Shaw Consulting Ltd: Bespoke Systems Development Tender

UK-Leeds: IT services: consulting, software development, Internet and support.
Section I: Contracting Authority
      I.1) Name and addresses
             Leeds Federated Housing Association
             Arthington House, 30 Westfield Road, Leeds, LS3 1DE, United Kingdom
             Tel. +44 7722067596, Email: chris.shaw@shawc.co.uk
             Contact: Chris Shaw
             Main Address: https://lfha.co.uk/, Address of the buyer profile: http://www.shawc.co.uk
             NUTS Code: UKE42
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Leeds:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./R8DFA8F85W
      Additional information can be obtained from: address as in Annex A.I:
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/respond/R8DFA8F85W to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Housing and community amenities

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Bespoke Systems Development Tender       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      72000000 - IT services: consulting, software development, Internet and support.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: The main part of the bespoke systems development will form around building a CRM system with specific housing and tenancy services functionality. (The system is to be designed for desktop and Android tablet environments). Leeds Federated already has a bespoke Android tablet CRM system, and is anticipated that the existing system will be expanded with any new to be developed functions , the desktop CRM currently does not exist.       
      II.1.5) Estimated total value:
      Value excluding VAT: 500,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKE42 Leeds
      
      II.2.4) Description of procurement: The main part of the bespoke systems development will form around building a CRM system with specific housing and tenancy services functionality. (The system is to be designed for desktop and Android tablet environments). Leeds Federated already has a bespoke Android tablet CRM system, and is anticipated that the existing system will be expanded with any new to be developed functions, the desktop CRM currently does not exist.

The design principles of the desired solution are, at a high level as follows: Note: this is not necessarily a complete list.
* Easy to use intuitive simple user interface.
* Business Intelligence integrated into the system – visibility of statistics, statuses, warnings, graphs and or trends and KPI information at strategic places in the system to support performance and decision making.
* Mobile (must support off line use for the Android tablet version).
* Data validation controls at inputs, use algorithms or logic to check inputs for consistency and to support data quality.
* Integrated with existing key systems via webservices, API or bespoke code.
* Compliant with legislation, data protection, GDPR and other identified requirements.

As part of the CRM system Leeds Federated wants to build the following modules:
* Communications module – this will be the core system that will serve all communication with tenants, and customers. The use of multiple channels is expected to be utilised with the aim to achieve maximum efficiencies and effect for getting information to and from the customers. Included will be email, SMS texting, letters but prioritising digital methods. Social media and likes of Twitter will be also considered.
* Case Management functionality to support all required housing and tenancy services such as managing various tasks, dealing with likes of customer complaints, antisocial behaviour, any follow up activities, logging of requests for visits and similar etc. The range of the requirements is varied and is expected to be comprehensive enough to enable smooth running and management of the housing services.
* Responsive Repairs – software system enabling Leeds Federated staff to create a repair order with associated appointment. Leeds Federated currently uses schedule of rates (SOR) to identify the repair order detail and cost. Repair orders are sent to various Leeds Federated contractors via an interface (exchange of XML files).


The CRM system as well as any additional modules developed will be integrated with all key back office systems. The back office systems as known today are as follows:

* Transactional SQL database where tenancy records, rent charges and payments, repair orders information is stored.
* Electronic Document Management (EDM) (this system is to be procured, anticipated capability either REST API or webservices for integration) this system is expected to store any documents (tenancy agreements, letters, surveys, etc).
* Online Customer Portal – existing bespoke web based SQL backed responsive design system (functionality includes access to view rent statements, view appointments, view outstanding gas service, view repair orders and create new repair order with appointment, view and change contact information).
* Asset Management software, existing bespoke built system SQL backed main function is managing of properties and associated attributes (e.g. doors, windows, kitchens, boilers etc.), used for planned works ordering and stock condition.
* Deeplake SMS system.
* Mobile Android bespoke developed CRM application with SQL backend database.
      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: 500,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: Yes       
      Description of renewals: The initial contract will be for 3 years with the option of 1 year extensions. The contract will be subject to regular (quarterly) performance / service reviews and if performance / service is poor, the contract will be terminated.
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 5
            / Maximum number: 8       
      Objective criteria for choosing the limited number of candidates: Based on the assessment of the SSQ which contains pass / fail requirements and other questions that are scored from 0 to 10.
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions       
      Dependent on the suppliers status, a performance bond or guarantee may be required.          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: Yes    

Section IV: Procedure
   IV.1) Description RESTRICTED
      IV.1.1) Type of procedure: Restricted   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO        
         The procurement involves the setting up of a dynamic purchasing system - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 06/10/2017 Time: 17:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 13/10/2017       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English, Romanian,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 3
      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Leeds:-IT-services:-consulting%2C-software-development%2C-Internet-and-support./R8DFA8F85W

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/R8DFA8F85W
   VI.4) Procedures for review
   VI.4.1) Review body:
             Leeds Federated Housing Association
       Leeds, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 06/09/2017

Annex A
   I) Addresses and contact points from which further information can be obtained:
       Leeds Federated Housing Association
       Arthington House, 30 Westfield Road, Leeds, LS3 1DE, United Kingdom
       Tel. +44 7722067596, Email: chris.shaw@shawc.co.uk
       Contact: Chris Shaw
       Main Address: http://www.lfha.co.uk, Address of the buyer profile: http://www.shawc.co.uk
       NUTS Code: UKE42