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Regional Strategic Analysis System.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Newcastle City Council
Chief Executives Office, Civic Centre, Barras Bridge
For the attention of: Saima Wahid
NE99 2BN Newcastle upon Tyne
Telephone: +44 1912777693
Fax: +44 1912116942

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Northumberland County Council
NE61 2EF Northmberland

North Tyneside Council
NE27 0BY North Tyneside

South Tyneside
Tyne & Wear
NE33 2RL South Shields

Gateshead Council
Regent Centre
NE8 1HH Gateshead

Sunderland City Council
Burdon Road
SR2 7DN Sunderland

Middlesbrough Council
PO BOX 500
TS1 9FT Middlesbrough

Durham County Council
County Hall
DH1 5UL Durham

Stockton-on Tees Borough Council
Church Road
TS18 1LD Stockton

Darlington Borough Council
DL1 5QT Darlington

Hartlepool Borough Council
Victoria Road
TS24 8AY Hartlepool

North East Procurement Organisation
Keelman House
NE11 0XA Gateshead

Redcar & Cleveland
Kirkleatham Street
TS10 1RT Redcar

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Regional Strategic Analysis System.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services

NUTS code UKC2

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with a single operator

Duration of the framework agreement

Duration in months: 36

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 250 000,00 and 600 000,00 GBP
Frequency and value of the contracts to be awarded: "The contract value based on the current requirements of NEPO and the 12 member authorities is only 250 000 GBP - the additional value that has been built in to the contract will provide scope for those authorities that could decide to join at a later date”.
II.1.5)Short description of the contract or purchase(s)
Newcastle City Council as the lead authority for the North East Procurement Organisation (NEPO) would like to collaboratively procure a Strategic Analysis (SA) System, this will consist of a hosted and or managed solution and the design and implementation of software.
Strategic Analysis (SA) should support an organisation’s decision making by using reliable data and intelligence from a range of sources. This should include information on historical, current and future forecasts that will accurately inform procurement decisions with the purpose of:
- data cleansing and enrichment,
- reducing procurement costs,
- improving efficiency & collaborative planning,
- monitoring compliance,
- measuring outcomes.
The key requirements from Strategic Analysis System Contract include:
- hosting a database of regional spending information,
- provision of detailed spend analysis information,
- provision of web access for authorities to report on their data,
- benefits realisation and performance tracking,
- forecasting and business modelling.
The contract will be for 36 months with an option extend for a further 12 months.
II.1.6)Common procurement vocabulary (CPV)

48612000, 72212610, 72321000, 48440000, 48460000, 48490000, 48482000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The provision of a Regional Strategic Analysis System for a 36 month term with an option to extend by a further 12 months at the Council's Sole Discretion.
Estimated value excluding VAT:
Range: between 150 000,00 and 250 000,00 GBP
II.2.2)Information about options
Options: yes
Description of these options: To extend initial 36 month term by a further 12 months at the Council's sole discretion.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
"The Contracting Authority reserves the right to require deposits, guarantees, bonds, insurance, or any other form of appropriate security. Details to be provided in the Invitation to Tender”.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details to be provided in the Invitation to Tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
"Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with NCC on all matters relating to the Agreement. All consortium or grouping members will however be required to be jointly and severally liable in respect of the obligations and liabilities relating to the Agreement”.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: "All applicants are required to complete and return a detailed pre-qualification questionnaire prepared by the Contracting Authority and provide such supporting evidence as may be requested by the deadline stated in IV.3.4.”.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: "As set out in the pre-qualification questionnaire”.
Minimum level(s) of standards possibly required: "As set out in the pre-qualification questionnaire”.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
"As set out in the pre-qualification questionnaire”.
Minimum level(s) of standards possibly required:
"As set out in the pre-qualification questionnaire”.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Only tenderers who pass all the mandatory criteria and score 60 % or above for the Pre-Qualification Questionaire will be invited to tender.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.6.2012 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
A Prior Information Notice was published on the 29.7.2011. The number for this was PIN 2011-106770.

"Please go to our web site located at to register and download the documents”.

The following contracting authorities participating have already committed on a non-contractually binding basis to this procurement:
- Gateshead Council,
- North Tyneside Council,
- South Tyneside Council,
- Sunderland City Council,
- Darlington Borough Council,
- Middlesbrough Borough Council,
- Hartlepool Borough Council,
- Redcar and Cleveland Borough Council,
- Stockton Borough Council,
- Durham County Council,
- Northumberland County Council.

The Contract will be made available to all NEPO Members and Associate Members. A list of member organisations are available at

The Council intends to make this (Pan Government/Collaborative) Framework Contract available for use by all UK contracting authorities including but not limited to Government Departments and their Agencies, Non-Departmental Public Bodies, NHS Authorities and Trusts, Local Authorities, Police Authorities, Emergency Services, Educational Establishments, Registered Charities who have a need to purchase [insert supplies, services]
See the following websites for details:

http://List_of_universities_in_the_United_Kingdom (Check link)

Access to the framework will be subject to the approval of NEPO (by way of an Access Agreement). This may incur a fee.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1.
If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) Regulations 2009 (SI 2009No. 2992) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action which does not seek a declaration of ineffectiveness must be brought within 30 days beginning with the date when the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen.
An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract with a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into. Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into. The commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: