Section one: Contracting authority
one.1) Name and addresses
Derbyshire County Council
County Hall
Matlock
DE4 3AG
Contact
Mrs Gemma Walker
gemma.walker@derbyshire.gov.uk
Country
United Kingdom
Region code
UKF1 - Derbyshire and Nottinghamshire
Internet address(es)
Main address
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
ICT20016 Supply of Home to School and Specialised Passenger Transport Planning and Management Solution.
Reference number
DN454355
two.1.2) Main CPV code
- 48600000 - Database and operating software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
An externally hosted Home to School and Specialised Transport Planning and Management
Solution with a secure user interface, accessible through a web-based browser.
The Solution will comprise:
a) Software;
b) On-line data storage; and
c) Associated Services.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £199,000 / Highest offer: £607,000 taken into consideration
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF1 - Derbyshire and Nottinghamshire
two.2.4) Description of the procurement
An externally hosted solution with a secure user interface,
accessible through a web-based browser to manage, schedule and optimise passengers and
journeys for Home to School (both mainstream and specialised) and Adult Social Care
transport.
The Solution will comprise:
Software;
On-line data storage; and
Associated Services.
Currently the Transport Service has to manually input the majority of data to plan and
coordinate passengers travelling together to establishments taking into account home
location, individual special needs, arrival times, vehicle capacity, acceptable travel duration
for journeys etc. The route planning and optimisation is undertaken manually and then
manually recorded in the current system.
The Service wishes to reduce its reliance on the knowledge of its individual officers and
manual data entry and purchase a solution that will record and manage the optimisation of
the journeys required to meet service requests/demand, using rules and criteria that can be
set by its users, to calculate the most efficient use of vehicles, and routes, calculating and
managing potential cost. This could be displayed on a map via a dashboard which shows the
types of transport, number of passengers and capacity in a particular location or by showing
journeys to a chosen establishment or both.
The Council uses a separate system called Proactis to record and maintain its list of
approved transport operators. These records are held within a DPS (Dynamic Purchasing
System), a framework that is used to award contracts by undertaking further mini
competition exercises and Contracts are awarded via the Proactis System. The awards are
done via the Proactis System. Currently the details of the contracts that are awarded under
the DPS are manually inputted into the current Routewise system. Electronic hard copies of
the contracts are stored in the Councils EDRM which is supplied by Open Text version 16.2
as the current system does not have a facility to store this documentation against a contract
or operator.
The Council recently started implementation of the Granicus CRM solution to manage
interactions with its citizens. The Transport Service intends to use a form in this system to
collect all relevant information from parents/carers and professionals, with the relevant
approvals process to enable service requests for transport to be arranged. The Service would
like a way to seamlessly process the data contained in this form via input into the Transport
Management solution without the need for manual rekeying.
two.2.5) Award criteria
Quality criterion - Name: Business Requirements / Weighting: 25
Quality criterion - Name: Technical Requirements / Weighting: 10
Quality criterion - Name: Delivery Requirements / Weighting: 15
Quality criterion - Name: Service Requirements / Weighting: 5
Quality criterion - Name: Supplier Information Security / Weighting: 5
Cost criterion - Name: Total Evaluated Cost / Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
a) Creative alternative solutions to replace paper bus passes
b) Parent Apps
c) Driver Apps
d) Stakeholder portals
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: 2022/S 000-019632
Section five. Award of contract
Contract No
ICT20016
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
24 October 2023
five.2.2) Information about tenders
Number of tenders received: 4
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
365 Response Ltd
Richmond
TW9 2QE
Country
United Kingdom
NUTS code
- UKF1 - Derbyshire and Nottinghamshire
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £450,000
Lowest offer: £199,000 / Highest offer: £607,000 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Derbyshire County Council
Matlock
Country
United Kingdom