Section one: Contracting authority/entity
one.1) Name and addresses
Department of Finance Northern Ireland
NINE Lanyon Place
BELFAST
BT1 3LP
Country
United Kingdom
NUTS code
UKN0 - Northern Ireland
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
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 EU Division - European Structural and Investment Funds Computer System
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
It is necessary to take up the extension option for a 4 year period from the end of 2021 since functionality of the Database will be required until closure of the ESIF Funding period at the end of 2025. The existing contractor has designed and developed this bespoke Database, it would not be practical or cost effective to engage a different supplier for further enhancements and system support up to the end of the contract period. To do so would result in the requirement to re-train all existing users, have the system re-designated by the Audit Authorities and have the system accredited again to ISO27001 security standard – an accreditation the current system has until 2023.
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: £1,163,423
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement
This contract is for the development and maintenance of a European structural investment Funds Database for the EU Division. This contract has an initial end date of 31.12.2021 with the option to extend for 2 optional 2 year periods. It is necessary to take up the extension option for a 4 year period from the end of 2021 since functionality of the Database will be required until closure of the ESIF Funding period at the end of 2025. The existing contractor has designed and developed this bespoke Database, it would not be practical or cost effective to engage a different supplier for further enhancements and system support up to the end of the contract period. To do so would result in the requirement to re-train all existing users, have the system re-designated by the Audit Authorities and have the system accredited again to ISO27001 security standard – an accreditation the current system has until 2023.
two.2.11) Information about options
Options: Yes
Description of options
2 optional 2 year extensions.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: Yes
Identification of the project
CFT 550128
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- No tenders or no suitable tenders/requests to participate in response to open procedure
Explanation:
The value of this contract and proposed modification (at £1,163,423) is above the EU threshold therefore the Public Contracts Regulations 2015 (as amended) apply.
The current contract (DAC 150/16) was put in place for an initial period of 5 years with two optional extension periods of 2 years each due to unforeseen events.
Two public tender competitions had failed to deliver a multi-function database for use by Department for the Economy, Department for Agriculture, Environment and Rural Affairs and the Special European Union Programmes Body as required by European Commission Regulations to comply with e-cohesion principles and enable the drawdown of €1 bn+ EU funding to Northern Ireland during the 2014 – 2020 round of European Structural and Investment Funds.
The contractor appointed following the most recent open competition was unable to deliver the requirements specified in the tender SOR resulting in the contract being terminated on 13th June 2016 due to default.
This created an urgent requirement to have a functioning database in place by the end of 2016 to meet Commission requirements. As the scheme continues after the initial 5 year period CPD held a number of discussions with EUD on requirements going forward following exit from EU.
The scheme will close in 4 years’ time and EUD have negotiated with the contractor (RMA now under Fluent Technology) to aggregate the extension periods into one 4 year deal to provide best vfm. This included social value considerations which were incorporated into the original contract. In addition to support and maintenance costs, these costs include a software refresh which is necessary to continue to meet current security standards and archiving of the data at the end of the contract.
The Regulations permit the modification of a contract where the changes proposed meet one or more of the prescribed tests as set out in Regulation 72. Having considered the information provided there would appear to be convincing reasons to modify this contract in accordance with Regulation 72(1)(b); that is additional services “have become necessary” and were not included in the initial procurement and a change of supplier would not be practicable for economic or technical and would involve substantial inconvenience/duplication of costs - provided the change does not exceed 50% of the value of the original contract.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
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
13 October 2016
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
RMA SYSTEMS And SERVICES LTD
17 GRAYS HILL
BANGOR
BT20 3BB
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
https://etendersni.gov.uk/epps
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £1,163,423
Section six. Complementary information
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
Belfast
Country
United Kingdom