Section one: Contracting authority
one.1) Name and addresses
Department for Communities - Public Record Office of Northern Ireland
2 Titanic Boulevard
BELFAST
BT3 9HQ
SSDAdmin.CPD@finance-ni.gov.uk
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
https://www.communities-ni.gov.uk/topics/public-record-office-northern-ireland-proni
Buyer's address
https://www.finance-ni.gov.uk/topics/procurement
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 to the above-mentioned address
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
ID 4215231 DfC - PRONI - Catalogues Plus (PCP) System – Support and Development
Reference number
ID 4215231
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
The Public Record Office of Northern Ireland (PRONI) is a division of the Department for Communities (DfC). PRONI Catalogues Plus (PCP) is PRONI’s master catalogue system. It is a business critical system essential to the acceptance and management of records, and making records accessible to the public. PCP allows PRONI staff to create and maintain a catalogue of the records under PRONI’s care and to manage the location details of physical records. PCP also receives catalogue data from PRONI’s Digital Preservation system, enabling staff and the public to access digital records. The high-level objectives of this contract are: • Support - To put in place support and maintenance for PRONI’s PCP system; and • Development – To establish a contract that will allow for changes to and enhancement of the PCP system.
two.1.5) Estimated total value
Value excluding VAT: £252,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72232000 - Development of transaction processing and custom software
- 72610000 - Computer support services
- 72611000 - Technical computer support services
- 72230000 - Custom software development services
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement
The Public Record Office of Northern Ireland (PRONI) is a division of the Department for Communities (DfC). PRONI Catalogues Plus (PCP) is PRONI’s master catalogue system. It is a business critical system essential to the acceptance and management of records, and making records accessible to the public. PCP allows PRONI staff to create and maintain a catalogue of the records under PRONI’s care and to manage the location details of physical records. PCP also receives catalogue data from PRONI’s Digital Preservation system, enabling staff and the public to access digital records. The high-level objectives of this contract are: • Support - To put in place support and maintenance for PRONI’s PCP system; and • Development – To establish a contract that will allow for changes to and enhancement of the PCP system.
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: £252,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
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
Initial period of 3 years with the option to extend by 2 further periods 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
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
Date
14 December 2022
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: 14 March 2023
four.2.7) Conditions for opening of tenders
Date
14 December 2022
Local time
3:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
The successful contractor’s performance on the contract will be regularly monitored in line with PGN 01/12. 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 Certificate of Unsatisfactory Performance and the contract may be terminated. The issue of a Certificate 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 certificate.
six.4) Procedures for review
six.4.1) Review body
The UK does not have any such bodies with responsibility for appeal/mediation procedures. 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.
UK
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.