Invitation to tender for single party framework agreement for the supply and support of a leisure centre management system

Dublin City Council

Dublin City Council proposes to establish a single Party Framework Agreement for 4 years, for the supply, delivery, database migration, installation, staff training and commissioning of an integrated leisure management software solution for Dublin City Council. The initial contract for the 17 sites will include 3 years support with an option to extend annually for a further 2 years at the discretion of Dublin City Council.

Deadline

The time limit for receipt of tenders was 2017-08-18. The procurement was published on 2017-06-29.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

Who? What? Where?
Procurement history
Date Document
2017-06-29 Contract notice
2018-05-02 Contract award notice
Contract notice (2017-06-29)
Object
Scope of the procurement
Title: Software supply services
Reference number: etenders ref no 120031
Short description:
Dublin City Council proposes to establish a single Party Framework Agreement for 4 years, for the supply, delivery, database migration, installation, staff training and commissioning of an integrated leisure management software solution for Dublin City Council. The initial contract for the 17 sites will include 3 years support with an option to extend annually for a further 2 years at the discretion of Dublin City Council.
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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: Software supply services 📦
Additional CPV: Software package and information systems 📦
Place of performance
NUTS region: Dublin 🏙️

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: Regional or local authority
Awarding authority name: Dublin City Council
Postal address: Executive Manager ICT, Dublin City Council, IS Department, Block 1, Floor 9, Civic Offices, Wood Quay
Postal code: 8
Postal town: Dublin
Contact
Internet address: http://www.dublincity.ie 🌏
E-mail: john.maguire@dublincity.ie 📧
Phone: +353 2223424 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=114538&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2017-06-29 📅
Submission deadline: 2017-08-18 📅
Publication date: 2017-07-01 📅
Identifiers
Notice number: 2017/S 124-252486
OJ-S issue: 124
Additional information
The deadline date for receipt of Tenders is Friday 18 August @ 12 noon (Irish time). All queries regarding this tender must be in question format and submitted by email to john.maguire@dublincity.ie before 11 August @ 12 noon.

Object
Scope of the procurement
Estimated total value: 400 000 EUR 💰
Short description:
Dublin City Council proposes to establish a single Party Framework Agreement for 4 years, for the supply, delivery, database migration, installation, staff training and commissioning of an integrated leisure management software solution for Dublin City Council. The initial contract will be for 17 sites and will include 3 years support with an option to extend annually for a further 2 years at the discretion of Dublin City Council. The solution will replace the current system at 17 sites initially with a possible view to extend to further sites to a maximum of 33 sites during the lifetime of the framework agreement.
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Estimated value excluding VAT: 400 000 EUR 💰
Duration: 48 months
Additional information:
The deadline date for receipt of Tenders is Friday 18 August @ 12 noon (Irish time). All queries regarding this tender must be in question format and submitted by email to john.maguire@dublincity.ie before 11 August @ 12 noon.
Place of performance
Main site or place of performance: Civic Offices, Wood Quay, Dublin 8.

Procedure
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Irish 🗣️
Tender validity period: 12 months
Tender opening date: 2017-08-18 📅
Tender opening time: 12:00
Additional information:
The date and time set out above may be subject to change at the discretion of Dublin City Council.

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: John Maguire
Internet address: www.dublincity.ie 🌏
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/267 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=114538&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
Additional Information — Dublin City Council
1. Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Act.
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2. It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid Tax Clearance Certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12 month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required.
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3. Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.
4. Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended.
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5. Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.
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6. The contract/framework agreement is primarily for use by the Culture, Recreation and Economic Services Department, but may also be extended for use by other divisions of Dublin City Council as requirements arise.
7. Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging.
8. Tenders may be submitted in English or in the Irish language.
9. Please note that OJEU contracts are covered by the Government Procurement Agreement (GPA).
10. Appeals procedure: The body to whom appeals should be addressed is — The High Court, Four Courts, Inns Quay, Dublin 7.
11. All queries regarding this tender must be emailed to john.maguire@dublincity.ie for the attention of John Maguire. Queries must be in question format and must be submitted by email. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 12 noon on 11th 08 2017 to enable issue of responses to all interested parties.
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12. Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.
13. For each criterion marked as Response: Declaration Required, applicants must initially provide the Appendices referenced under each criterion no later than the date set for return of the forms, and, where appropriate, confirm in the box provided that it is included with the completed Questionnaire. Failure to do so could invalidate the submission.
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Complementary information
Review body
Name: High Court, Chief Registrar
Postal address: The Four Courts, Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Information about review deadlines: Consult your solicitor.
Source: OJS 2017/S 124-252486 (2017-06-29)
Contract award notice (2018-05-02)
Object
Scope of the procurement
Total value of the procurement: 165 229 EUR 💰
Notice metadata
Document type: Contract award notice
Place of performance
NUTS region: Dublin 🏙️

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal code: Dublin
Postal town: Dublin 8

Reference
Dates
Date dispatched: 2018-05-02 📅
Publication date: 2018-05-04 📅
Identifiers
Notice number: 2018/S 086-193732
Refers to notice: 2017/S 124-252486
OJ-S issue: 86
Additional information
The deadline date for receipt of Tenders is Friday 18 August @ 12:00 noon (Irish time). All queries regarding this tender must be in question format and submitted by email to john.maguire@dublincity.ie before 11 August @ 12:00 noon.

Object
Scope of the procurement
Short description:
Dublin City Council proposes to establish a single Party Framework Agreement for 4 years, for the Supply, delivery, database migration, installation, Staff training and commissioning of an integrated Leisure management software solution for Dublin City Council. The initial contract will be for 17 sites and will include 3 years support with an option to extend annually for a further 2 years at the discretion of Dublin City Council. The solution will replace the current system at 17 sites initially with a possible view to extend to further sites to a maximum of 33 sites during the lifetime of the framework agreement.
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Description of options: 3 years support with an option to extend annually for a further 2 years
Additional information:
The deadline date for receipt of Tenders is Friday 18 August @ 12:00 noon (Irish time). All queries regarding this tender must be in question format and submitted by email to john.maguire@dublincity.ie before 11 August @ 12:00 noon.

Procedure
Award criteria
Quality criterion (name): Functionality and fitness for purpose
Quality criterion (weighting): 40
Quality criterion (name): User interface
Quality criterion (weighting): 10
Quality criterion (name): System security
Proposed methodology
Quality criterion (weighting): 5
Quality criterion (name): Support strucure
Cost criterion: Ultimate cost
Cost weighting: 30

Award of contract
Date of contract conclusion: 2018-01-16 📅

Reference
Additional information
Additional Information – Dublin City Council.
1) Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Act.
Show more
2) It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all subcontractors (if applicable) produce a valid Tax Clearance Certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12 month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required.
Show more
3) Suppliers must register their interest on the e-Tenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.
4) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended.
Show more
5) Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.
Show more
6) The contract/framework agreement is primarily for use by the Culture, Recreation and Economic Services Department, but may also be extended for use by other divisions of Dublin City Council as requirements arise.
7) Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging.
8) Tenders may be submitted in English or in the Irish language.
9) Please note that OJEU contracts are covered by the Government Procurement Agreement (GPA).
10) Appeals procedure: The body to whom appeals should be addressed is – The High Court, Four Courts, Inns Quay, Dublin 7.
11) All queries regarding this tender must be emailed to john.maguire@dublincity.ie for the attention of John Maguire. Queries must be in question format and must be submitted by email. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie
Show more
The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 12:00 noon on 11.8.2017 to enable issue of responses to all interested parties.
12) Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.
13) For each criterion marked as Response: Declaration Required, applicants must initially provide the Appendices referenced under each criterion no later than the date set for return of the forms, and, where appropriate, confirm in the box provided that it is included with the completed Questionnaire. Failure to do so could invalidate the submission.
Show more

Complementary information
Review body
Postal address: The Four Courts, Inns Quay,
Source: OJS 2018/S 086-193732 (2018-05-02)
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