Public procurement notice: Contract Notice
Published: 2023-10-02
Buyer: Dublin City Council
Country: IE
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 72212100: Industry specific software programming services | 72212517 | 72212732 | 72212983 | 72230000: Custom software development services
Estimated value: 20000000 EUR
Submission deadline: 2023-11-01
Award criteria: The most economic tender

Technical requirements: Upgrade and development of Voter.ie and implementation as the National Electoral Registration System including support, maintenance and related services
Dublin City Council is using the Competitive Procedure with Negotiation to establish a Single Party Framework Agreement for the supply of software development, support, maintenance and related services in connection with a new national electoral registration system. The appointed provider will be required to provide all necessary services to upgrade and develop the existing voter.ie electoral registration system into a new national registration system which will have additional business and technical functionality; manage the migration of electoral data from existing electoral registration systems; support and maintain the new national electoral registration system; and provide other related services (including additional support, maintenance, development, programme management and training services) as required. Once implemented, the new registration system will be the sole system supporting electoral registration in Ireland and will support 31 local authorities to fulfil their statutory obligations as electoral registration authorities. The new system must operate at the highest level of security reflecting its critical role in the democratic process. Candidates must associate themselves with this competition in order to access the PQQ Documents, ask and receive queries and submit a response. All responses must be submitted in a zip file format.
The estimated valued of the initial call-off contract is €4,000,000(ex VAT). The overall maximum value of the the ten year framework is €20,000,000 (ex VAT). There is no guaranteed expenditure under the Framework Agreement or under any Call-off Contract.
(i) The initial call-off contract (which will cover upgrade and development of existing Voter.ie system, migration of data, implementation of new electoral registration system and certain support and maintenance services) will be awarded simultaneously with the Framework Agreement. (ii) Subsequent call off contracts may cover additional development work, support and maintenance services, cloud hosting acquisition/hosting management and related or ancillary services. (iii) While the initial call-off contract will be for a term of five (5) years, subsequent call-off contracts will not exceed two (2) years. Individual call-off contracts issued pursuant to the Framework Agreement may extend beyond the term of Framework Agreement. (iv) The contracting authority envisages five (5) candidates being selected for the next stage of the competition, however it reserves the right to select a fewer number of candidates. (v) There is no requirement on the Contracting Authority to enter negotiations with Tenderers and a Framework Agreement/call-off contract may be awarded on foot of initial tenders without any negotiations taking place. (vi) The conclusion of a Framework Agreement/call-off contract is subject to all necessary approvals being obtained by the Contracting Authority, the provision of relevant documentation by the preferred tenderer (e.g. to demonstrate compliance with minimum requirements including tax/insurance requirements), completion of final due diligence and all other legal requirements being satisfied. (vii) Interested parties must associate their organisation with this competition on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this: (1) Log-in to eTenders portal; (2) Locate the competition using Advanced Search by searching under Contracting Authority or Resource ID; (3) Click on hyperlink for competition which leads to CfT Workspace; (4) In Show CfT Menu for the competition click on “Expression of Interest in drop-down menu; (5) Complete the Association with the CfT tab - this will then provide a link to the Tender under the Show CfT Menu. (viii) When finalising a submission please upload final response as a ZIP file, as individual documents may lose their titles if uploaded individually. Also candidates/tenderers should ensure they receive a message under the status header “Submitted”, as the percentage tab does not necessarily imply that a response has been successfully submitted. (ix) There is a maximum upload limit of 250MB per file and 500MB per tender submission. (x) Please allow sufficient time to upload & submit all required documentation before the submission deadline. Upload speeds vary. The ‘Submit’ button will be disabled automatically upon the expiration of the response deadline. (xi) Candidates who experience difficulty when uploading documents should contact eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353 (0) 818 001459 (09:00 – 17:00. hours). (xii) Submissions by any other means (including but not limited to email, post, messaging system on etenders or hand delivery) will not generally be accepted. (xiii) All queries regarding this competition must be submitted through the www.etenders.gov.ie portal. Responses will be circulated to those interested parties that have registered an interest on the portal.(xiv) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers including if the competition is abandoned or terminated without any contract award. (xv) At its absolute discretion, the contracting authority may elect to terminate this procurement process at any time.
Please refer to the European Communities (Public Authorities Contracts) (Review Procedures) Regulations 2010 (SI 130 of 2010), including Regulation 7 (Time limits for applications to Court).

Eligibility requirements: See procurement documents.

Award value: 20000000