Section one: Contracting authority
one.1) Name and addresses
Department for Environment Food and Rural Affairs
17 Nobel House
London
SW1P 3JR
Telephone
+44 3000603900
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://defra.bravosolution.co.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://defra.bravosolution.co.uk/
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Grant Application, Assessment and Administration Services
two.1.2) Main CPV code
- 48612000 - Database-management system
two.1.3) Type of contract
Supplies
two.1.4) Short description
DEFRA Group require a short-term front end application portal, assessment and database provider to assist the delivery of grants.
two.1.5) Estimated total value
Value excluding VAT: £875,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48611000 - Database software package
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Remote delivery
two.2.4) Description of the procurement
DEFRA require the capability to be able to offer a fully supported and hosted system which provides a digital application and assessment portal to apply for both established and new grant schemes, and for the grant administrative team to be able to comply with the Government Functional Standard. Delivery of new technologies into the DEFRA Group estate must demonstrate compliance with the Technology code of practice and the GDS Service Standard. These can be accessed at the links below.
Government Functional Standard: https://www.gov.uk/government/publications/grants-standards
Technology Code of Practice: https://www.gov.uk/guidance/the-technology-code-of-practice
GDS Service Standard: https://gds.blog.gov.uk/2019/05/09/welcome-to-the-updated-service-standard/
DEFRA require a short-term software/API and database hosting provider to assist with the delivery of grants. It will be an 18-month contract with an option for a short extension. The supplier will work with a multi-disciplinary team, including a variety of operational teams, within DEFRA group during development and delivery. During transfer of data from the incumbent it will be absolutely necessary to guarantee that no interruption occurs to service. Failure to provide the required development and support activities would: prevent the RPA Grants Service delivering its committed (published) grant schemes from 2022 until the replacement single service was introduced; and result in the inability to pay existing scheme applicants via system payments.
There is an existing supplier in place, who will need to be effectively engaged to ensure a smooth transition from current to new service provision. It is of critical operational importance that there is no interruption of service (i.e. payments to grant recipients or disruption to administration of existing and new grants). There will be a transition period of a maximum of 3 months, and transition to the future state service will need to be completed before the end of the initial contract period unless the option to extend is used.
The solution must be in place and operationalised by Q2 2023 to support the current bespoke system to be decommissioned. Read/write/edit access will be required for the duration of the service. Read and limited write access would be required for a minimum of 5 years beyond the final claim.
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: £875,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
18
This contract is subject to renewal
Yes
Description of renewals
There will be the option for the Authority to extend the contract on a +6m +6m basis
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
A number of grants will be delivered during any transition phase from the current to any new supplier. It is of critical operational importance that there is no interruption of service (i.e. payments to grant recipients or disruption to administration of existing and new grants).
Interested suppliers are requested to inform the Authority in writing by emailing FFCPCommercial@defra.gov.uk
two.3) Estimated date of publication of contract notice
3 October 2022
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Department for Environment Food and Rural Affairs
London
Country
United Kingdom