Public procurement notice: Contract Notice
Published: 2020-05-07
Buyer: Hertfordshire County Council
Country: UK
Contract type: Supplies
Procedure: Open procedure
CPV classification: 48000000 | 48100000
Estimated value: 450000 GBP
Submission deadline: 2020-06-10
Award criteria: The most economic tender

Technical requirements: HCC May 2020 — The Provision of Three Database Management Systems for Hertfordshire Community Protection
Hertfordshire County Council (the ‘Council’) is currently out to procurement for the provision of three database management systems for Hertfordshire Community Protection. The requirement is divided in to three lots:
Further information in regards to this opportunity can be found in II.2.4) Description of the procurement field (OJEU Contract Notice refers). Organisations wishing to take part in this project are invited to ‘express interest’ which will give access to the full procurement documents in the e-tendering system. Please see VI.3) Additional information for further information. Any questions relating to this procurement must be made via the correspondence area in the e-Tendering system, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.
The prevention service within Regulatory Services, Community Protection (CP) are responsible for making Hertfordshire a safer place by reducing the possible risks and impacts of fire on the community. The prevention service uses legislative powers to advice, inspect, direct and where necessary, enforce actions required from those who are responsible for the safety of the persons from fire in a non-domestic premise. By driving up levels of compliance the FS team take advantage of opportunities by engaging with local business to provide free activities. The fire prevention department requires an IT solution to record, maintain and report the work of our teams’ activities. The solution should include a testing and training area, have mobile device capability and be fully integrated, reliable and efficient to meet the current and future needs of the council. The estimated total value of the Contract is stated in II.1.5) of this notice and is for the initial term (including set up and all maintenance and running costs) inclusive of the approximate value for extensions for all three Lots together. The contract will be awarded for an initial term of 3 years, with the option to extend the contract up to two further years. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands.
Hertfordshire County Council Trading Standards (TS) are responsible for a wide range of legislation governing products and services that consumers buy, we provide advice and guidance to businesses, undertake inspections, test and sample products and services, manage fireworks licensing, investigate consumer complaints and where necessary prosecute those who break the law. There are currently 50 staff made up of trading standards officers, trainees, support staff and managers. TS requires an IT solution to record, maintain and report the work of our team activities. The solution should include a testing and training area, have mobile device capability, be fully integrated, reliable, efficient and meet the current and future needs of the council. It should be able to manage a prosecutions and investigations process, there should be an active user group for the system with a representative number of members, all users at all levels must be appropriately trained by go live date of 1 April 2021. TS require all data from our current database to be migrated into the new system and the council would require details of upgrades to demonstrate continuous development of the system including changes to legislation where necessary. The estimated total value of the Contract is stated in II.1.5) of this notice and is for the initial term (including set up and all maintenance and running costs) inclusive of the approximate value for extensions for all three lots together. The contract will be awarded for an initial term of 3 years, with the option to extend the Contract up to two further years. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands.
Hertfordshire County Council Fire and Rescue, Fire Protection (FP) Department are responsible for governing fire safety law, including the Regulatory Reform (Fire Safety) Order 2005 (often known as the Fire Safety Order). FP do this through a risk-based inspection and enforcement regime to ensure compliance with statutory requirements, FP also advise businesses on how to reduce the risk from fire, administer licensing of premises for petroleum, carry out investigations and where necessary prosecute those who break the law. There are currently 24 staff; officers, assistant officers, support staff and managers. The FP department requires an IT solution to record, maintain and report the work of our teams’ activities. The solution should include a testing and training area, have mobile device capability, be fully integrated, reliable, efficient and meet the current and future needs of the council. It should be able to manage a prosecutions and investigations process, there should be an active user group for the system with a representative number of members, all users at all levels must be appropriately trained by go live date of 1 April 2021. FP require all data from our current database to be migrated into the new system and the council would require details of upgrades to demonstrate continuous development of the system including changes to legislation where necessary. The estimated total value of the contract is stated in II.1.5) of this notice and is for the initial term (including set up and all maintenance and running costs) inclusive of the approximate value for extensions for all three lots together. The contract will be awarded for an initial term of three years, with the option to extend the contract up to two further years. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands.
Please note Hertfordshire County Council has worked closely with its districts and partners to create a joint procurement portal called supply Hertfordshire. This portal provides an e-Tendering system which is run by In-Tend. To access this procurement opportunity please visit www.supplyhertfordshire.uk and follow the on-screen guidance. In accordance with Regulation 53 of The Public Contracts Regulations 2015, the Council's procurement documents are available within the e-Tendering system. This is a one stage procurement process. Therefore, if you wish to be considered as a tenderer you must complete and submit a tender by the specified closing date and time. Tender submissions cannot be uploaded after this return deadline. If you are experiencing problems In-Tend offer a help section which includes a dedicated UK support desk which can be contacted via email: support@in-tend.com or Telephone: +44 1144070065 for any website/technical questions, Monday to Friday, 8.30-17.30. The Council reserves the right at any time to cease the procurement process and not award a Contract or to award only part of the opportunity described in this notice. If the Council takes up this right, then they will not be responsible for or pay the expenses or losses, which may be incurred by any organisation or tenderer as a result. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council's obligations under the law including the Freedom of Information Act 2000. If the organisation considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. The Council reserves the right to carry out additional financial checks on all organisations bidding for this opportunity at any time during the procurement process. This is to ensure that they continue to meet the Council's requirements and remain financially viable to fulfil the requirements under the Contract.
The contracting authority will incorporate a minimum 10 calendar day (when using electronic means) standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a contract before a contract is executed/signed (as appropriate). The Public Contracts Regulations 2015 (‘Regulations’) 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). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the Contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.


Award value: 450000