Section one: Contracting authority
one.1) Name and addresses
The Department of Finance Northern Ireland
Goodwood House, 52 May Street
BELFAST
BT1 4RA
Contact
ssdadmin.cpdfinance-ni.gov.uk
ssdadmin.cpd@finance-ni.gov.uk
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
https://etendersni.gov.uk/epps
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etendersni.gov.uk/epps
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etendersni.gov.uk/epps
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://etendersni.gov.uk/epps
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
DoF - NICS Digital Asset Management System (DAMS)
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
Provision of a Digital Asset management System with multiple tenancies for NICS Departments and Agencies
two.1.5) Estimated total value
Value excluding VAT: £7,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKN0 - Northern Ireland
two.2.4) Description of the procurement
Provision of a Digital Asset management System with multiple tenancies for NICS Departments and Agencies
two.2.5) Award criteria
Quality criterion - Name: Qualitative Criteria / Weighting: 40
Cost criterion - Name: Quantitative Criterion / Weighting: 60
two.2.6) Estimated value
Value excluding VAT: £7,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The initial contract period is for 48 months. There are two options to extend of 24 months each
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
To provision a single DAM solution that will improve the Client’s ability to securely store, share, organise, delete and retrieve digital assets in a central location for the NICS. To support compliance in meeting their governance and legislative obligations, specifically those under UK General Data Protection Regulation (GDPR), Data Protection Act 2018 (DPA), NICS Records Management Policy and copyright amongst others. Flexibility/Scalability: To establish a single, flexible and scalable solution with an external DAMS Supplier to meet the different needs of business areas across the NICS while maintaining effective performance following increase in usage and growing or changing user demands. Usage will fluctuate over the course of the contract. Future Development and Enhancement: To provide a solution that will enable the inclusion of advanced DAM capabilities across the NICS estate in the future as new DAM and record management capabilities become available.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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
Date
10 September 2021
Local time
3:00pm
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
Tender must be valid until: 9 December 2021
four.2.7) Conditions for opening of tenders
Date
10 September 2021
Local time
3:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The Contracting Authority does not bind itself to accept the lowest or any tender. Economic Operators remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from the Economic Operator in connection with taking part in this procurement process, regardless of whether such costs arise as a consequence, directly or indirectly, of any amendments made to the procurement documents by the Contracting Authority at any time. No legally binding contract shall arise (and an Economic Operator shall have no legitimate expectation that a contract will be entered into) until such time as entry into the Contract has been confirmed by the Contracting Authority. Economic Operators should note that all dates, time periods and figures. in relation to values and volumes specified in this notice and the procurement documents are approximate. only and the Contracting Authority reserves the right to change any or all of them. The figure indicated in II.1.5. represents an estimated contract value £7m and may increase during the life of the contract to accommodate. changes in processing penalty charge notifications, continuous improvements and advancements in technology.. Any increases/modifications will be managed in accordance with the relevant public procurement regulations.. The pricing strategy applied and the setting of cost/profit margins are a commercial decision for Economic. Operators when submitting a bid for this competition. In addition, neither CPD nor the Contracting Authority can. provide any guarantee as to the level of business under this contract. The successful contractor’s performance. on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious. matter. It means the public purse is not getting what it is paying for. If a contractor fails to reach satisfactory. levels of contract performance they will be given a specified time to improve. If, after the specified time, they. still fail to reach satisfactory levels of contract performance, the matter will be escalated to senior management. in CPD for further action. If this occurs and their performance still does not improve to satisfactory levels within. the specified period, it may be regarded as an act of grave professional misconduct and they may be issued. with a Notice of Unsatisfactory Performance and the contract may be terminated. The issue of a Notice of. Unsatisfactory Performance will result in the contractor being excluded from all procurement competitions. being undertaken by Centres of Procurement Expertise on behalf of bodies covered by the Northern Ireland. Procurement Policy for a period of twelve months from the date of issue of the Notice..
six.4) Procedures for review
six.4.1) Review body
The UK does not have any special review body with responsibility for appeal/mediation procedures in public procurement competitions. Instead; any challenges are dealt with by the High Court, Commercial Division, to which proceedings may be issued regarding alleged breaches of the PCR 2015 as amended
United Kingdom
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
CPD will comply with the Public Contracts Regulations 2015 and, where appropriate, will incorporate a standstill. period (i.e. a minimum of 10 calendar days) at the point information on the award of contract is communicated. to tenderers. That notification will provide full information on the award decision. This provides time for the. unsuccessful tenderers to challenge the award decision before the contract is entered into.