Public procurement notice: Voluntary Ex Ante Transparency Notice
Published: 2018-02-13
Buyer: Warwick District Council
Country: UK
Contract type: Services
Procedure: Contract award without prior publication
CPV classification: 48100000 | 48219300 | 48333000 | 48783000 | 72000000
Estimated value: 399000 EUR

Technical requirements: Provision of licences and software for computer systems, system, and support for CIVICA system for Council Tax and Benefits
This contract is for the provision of licences and support for these computer systems. The original contract for licences and system support is due to expire 20.10.2018. While other systems exist, the current system is meeting requirements and therefore council is currently not in a position to move to an alternative system.
The licences and support for the current system can only be provided by a single supplier who own and operate the system.
A procurement exemption has been granted for the licences and software support for the Council Tax and Benefits CIVICA system and a direct award to the company that provided the system for a 3-year licence and support contract has been sought.
This VEAT Notice is published under the Public Contract Regulations 2015. The procurement is for the support of a specific computer system to CIVICA. 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 licences and support for the current system can only be provided by a single supplier who owns and operates the system.
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 investment of time and resources into transferring everything to a new system, not to mention training for the Council Officers. As per WDCs code of procurement practice, and an exemption was granted based on 6.5.1 Renewal of software licenses or other IT commodity items where the supply is restricted to the original supplier.
For a price of 399 000 GBP, WDC is able to obtain licences and support for the Council Tax and Benefits Civica system for 3 years. For these reasons, WDC is publishing this VEAT Notice as it believes that this licence and support service is only able to be provided by the current supplier. WDC, therefore, the intend to award a contract to CIVICA UK Ltd for 3 years commencing 20.10.2018.
Following the publication of the VEAT notice on 09.2.2018, there will be a 10 day standstill period, concluding on 20.2.2012018.
Following the satisfactory conclusion of the standstill period, we will enter into a contract with CIVICA UK Ltd from 20.10.2018 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: 399000