UK

Contract notice

Information

Published

Expire date: 16/08/2024

External Reference: 2024-581037

FTS Reference: 2024-022129

Contract notice

Contract notice

Section I: Contracting authority

I.1)

Name and addresses

Rotherham Metropolitan Borough Council
GB173552264
Riverside House, Main Street
Rotherham
S60 1AE
UK
Contact person: Matthew Everatt
Telephone: +44 1709334119
E-mail: matthew.everatt@rotherham.gov.uk
NUTS code:  UKE31 -  Barnsley, Doncaster and Rotherham
Internet address(es):
Main address: https://www.rotherham.gov.uk/
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/104118

I.3)

Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:  
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=82992&B=UK
Additional information can be obtained from
the abovementioned address:  
Tenders or requests to participate must be submitted
electronically via:  https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=82992&B=UK
Tenders or requests to participate must be submitted
to the abovementioned address
I.4)

Type of the contracting authority

Regional or local authority
I.5)

Main activity

General public services

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

Information Technology Service Management (ITSM) Solution
Reference number:  23-210
II.1.2)

Main CPV code

48000000  -  Software package and information systems
II.1.3)

Type of contract

Supplies
II.1.4)

Short description

Rotherham Metropolitan Borough Council (RMBC / the Council) is seeking to undertake a procurement exercise to appoint a supplier for the provision of an Information Technology Service Management (ITSM) and Information Technology Asset Management (ITAM) solution as per the Councils requirements.
The system must be live by 08/06/2025. Implementation and mobilisation of the system must take place between November 2024 and March 2025.
II.1.5)

Estimated total value

Value excluding VAT: 1012430.00  GBP
II.1.6)

Information about lots

This contract is divided into lots: no
II.2)

Description

II.2.2)

Additional CPV code(s)

72000000  -  IT services: consulting, software development, Internet and support
72250000  -  System and support services
72253200  -  Systems support services
72261000  -  Software support services
72267000  -  Software maintenance and repair services
72300000  -  Data services
II.2.3)

Place of performance

NUTS code:  UKE31 -  Barnsley, Doncaster and Rotherham
Main site or place of performance:  
Rotherham
II.2.4)

Description of the procurement

The scope of this procurement will include as a minimum but is not limited to:
Provision of an Information Technology Service Management (ITSM) Solution
Provision of an Information Technology Asset Management (ITAM) Solution
Hosting of the solution in the Suppliers Data Centre.
Associated software licenses.
Associated software services.
Annual support and maintenance.
Professional services in the form of service pack days.
Option to add in and purchase additional functionality during the lifetime of the contract. This will futureproof the solution as the contract matures.
Transfer of data (including existing tickets, catalogue items, supporting data, knowledge management, templates) from Assyst to the new ITSM and ITAM solution.
Procurement of a bulk data importing tool (if not included as part of the ITAM/ITSM).
The procurement exercise will exclude:
Provision of an ESM (Enterprise Service Management) Solution to manage tickets for HR, cleaning or other local services.
It is anticipated that the contract will commence on 21/11/2024 and will run for a period of 5-years making the expiry date 20/11/2029. The contract will have an option to extend by a further 5-years at the sole discretion of the Council making the latest possible expiry date 20/11/2034.
II.2.5)

Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)

Estimated value

Value excluding VAT: 1012430.00  GBP
II.2.7)

Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 120
This contract is subject to renewal: yes
Description of renewals:  
It is anticipated that the contract will commence on 21/11/2024 and will run for a period of 5-years making the expiry date 20/11/2029. The contract will have an option to extend by a further 5-years at the sole discretion of the Council making the latest possible expiry date 20/11/2034.
II.2.10)

Information about variants

Variants will be accepted: no
II.2.11)

Information about options

Options: no
II.2.13)

Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

Section III: Legal, economic, financial and technical information

III.1)

Conditions for participation

III.1.2)

Economic and financial standing

Selection criteria as stated in the procurement documents
III.1.3)

Technical and professional ability

Selection criteria as stated in the procurement documents
III.2)

Conditions related to the contract

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Open procedure
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : yes
IV.2)

Administrative information

IV.2.2)

Time limit for receipt of tenders or requests to participate

Date:  16/08/2024
Local time:  12:00
IV.2.4)

Languages in which tenders or requests to participate may be submitted

English
IV.2.7)

Conditions for opening of tenders

Date:  16/08/2024
Local time:  12:00

Section VI: Complementary information

VI.1)

Information about recurrence

This is a recurrent procurement:  no
VI.2)

Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)

Additional information

The Council are open to locally hosted, hybrid and cloud hosted solutions.
Further details can be found by downloading the tender pack for free at https://uk.eu-supply.com
VI.4)

Procedures for review

VI.4.1)

Review body

High Court
The Royal Courts of Justice, The Strand,
London
WC2A 2LL
UK

VI.4.2)

Body responsible for mediation procedures

High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK

VI.4.3)

Review procedure

Precise information on deadline(s) for review procedures: 
Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2015 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. 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 may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the Contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.4)

Service from which information about the review procedure may be obtained

High Court
The Royal Courts of Justice, The Strand,
London
WC2A 2LL
UK