CPS2016 - Forms Processing System for Census 2016

Central Statistics Office

The Director General of the Central Statistics Office invites tenders for the supply of the Census 2016 processing system, its support during the processing phase and the provision of related services.
The successful tender will either build on the system used in Census 2011 or propose an equivalent system that fulfils the same end to end modular functionality that is compatible with the Census Oracle environment.

Deadline

The time limit for receipt of tenders was 2014-06-17. The procurement was published on 2014-05-01.

Who?

• Central Statistics Office

What?

Where?

• Dublin

Procurement history

Date	Document
2014-05-01	Contract notice

Contract notice (2014-05-01)
Object
Scope of the procurement
Title: Data services
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Data services 📦

Procedure
Procedure type: Open procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Ministry or any other national or federal authority
Awarding authority name: Central Statistics Office
Postal address: Swords Business Campus, Balheary Road, Swords
Postal town: Dublin
Contact
Internet address: http://www.cso.ie 🌏
E-mail: cormac.halpin@cso.ie 📧
Phone: +353 18951355 📞

Reference
Dates
Date dispatched: 2014-05-01 📅
Submission deadline: 2014-06-17 📅
Publication date: 2014-05-06 📅
Identifiers
Notice number: 2014/S 087-152573
OJ-S issue: 87
Additional information

To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=75680&B=ETENDERS_SIMPLE

Object
Scope of the procurement
Short description:

The successful tender will either build on the system used in Census 2011 or propose an equivalent system that fulfils the same end to end modular functionality that is compatible with the Census Oracle environment.

Reference number: CPS2016
Place of performance
Main site or place of performance: CSO, Swords Business Campus, Balheary Road, Swords, Co. Dublin, Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:

6.1.6 A declaration of the personal circumstances from the Tenderer that none of the circumstances listed in Regulation 53 of S.I. 329 of 2006 apply to the Tenderer or any sub-contractors (see Appendix A 'Exclusion of certain persons from being considered for awards of public contracts') must be submitted. In the case of a consortium a statement should be supplied for each company.

6.1.7 A statement from the Tenderer in relation to the sensitivity, if any, of information contained in the tender (see Section 4.9 Freedom of Information in this RFT) must be submitted.

6.1.8 A declaration from the Tenderer in relation to the Tenderer's obligations under Section 4.12 of this RFT (Wages and Labour) must be supplied.

Economic and financial standing:

6.1.11 The most recent set of audited financial accounts (required under the law of the country in which the Tenderer is established) or unaudited accounts, where audited accounts are not a legal requirement, for the last 3 years and a statement of the Tenderer's turnover in IT related services for each of the last 3 financial years.

6.1.12 Tenderers must provide a recent Dun & Bradstreet Compact report in respect of their company. This report will be used in assessing the financial strength and financial risk associated with the tenderer under the critical requirements in section 8. Tenderers can obtain information on the Dun & Bradstreet report at www.dnb.com

Technical and professional ability:

Tenderers must include the following information and documentation in their Tenders.

Tenderers should note that this list should be considered as being non-exhaustive and it is for Tenderers to ensure that all information required by this RFT is provided in accordance with the provisions of this RFT, which shall, at all times, prevail.

6.1.1 The following general information should be given for the prime contractor and each sub-contractor:

— Company Name

— Company Address (and website address)

— Year established;

— Main business;

— Staff numbers;

— Support and maintenance staff numbers;

— Locations.

6.1.2 The name, address, email address, telephone and fax number of the sole nominated contact person within the prime contracting company dealing with the Tender should be supplied.

6.1.3 The name, address, email address, telephone and fax number of the name of the person within each of the sub-contracting companies dealing directly with the Tender should be supplied.

6.1.4 A description of the role or element of the service provision to be fulfilled by the prime contractor and all sub-contractors and third-parties should be supplied.

6.1.5 Confirmation of acceptance by the Tenderer and all third parties/sub-contractors of the terms of this competition and RFT. In this regard all Tenderers must submit a completed form provided at Appendix B.

6.1.7 A statement from the Tenderer in relation to the sensitivity, if any, of information contained in the tender (see Section 4.9 Freedom of Information in this RFT) must be submitted.

6.1.8 A declaration from the Tenderer in relation to the Tenderer's obligations under Section 4.12 of this RFT (Wages and Labour) must be supplied.

6.1.9 A current certificate of insurance in accordance with the Employers and Public Liability Acts and confirmation of the tenderer's ability to obtain professional risk indemnity insurance to a minimum level of EUR75 million (see Section 5.11 Insurance in this RFT) must be supplied.

6.1.10 A copy of the tenderer's Safety Statement specifying the risks associated with the performance of this contract must be provided (see Section 5.16 Safety Statement).

6.2 Reference sites

Each Tenderer should submit relevant information regarding any similar type of work undertaken where large volumes of forms were scanned, and data from these forms were captured and processed.

In relation to each relevant work carried out, tenderers should provide:

— Client name;

— Start date and end date of work;

— Location of work;

— Details of any related printing services provided or sub-contracted;

— Details of the services provided including:

-Type of forms processed (e.g. fixed or free-form);

- Copies of the forms processed (examples and empty forms);

- Volumes and frequency of forms processed;

- Complexity of forms integrity processing (e.g. multiple linked forms);

- Types of data integrity edits performed (e.g. simple or complex);

- Software and hardware used;

- Additional customised components within the system;

- Performance issues;

- Quality control issues;

- Tracking systems used;

— The personnel involved in coding the systems;

— The personnel involved in design and testing of the systems;

— The personnel involved in installation and configuration of systems at the location;

— The personnel involved in the maintenance and support of the systems;

— Proof of satisfactory execution (including the value, date and the location of the work);

— Contact details of a referee from the client organisation including phone number and email address.

6.3 CVs of Proposed Personnel

Tenderers must provide a detailed CV as per the supplied template (Appendix D) for all personnel, including the project manager, to be used on any stage of this project. CVs of indicative type staff will not be accepted. All CVs must include details of

— Relevant work experience and roles on similar projects;

— Experience of the technologies/software outlined in this document or equivalent technologies/software and period over which such experience was gained;

— Relevant educational and training and professional qualifications;

— Current role and grade/title and how long the person has worked with the company;

— Whether the person is a full-time employee;

— The specific tasks to be assigned to the proposed person.

Tenderers must provide details of their proposed technical personnel and in particular, proposed personnel with OCR capture and capture software expertise and staff with Oracle database development expertise or similar forms processing and forms tracking experience, who will

1. be engaged in any of, the installation and configuration, code writing, design, testing and development of the system and

2. be engaged in off-site support and

3. be engaged in the full time support of the system at the Swords Office during the actual census processing and

4. be involved in the training of CSO personnel and the production of operator manuals.

The project team proposed must cover the entire range of skills and expertise required to successfully complete the project.

Further relevant expertise in the following tools should also be indicated, where it applies: Visual Studio .Net, Visual Basic and Visual C#, Visual Safe Source (VSS), Developer Express, NetAdvantage, Core Lab OraDirect .NET Data Provider for .NET Professional and THBImage.NET Product.

Tenderers must confirm that the project team proposed in the tender is the project team that will work on the project. Any changes to the project team, in the event of being awarded the contract, will be made only after written agreement with the Director General.

Contract execution
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The payment of the fees for the services to be provided under the contract shall be subject to the following:

1. Payment for all services covered by this RFT will be on foot of appropriate invoices. The invoicing/payment arrangements will be agreed with the successful tenderer prior to contract signing and will be tied solely to the successful completion of milestones (see Appendix C) in the finally agreed project timetable and

2. All invoices submitted must be in the format as may be specified by the Director General from time to time and at periods to be agreed with the Successful Tenderer at the commencement of the contract. The invoice must be properly addressed to the address shown in Section 4.5 of the RFT. Incorrect invoices will be returned for correction with consequential effects on the due date of payment and

3. Payments for the services to be provided will be subject to the sustained achievement of quality parameters and key performance indicators agreed between the Successful Tenderer and the Director General's project manager. The Director General reserves the right to withhold the payment of a percentage of the fees where the Contractor or its subcontractor has failed to meet its contractual obligations in relation to the delivery of the services or fails to meet specified levels of quality and service levels as determined by the Director General and

4. Payments will be in accordance with the Prompt Payment of Accounts Act 1997, as amended. The successful Tenderer will be obliged to pay subcontractors in accordance with the relevant applicable provisions of the Prompt Payment of Accounts Act 1997, as amended and

5. Department of Finance Circular 43/2006 requires that payments cannot be made unless the Contractor is in possession of a current valid tax clearance certificate. The Director General may at any time demand from the Contractor and/or its partners/subcontractors appropriate evidence that they are in possession of valid tax clearance from the Irish Revenue Commissioners. Payments under the contract may be suspended in the event that a provider cannot produce appropriate evidence of tax compliance.

Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Director General will enter into a contract with a single contractor only. Where a group of undertakings submit a Tender to provide the services under this procurement, the Director General will deal with all contractual matters through the prime contractor only, whether or not the tasks are performed by a subcontractor. Under no circumstances can the prime contractor disclaim liability towards the Director General on the grounds that a subcontractor is at fault. In the event that a Tender provides for the assignment of specific tasks to subcontractors, the Tender must identify the entity that will act as the prime contractor who will be required to undertake full liability towards the Director General for the performance of the contract as a whole and for the performance of services by its subcontractors or other members of its group or consortium. The prime contractor will take full responsibility for all matters arising under the contract.

Accordingly, the tender shall identify:

— the prime contractor;

— the role of subcontractors / third parties who will be involved in the provision of the services under the contract;

— the element of the services to be provided by third parties / sub-contractors.

Names and professional qualifications of the staff ✅

Procedure
Duration of the framework agreement in months: 27
Tender opening date: 2014-06-17 📅
Languages
Language: English 🗣️

Contracting authority
Contact
Contact point: Cormac Halpin

Reference
Dates
Start date: 2014-09-19 📅
End date: 2016-12-16 📅
Identifiers
Reference number attributed by the contracting authority: CPS2016

Complementary information
Review body
Name: Central Statistics Office
Postal address: Skehard Road
Postal town: Cork
Country: Ireland 🇮🇪
E-mail: cormac.halpin@cso.ie 📧
Source: OJS 2014/S 087-152573 (2014-05-01)

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