Provision, Implementation and Support of a Cloud Based Software as a Service (SaaS) Solution to Manage Case/Claims Management Processes and Related Services for PIAB

Personal Injuries Assessment Board

Personal Injuries Assessment Board (PIAB) proposes to engage in a competitive process for the establishment of a single-party framework agreement for the Provision, Implementation and Support of a Cloud based Software as a Service (SaaS) solution to Manage Case/Claims Management Processes and Related Services, including: • Provision of a fully functional Case/Claims Management Processes Solution including portal access functionality for its key stakeholders, hosting and operational support • Provision of end-to-end managed support services • Provision of implementation, migration and project management support services • Provision of related services, e.g., consultancy, advice, etc. Although PIAB has previously used the Microsoft Technology stack to complete an analysis phase, PIAB is open to considering all solutions based on a mature low-code/no-code technology platform. The initial contract will be for the delivery of a defined Minimum Viable Product (MVP - Phase 1). It is envisaged that Phase 1 will be the defined MVP with further phases to follow which will provide additional functionality and enhancements. The full list of requirements is contained within the PQQ documents. Applicants should associate themselves with the competition in order to access the documents, ask and receive queries and submit a response. All responses should be submitted in a ZIP FILE format.

Deadline

The time limit for receipt of tenders was 2024-01-12. The procurement was published on 2023-12-06.

Who?

• Personal Injuries Assessment Board

What?

Where?

• Eastern and Midland › Dublin

Procurement history

Date	Document
2023-12-06	Contract notice

Contract notice (2023-12-06)
Object
Scope of the procurement
Title: Provision, Implementation and Support of a Cloud Based Software as a Service (SaaS) Solution to Manage Case/Claims Management Processes and Related Services for PIAB
Short description:

Type of contract: Services
Products/services: Software supply services 📦
Estimated value excluding VAT: 8 000 000 EUR 💰
Information about lots
Tenders may be submitted for maximum number of lots: 0
Description
Internal identifier: 0
This procurement is also suitable for small and medium-sized enterprises (SMEs) ✅
Additional information:

(1) Interested parties must associate their organisation with this competition on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this you must do the following: Log-in to the eTenders portal; Locate the competition using the Advanced Search by searching under the Contracting Authority or Resource ID. Click on the hyperlink for the competition which will bring you to the CfT Workspace. In the Show CfT Menu for the competition click on the “Expression of Interest in the drop-down menu. Complete the Association with the CfT tab. This will then provide you with a link to Tender under the Show CfT Menu where you can prepare your submission. (2) When finalising your tender submission please upload your final response as a ZIP file as individual documents may lose their titles if uploaded individually. Also ensure that you receive a message under the status header called Submitted, as the percentage tab does not necessarily imply you have successfully submitted your response. (3) There is a maximum upload limit of 250MB per file and 500MB per tender submission. (4) Suppliers should note the following when making their submission suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should consider the fact that upload speeds vary and that the new eTenders system operates in a different manner to the previous platform operated by EU-Supply. The submit button will be disable automatically upon the expiration of the response deadline. (5) If you experience difficulty when uploading documents, please contact the eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353(0)818 001459 (09:00 – 17:00 hours). (6) Tenders submitted by any other means (including but not limited to email, post, messaging system on etenders or hand delivery) will not be accepted. (7) 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. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties. (8) All queries regarding this tender requirement or process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie. The details of the person making a query will not be disclosed when circulating the response (9) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. Contract award will be subject to the approval of the competent authorities. (10) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition. (11) Where applicable, 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. (12) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

Additional information

(1) Interested parties must associate their organisation with this competition on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this you must do the following: Log-in to the eTenders portal; Locate the competition using the Advanced Search by searching under the Contracting Authority or Resource ID. Click on the hyperlink for the competition which will bring you to the CfT Workspace. In the Show CfT Menu for the competition click on the “Expression of Interest in the drop-down menu. Complete the Association with the CfT tab. This will then provide you with a link to Tender under the Show CfT Menu where you can prepare your submission.
(2) When finalising your tender submission please upload your final response as a ZIP file as individual documents may lose their titles if uploaded individually. Also ensure that you receive a message under the status header called Submitted, as the percentage tab does not necessarily imply you have successfully submitted your response.
(3) There is a maximum upload limit of 250MB per file and 500MB per tender submission.
(4) Suppliers should note the following when making their submission suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should consider the fact that upload speeds vary and that the new eTenders system operates in a different manner to the previous platform operated by EU-Supply. The submit button will be disable automatically upon the expiration of the response deadline.
(5) If you experience difficulty when uploading documents, please contact the eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353(0)818 001459 (09:00 – 17:00 hours).
(6) Tenders submitted by any other means (including but not limited to email, post, messaging system on etenders or hand delivery) will not be accepted.
(7) 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. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties.
(8) All queries regarding this tender requirement or process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie. The details of the person making a query will not be disclosed when circulating the response
(9) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. Contract award will be subject to the approval of the competent authorities.
(10) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition.
(11) Where applicable, 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.
(12) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

Additional products/services:

Information technology services 📦

Network management software services 📦

Software configuration services 📦

+ 6 more

Software implementation services 📦

Software integration consultancy services 📦

Software package and information systems 📦

Software package suites 📦

Software support services 📦

Software-related services 📦

Country: Ireland 🇮🇪
Place of performance: Dublin 🏙️
Information about options
Options ✅
Description of options: Not applicable
Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 5
Envisaged number of candidates: 5
Title
Lot Identification Number: LOT-0001

Procedure
Type of procedure
Negotiated procedure with prior call for competition ✅
Legal basis: Directive 2014/24/EU
Main features of the procedure:

The Contracting Authority will evaluate tenders against the award criteria and reserves the right to: (a) Move straight to a contract award decision, without negotiation. (b) To apply the successive reduction rule to reduce the number of firms invited to the negotiation phase; or (c) To invite all firms to negotiation meetings.

Administrative information
Time limit for receipt of tenders or requests to participate: 2024-01-12 12:00:00 📅
Conditions for opening of tenders (place): https://www.etenders.gov.ie/epps/cft/prepareViewCfTWS.do?resourceId=2803796
Languages in which tenders or requests to participate may be submitted: English 🗣️
Minimum time frame during which the tenderer must maintain the tender: 15 years
Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated ✅
Information about a framework agreement or a dynamic purchasing system
Framework agreement with several operators ✅
Description
In the case of framework agreements, provide justification for any duration exceeding 4 years:

The reason for a framework longer than the standard defined duration reflects the investment by the Contracting Authority in implementing such a system and the associated risks and costs linked to changing provider in a shorter period.

Information about a framework agreement or a dynamic purchasing system
Maximum number of participants: 1
Tendering terms
Tenderers may submit more than one tender
Place: https://www.etenders.gov.ie/epps/cft/prepareViewCfTWS.do?resourceId=2803796
Electronic invoicing: Required
Electronic ordering will be used ✅
Electronic payment will be used ✅

Legal, economic, financial and technical information
Conditions for participation
List and brief description of rules and criteria: See PQQ Document: See PQQ Document
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed with the successful framework member
Exclusion ground: Purely national exclusion grounds
Description of exclusion grounds: Please refer to Art. 57 in Section A: Pass/Fail Criteria of the PQQ Document

Contracting authority
Name and addresses
Name: Personal Injuries Assessment Board
National registration number: Unknown
Postal town: Dublin
Country: Ireland 🇮🇪
E-mail: peter.nichols@piab.ie 📧
Phone: +353 14364515 📞
Address of the buyer profile: https://piab.ie 🌏
Type of the contracting authority
Body governed by public law
Main activity
General public services
Communication
Documents URL: https://www.etenders.gov.ie/epps/cft/listContractDocuments.do?resourceId=2803796 🌏
Participation URL: https://www.etenders.gov.ie/epps/eawarding/showTenderList.do?resourceId=2803796 🌏
There is a maximum number of candidates to be invited for the second stage of the procedure ✅
The criteria will be used to select the candidates to be invited for the second stage of the procedure ✅
Electronic submission: Required

Complementary information
Review body
Name: The High Court of Ireland
National registration number: The High Court of Ireland
Department: The High Court of Ireland
Postal address: Four Courts, Inns Quay, Dublin 7
Postal code: D07 WDX8
Postal town: Dublin
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Phone: +353 1 8886000 📞
Information about electronic workflows
Electronic invoicing will be accepted
Source: OJS 2023/S 236-742746 (2023-12-06)

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