Public procurement notice: Contract Notice
Published: 2019-12-20
Buyer: 1.1. The Public Record Office of Northern Ireland
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 48100000 | 72260000: Software-related services | 92510000 | 92512000
Estimated value: 182500 GBP
Submission deadline: 2020-01-31
Award criteria: The most economic tender

Technical requirements: The Public Record Office of Northern Ireland (PRONI) is the official archive for Northern Ireland. PRONI is seeking to replace its public facing catalogue, document ordering and tracking system. The initial contract period is for 5 years with the option to extend for a 3 year period followed by another option to extend for a 2 year period.
The initial contract period will commence on the award date and expire 5 years after. The client may at any time before the completion of the initial contract period invite the contractor to agree to extend for any period up to and including 3 years plus an optional 2 year period.
The successful contractor’s performance on this contract will be managed as per the specification and regularly monitored (see procurement guidance note 1/12 — contract management — procedures and principles).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 notice of unsatisfactory performance and this contract may be terminated. A central register of such notices for supplies and services contracts will be maintained and published on the CPD website. Any contractor in receipt of a notice of unsatisfactory performance will be required to declare this in future tender submissions for a period of 3 years from the date of issue of the notice. It may also 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. The authority expressly reserves the rights:
I. Not to award any contract as a result of the procurement process commenced by publication of this notice;
II. To make whatever changes it may see fit to the content and structure of the tendering competition;
III. To award (a) contract(s) in respect of any part(s) of the [services] covered by this notice; and
IV. To award contract(s) in stages and in no circumstances will the authority be liable for any costs incurred by candidates..
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.


Award value: 182500