United Kingdom - Newry: Software programming and consultancy services

Organisation text: 
Newry Mourne and Down District Council
Main activities: 
General public services
Contract notice
Type of contract: 
Bid type: 
Submission for all lots
Awarding procedure: 
Open procedure
Award criteria: 
The most economic tender
Wednesday, May 17, 2017
Tender cycle: 
Tender ID: 
2017/S 094-185297

Contract notice


Directive 2004/18/EC

Section I: Contracting authority


Name, addresses and contact point(s)

Newry Mourne and Down District Council
Greenbank Industrial Estate
Contact point(s): Only Online through portal at: www.newrymournedown.org/procurement
BT34 2QU Newry
United Kingdom
Telephone: +44 2830313233
E-mail: David.Barter@nmandd.org
Fax: +44 2830313288

Internet address(es):

General address of the contracting authority: www.newrymournedown.org

Address of the buyer profile: www.newrymournedown.org/procurement

Electronic access to information: www.newrymournedown.org/procurement

Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement

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)


Type of the contracting authority
Regional or local authority


Main activity
General public services


Contract award on behalf of other contracting authorities

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

Lisburn and Castlereagh City Council
Civic Headquarters, Lagan Valley Island
BT27 4RL Lisburn
United Kingdom

Mid and East Antrim Borough Council
The Braid, 1-29 Bridge Street
BT43 5EJ Ballymena
United Kingdom

Armagh City, Banbridge and Craigavon Borough Council
Craigavon Civic and Conference Centre, Lakeview Road
BT64 1AL Craigavon
United Kingdom

Mid Ulster District Council
Dungannon Office, Circular Road
BT71 6DT Dungannon
United Kingdom

Fermanagh and Omagh District Council
The Townhall, 2 Townhall Street
BT74 7BA Enniskillen
United Kingdom

Ards and North Down Borough Council
Town Hall, The Castle
BT20 4BT Bangor
United Kingdom

Causeway Coast and Glens Borough Council
Civic Headquarters, Cloonavin, 66 Portstewart Road
BT52 1EY Coleraine
United Kingdom

Antrim and Newtownabbey Borough Council
Mossley Mill, Carnmoney Road North
BT36 5QA Newtownabbey
United Kingdom

Section II: Object of the contract




Title attributed to the contract by the contracting authority:
7/2017 — Leisure Management Solution.


Type of contract and location of works, place of delivery or of performance

NUTS code UKN02,UKN03,UKN04,UKN05,UKN0


Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement


Information on framework agreement
Framework agreement with a single operator

Duration of the framework agreement

Duration in months: 48

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

Estimated value excluding VAT: 2 500 000 GBP


Short description of the contract or purchase(s)
The Council seeks to appoint a Supplier who will take responsibility for the provision, delivery and management of a new Leisure Management Solution.

Other Contracting Bodies may also wish to contract for services through the framework contract.


Common procurement vocabulary (CPV)

72200000, 48000000, 72260000, 48100000, 48900000, 48400000


Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no


Information about variants
Variants will be accepted: no


Quantity or scope of the contract


Total quantity or scope:
Newry, Mourne and Down District Council (the Council) seeks a solution provider for Leisure Management Software to help manage indoor and outdoor Leisure Services, on behalf of itself and other Contracting Bodies in Northern Ireland.

The solution must be a product specifically designed for the purpose, and in use in similar sized services.

The solution will comprise Leisure related functionality to support Front of House (e.g. General Reception, member check-in, bookings, point of sale till, links to facilities access control) and Administration services (e.g. customer, resource, financial, activity/course/class, system and management information).

For the Council, the solution will be implemented across seven core Leisure sites to support and improve the Leisure experience for staff and customers. The solution will provide a firm foundation for extending the range of Leisure services that the Council provides, to support our future business requirements.

Use of the system is also likely to be extended to a range of other Council centres with similar functionality and business requirements, for example Community Centres offering bookable space, and leisure, educational and recreational classes.

The requirements for each of the other Contracting Bodies that are party to the Framework are broadly similar in scope and scale to those of the Council.

Newry, Mourne and Down District Council, one of 11 new super councils, was created in 2015 from the former Newry & Mourne and Down District Council areas and the Ballyward electoral area, which previously sat within the Banbridge District Council authority.

With a population of around 171,500 and a coastline of 100 miles, it is the third largest council area in Northern Ireland spanning from Crossmaglen in South Armagh to Saintfield in South Down. There are seven District Electoral Areas: Crotlieve, Downpatrick, Newry, Rowallane, The Mournes, Slieve Croob and Slieve Gullion.

Our aim is to provide civic leadership, deliver local services and ensure that the district develops in a way that increases prosperity and quality of life for local residents.

The Council offers indoor and outdoor swimming pools, fitness suites (gym, sauna, spa), squash courts, main halls providing a range of activities, multi-functional rooms for customer use and outdoor facilities such as football pitches, cricket pitches, and play areas.

Within these facilities, the council offers an extensive range of health, fitness and community based activities. The activities provided include swimming, team sports (e.g. football, basketball, netball, volleyball), racquet sports (e.g. badminton, squash, table-tennis etc); martial arts, dance, spinning, circuit training and many others. Some of our centres also provide a home to local and regional organisations.

The requirement is for a fully managed service, but which allows local teams to perform operational configuration to meet the day to day and evolving needs of the service. The requirements are for: Provision and configuration of the software; Management and maintenance of the solution; Transition and Implementation Support; User Training.

The Authority does not commit to letting a contract for any of the above, should it become evident that it is not economically advantageous to do so.

Estimated value excluding VAT: 2 500 000 GBP


Information about options
Options: no


Information about renewals
This contract is subject to renewal: no


Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information


Conditions relating to the contract


Deposits and guarantees required:
As detailed in the Volumes of the Invitation to Tender.


Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As detailed in the Volumes of the Invitation to Tender.


Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As detailed in the Volumes of the Invitation to Tender.


Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the Volumes of the Invitation to Tender.


Conditions for participation


Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the Volumes of the Invitation to Tender.


Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

As detailed in the Volumes of the Invitation to Tender.


Information about reserved contracts


Conditions specific to services contracts


Information about a particular profession


Staff responsible for the execution of the service

Section IV: Procedure


Type of procedure


Type of procedure


Limitations on the number of operators who will be invited to tender or to participate


Reduction of the number of operators during the negotiation or dialogue


Award criteria


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


Information about electronic auction
An electronic auction will be used: no


Administrative information


File reference number attributed by the contracting authority:
7 - 2017 Leisure Management Solution


Previous publication(s) concerning the same contract


Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no


Time limit for receipt of tenders or requests to participate
12.6.2017 - 12:00


Date of dispatch of invitations to tender or to participate to selected candidates


Language(s) in which tenders or requests to participate may be drawn up


Minimum time frame during which the tenderer must maintain the tender
in days: 180 (from the date stated for receipt of tender)


Conditions for opening of tenders

Section VI: Complementary information


Information about recurrence
This is a recurrent procurement: no


Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no


Additional information
Suppliers will be expected to deliver services that demonstrate a best value approach.

Newry, Mourne and Down District Council is a Public Authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with in accordance with the Act.

Newry Mourne and Down District Council is procuring the public contract on behalf of itself and the following bodies delivering public services (Contracting Bodies):

Lisburn and Castlereagh City Council

Mid and East Antrim Borough Council

Armagh City, Banbridge and Craigavon Borough Council

Mid Ulster District Council

Fermanagh and Omagh District Council

Ards and North Down Borough Council

Causeway Coast and Glens Borough Council

Antrim and Newtownabbey Borough Council

Any such Contracting Body will be entitled, with the prior written consent, of and through the Authority, to access the contract and require services to be delivered to it by the appointed organisation on the same or substantially the same terms and conditions as agreed with the Authority.

The Contracting Authority intends to use an e-Tendering system for this procurement process, e-hub www.newrymournedown.org/procurement

Supplier registration is free of charge.

Follow the registration instructions on the e-hub portal.

Browse to the opportunity

Access the volumes of the Invitation to Tender provided.

Submit your Tender Response by the deadline indicated.

It is strongly recommended that Suppliers unfamiliar with the e-hub Procurement Portal ensure that they are able to access all relevant functions well ahead of the closing dates, since late responses may not be accepted.

If you have any difficulties with the e-hub Procurement Portal, please call 0800 731 6575 or Tel: 028 30 254 872 (+44 2830 254 872).


Procedures for appeal


Body responsible for appeal procedures

Royal Courts of Justice (NI)
Chichester St.
BT1 3 JF Belfast
United Kingdom
E-mail: adminoffice@courtsni.gov.uk
Telephone: +44 2890235111
Internet address: http://www.courtsni.gov.uk


Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals:

The Council will incorporate a minimum 10 calendar day standstill period when information on the award of the contract is communicated to tenderers. This period allows tenderers to seek further debriefing from the Council before the contract is entered into. Applicants have 2 working days from notice of the award decision to ask for additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from email address: david.barter@nmandd.org

If a dispute about contract award has not been successfully resolved the Public Contracts Regulations 2015
allow aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action
EN Standard form 02 — Contract notice 12 / 19
in the High Court. Any such action must be brought promptly (generally within 1 month). 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.


Service from which information about the lodging of appeals may be obtained


Date of dispatch of this notice:
Low Value Tender: