkshire
Internet address(es)
Main address
Buyer's address
https://public.bravosolution.co.uk/web/login.html
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://public.bravosolution.co.uk/web/login.html
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://public.bravosolution.co.uk/web/login.html
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
Electoral Management System (EMS) and Associated Requirements for The Royal Borough of Windsor & Maidenhead
two.1.2) Main CPV code
- 48100000 - Industry specific software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Authority requires an Electoral Management System (EMS) and associated requirements / modules which provide the following functionality (see Annex A for the Authority's full requirements) -
• The EMS must have the functionality to setup and manage the election process and deliver each stage according to the statutory timetable which needs to be embedded in the main EMS system;
• The EMS must have the functionality to manage the verification of postal votes returned at the time of an election;
• The EMS must have functionality to facilitate the data-mining and data-matching of locally held data sets to identify new electors and to verify the identities of new applicants;
• The EMS must be able to provide and facilitate the management of an election staff self-portal
• The EMS must have the ability to provide an electronic annual canvass response functionality whereby residents can make their household returns by telephone, web / online or SMS;
• The EMS must have the ability to facilitate and acknowledge postal canvass returns as well as the electronic canvass response channels;
• The EMS must be able to provide a digital personal canvass solution via tablet software (but it is also desirable to also be able to do this by phone) for in person visits made by canvassers;
• A web-based version (or equivalent) of the EMS available for use by the Authority's Customer Service Centre;
• Online polling station staff training;
• It is desirable that the EMS is able to provide and facilitate the management of a candidate self-service portal
The EMS must be on premise and will be hosted on RBWM's locally-held servers and accessible via on premise software. The Authority intends to move the EMS to a hosted solution in the future when possible, practical and affordable to do so.
two.1.5) Estimated total value
Value excluding VAT: £216,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48219300 - Administration software package
- 75130000 - Supporting services for the government
two.2.3) Place of performance
NUTS codes
- UKJ11 - Berkshire
Main site or place of performance
The Royal Borough of Windsor & Maidenhead
two.2.4) Description of the procurement
See description under II.1.4. Short description
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £216,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
This contract may be extended for three (3) possible twelve (12) month extensions at the sole discretion of the Authority
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
How to Express an Interest in This Tender
Register your company on the eSourcing portal (this is only required once) - Browse to the eSourcing Portal https://public.bravosolution.co.uk/web/login.html and click the link to register - Accept the terms and conditions and click 'continue' - Enter your correct business and user details - Note the username you chose and click 'Save' when complete - You will shortly receive an email with your unique password (please keep this secure).
For further guidance on how to register on The Public Sector Procurement Portal hosted by Bravo Solution you can watch the video available via the following link - http://www.screencast.com/t/o6NHgMNjnf?_ncp=1502113290076.897-1 Please note that despite the Bravo Advantage 16 branding the instructions and guidance in the video are correct and apply to the Public Sector Procurement Portal.
Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant PQQ/ ITT to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs' page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box.
Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the 'Submit Response' button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk on 0800 069 8630 or email help@bravosolution.co.uk
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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
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
Originally published as:
Date
1 September 2021
Local time
1:00pm
Changed to:
Date
8 September 2021
Local time
1:00pm
See the change notice.
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
1 September 2021
Local time
1:30pm
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
The Royal Borough of Windsor & Maidenhead
Maidenhead
Country
United Kingdom