Public procurement notice: Voluntary Ex Ante Transparency Notice
Published: 2017-05-26
Buyer: Warwick District Council
Country: UK
Region: Warwickshire
Contract type: Services
Procedure: Contract award without prior publication
CPV classification: 48100000 | 48219300 | 48333000 | 48783000 | 72000000
Estimated value: 93000 EUR

Technical requirements: WDC Contract for provision of licences for computer systems, system and support for HCP, NS and Housing.
Civica is the back of house administrative system for all Environmental Health, Licensing and Private Sector Housing functions including both pro-active (inspection) and re-active (Service Requests) services; providing effective case management and monitoring services, officer workload management, and management monitoring reports and information as required. This contract is for the support of a specific computer system to support this system. The original contract for system support is due to expire 31.5.2017. While other systems exist, the current system is meeting requirements and therefore council is not looking to move to an alternative system. The support for the current system can only be provided by a single supplier who own and operate the system. While the Council could decide not to have support for the system this would not be prudent in the long run as the system would not develop to take into account changes in legislation or resolve operational matters.
An procurement exemption has been granted for the software support for the CIVICA system and a direct award to the company that provided the system for a 3 year support contract has been sought.
Justification for the choice of the direct award without prior publication of a contract notice in the OJEU in accordance with Directive 2014/24 EU of the European Parliament and of the Council.
Other justification for the award of the contract without prior publication of a contract notice in the OJEU:
This VEAT Notice is published under the Public Contract Regulations 2015. The procurement is for the support of a specific computer system to xxxxxxxxxx. The supplier has worked closely with the Warwick District Council (WDC) to develop features in the application that are used specifically for WDC purposes. Given the length of time the application has been used there is a considerable amount of data stored on it. While other systems exist the support for the current system can only be provided by a single supplier who own and operate the system. While the Council could decide not to have support for the system this would not be prudent in the long run as the system would not develop to take into account changes in legislation or resolve operational matters. There is no evidence to suggest the Council should change providers of the system, at this time, because the system is operating correctly and changing system would require significant amounts of training for the Council Officers. As per WDCs code of procurement practice, and exemption was granted based on: 6.4.1 Renewal of software licenses or other IT commodity items where the supply is restricted to the original supplier.
For a price of 93 000 GBP, WDC is able to obtain support for their Civica system for 3 years. For these reasons, WDC is publishing this VEAT Notice as it believes that this service is only able to be provided by the current supplier. WDC therefore intend to award a contract to CIVICA UK Ltd for 3 years commencing 13.6.2017. Following publication of the VEAT notice on 26.5.2017, there will be a 10 day standstill period, concluding on 12.6.2017. Following satisfactory conclusion of the standstill period, we will enter into a contract with Express from 13.6.2017 for 3 years.
This Council will incorporate a minimum of 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows other suppliers to contact the contracting council before the contract is entered into.
If an appeal regarding the award of a contract has not been successfully resolved, The Public Contract Regulation 2015 provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the council to amend any document and may award damages. If the contract has been entered into the Court may only award damages.


Winner: CIVICA UK Ltd
Award value: 93000