Single-Party Framework Agreement for the provision, implementation and support of an Information and Case Management Solution and Related Services for the Office of the Inspector of Prisons (OIP)

Short description

The scope of the Framework Agreement: • A Software as a service (SaaS), cloud-based service for the Contracting Authority Information and Case Management solution, including: Initial implementation of the service(s); end-to-end managed service for the hosting, licencing, maintenance, development and support of the Contracting Authority's Information and Case Management service; • Additional features and potential future enhancements; • Any related Services deemed necessary to support the application over the life of the framework.

Description of the procurement

The scope of the Framework Agreement: • A Software as a service (SaaS), cloud-based service for the Contracting Authority Information and Case Management solution, including: Initial implementation of the service(s); end-to-end managed service for the hosting, licencing, maintenance, development and support of the Contracting Authority's Information and Case Management service; • Additional features and potential future enhancements; • Any related Services deemed necessary to support the application over the life of the framework.

Description of options

The initial call-off contract is - for a period of three (3) years. The Contracting Authority reserves the right to extend the Term of the initial contract for a period or periods of between twelve (12) and twenty-four (24) months on the same terms and conditions, subject to strategic alignment, satisfactory performance, budget availability and the Contracting Authority’s obligations at law.

In the case of framework agreements, provide justification for any duration exceeding 4 years

The extended duration for the framework has been selected for a number of reasons including:
(a) The embedded and strategic nature of the proposed Information and Case Management solution amounts to a core enterprise system and to replace and transition from such a system in a shorter period would cause significant disruption to the workings of the Contracting Authority and the delivery of services.
(b) The financial cost for the Contracting Authority in procuring the services will amount to a significant investment and this investment could not be optimised and the necessary return achieved if the services were required for a shorter period and would ultimately not deliver value for money on behalf of the taxpayer.

Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from www.etenders.gov.ie using eTenders Resource ID – 5481361
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.
(1) 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.
(2) There is a maximum upload limit of 250MB per file and 500MB per tender submission.
(3) 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.
(4) 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).
(5) Tenders submitted by any other means (including but not limited to email, post, messaging system on etenders or hand delivery) will not be accepted.
(6) 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.
(7) 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
(8) 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.
(9) 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.
(10) 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.
(11) 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.