Invitation to Quote (ITQ) for STREET WORKS IT SOLUTION

Easthampstead House, Town Square, Bracknell, Berkshire RG12 1AQ Tel: (01344) 352000 Invitation to Quote (ITQ) for STREET WORKS IT SOLUTION xxx COMPLETED BY ORGANISATION [Supplier to complete] NAME DATE [Supplier to complete] [Supplier to complete] TO BE COMPLETED AND RETURNED TO THE COUNCIL This document contains INFORMATION once completed by the Supplier. Street Works ITT Page 1 of 22

TABLE OF CONTENTS 1 Introduction... 3 2 Instructions to Suppliers... 4 Appendix A Terms and Conditions... 8 Appendix B Evaluation Spreadsheet... 8 Appendix C ICT Security Policy... 8 3 Schedules... 9 SCHEDULE 1 Entry Level Questions... 9 SCHEDULE 2 Organisation Information... 11 SCHEDULE 3 Method Statement... 15 SCHEDULE 4 - Specification Compliance... 21 SCHEDULE 5 References... 21 SCHEDULE 6 Pricing Schedule... 22 Street Works ITT Page 2 of 22

1 Introduction 1.1 Background 1.1.1 Bracknell Forest Borough Council (BFBC or the Council) is located in central Berkshire, and was designated a New Town in 1949 but became a Unitary authority in April 1998. The Council s services are divided between four directorates, Corporate Services, Adult Social Care, Health & Housing, Environment, Culture & Communities and Children, Young People & Learning. 1.1.2 The Highway Network Management team is part of the Planning and Transport division. The team coordinates the delivery of the Network Management duty. 1.1.3 The Highway Network Management team processed the following notices under the New Roads and Street Works Act 1991 Apr 2011 March 2012 Apr 2012 Feb 2013 25,422 24,670 1.2 Outline Requirement 1.2.1 The supplier will provide a hosted IT solution for Street Works. This should comply with the New Roads and Street Works Act 1991, Technical specification for the Electronic Transfer of Notifications (EToN). The system will support approximately 8 users. The system must be capable of operating a permit module at a later date. 1.2.2 The contract duration will be for a maximum of 7 years, covering an initial period of 3 years plus 2 optional extensions, each of 2 years (i.e. 3 + 2 + 2) 1.2.3 This ITQ excludes any Highway maintenance functions 1.3 Project Schedule 1.3.1 The following is the proposed timetable for the procurement and implementation of Publish advert on South East Business Portal Issue ITQ Last Questions from Suppliers Issue Final Question & Answer Summary Receive from Suppliers Noon Supplier Presentations Issue Purchase Order or Contract Street Works ITT Page 3 of 22

Go Live (latest*) An earlier Go Live date may be possible by mutual agreement. 2 Instructions to Suppliers 2.1 Entry Level Questions 2.1.1 Please read through the documents included in this pack, in particular the Specification. 2.1.2 Please complete Schedule 1 - Entry Level Questions. 2.1.3 Please ensure that you include sufficient justification for any exception. If you do not pass the Entry Level Questions, we will not be able to consider your full quotation. 2.2 General Instructions 2.2.1 If, having completed the Entry Level Questions, you intend to quote for the Street Works IT Solution please read through the following instructions carefully and prepare your quotation. 2.2.2 Your organisation must bear all costs associated with the bidding process itself, including attendance at clarification meetings and any visit to your organisation s premises requested. 2.2.3 If the Council needs to issue any additions or clarification to these documents during the bidding period, we will only do so in writing (usually by email) to all Suppliers. 2.2.4 Clarifications of the ITQ documents must be made in writing by email, not later than xxxx to the following: xxxxx 2.2.5 All questions submitted to the Council in writing and answers, will be logged, summarised and issued to all Suppliers. 2.2.6 All information in this ITQ document set shall be treated as confidential. 2.3 Quotation 2.3.1 Please submit your quotation by email to xxxx Emails larger than 30Mb will be held by ICT pending manual release and emails above 50Mb will be rejected. For this reason, we recommended that you split into separate emails below 30Mb, clearly marked as 1 of 3, 2 of 3, etc., in the subject. Most business file types are acceptable; however any file containing code, password protection or seemingly inappropriate images will be automatically rejected. We are unable to accept quotations on USB stick. 2.3.2 Your quotation must be divided into two sections: The technical section must include: Entry Level Questions (Schedule 1) Organisation Information (Schedule 2) Street Works ITT Page 4 of 22

Method Statement (Schedule 3) Technical Specification (Schedule 4) References (Schedule 5) No pricing to be included in the technical section. The commercial section must include: Firm prices in sterling for the Goods/Services entered on the Pricing Schedule (Schedule 6) 2.3.3 You should complete your responses (in blue) into the Schedules and this document. 2.3.4 Alternatively, you may submit a separate document providing the quotation cross references the section and paragraph numbers of this ITQ. All sections must be responded to even if simply Understood or Agreed. 2.3.5 The Council has indicated a maximum number of words against some questions. The number indicated includes words in any charts, appendices and diagrams which are incorporated into the supplier's response unless otherwise clearly indicated. In the event that the number of words is exceeded, the Council will only consider the first part of the supplier s response up to the maximum allowed. 2.3.6 Please remember to include the following documents: Proposed Service Level Agreement(s) and KPIs High level project plan Quality Assurance certificate (ISO/IEC 20000 or similar) Outline training plan Equal Opportunities Policy Copy of Public Liability Insurance certificate Copy of Employers Liability Insurance certificate Copy of product liability insurance certificate Details of the Council s responsibilities, obligations and effort Licence Agreement(s) Maintenance and Support Agreement(s) 2.3.7 Where any external reference material, such as brochures, specifications and system descriptions, is used to support your quotation, any statements within the reference material which may allow change to obligations or reduce liability, such as "specifications subject to change without notice", or other disclaimers will be regarded as void and shall not form part of the purchase order or contract in the event that the quotation is accepted. 2.3.8 All pricing to be stated exclusive of VAT. 2.3.9 Quotations shall remain open for an initial acceptance for a minimum of 90 calendar days, although the Council may ask you to extend of the period of validity. 2.4 Submission of Quotations 2.4.1 The original, signed, quotation must be returned by no later than xxxxx 2.4.2 Please address to: Street Works ITT Page 5 of 22

xxxxx 2.4.3 If submitting hard copies, the envelope must not indicate the name of the sender; envelopes that do may be rejected unopened. Similarly, quotations received after the quotation submission date/time may be rejected. 2.5 Quotation Decline If you decide not to respond to this ITQ, please let the contact in Section 2.2.4 know in writing as soon as possible, giving a brief reason(s). 2.6 Evaluation of Quotation 2.6.1 Suppliers must pass the Entry Level Questions in Schedule 1. 2.6.2 Suppliers must be financially sound. We use an external credit reference agency and, in addition, may seek copies of accounts and annual reports for larger contracts. We expect suppliers to have been trading long enough to have published accounts and developed a client base. 2.6.3 The purchase order or contract will be awarded on the basis of the most economically advantageous offer having regard to: i. The Total Cost of the goods, services or works, (40% of the total score) ii. The Quality of the solution (60% of the total score) taking into account issues such as; quality, price, technical merit, aesthetic and functional characteristics, environmental characteristics, cost effectiveness, after sales service, technical assistance, delivery date and delivery period and period of completion. The Council s evaluation will include supplier presentations. Evaluation of these elements will be used to review the initial scoring based on further understanding gained. 2.6.4 The headline Quality evaluation criteria are as follows: Criteria Marks Applicable Document(s) & Section(s) Entry Level Questions Pass/Fail Schedule 1 Organisation Information Pass/Fail Schedule 2 Method Statement 35 Schedule 3 See spreadsheet for breakdown Specification 55 Schedule 4 References 10 Schedule 5 Total 100 2.6.5 Evaluation of pricing will be by using the evaluation spreadsheet, attached as Schedule 6 of this ITQ. The evaluation spreadsheet details any sub-criteria and formulae used. 2.6.6 The Council shall be under no obligation to award a contract for all or any part of the requirement set out in this Request for Quotation, to any supplier or at all. 2.7 Alternative Offers 2.7.1 Alternative offers will only be considered if they constitute a fully priced alternative Street Works ITT Page 6 of 22

and are submitted in addition to a quotation complying with the requirements specified in the ITQ documents. Alternative offers must contain sufficient supplementary information, drawings and data to permit a complete evaluation to be made. Street Works ITT Page 7 of 22

Appendix A Terms and Conditions These terms can be found on the Council s website on http://www.bracknell-forest.gov.uk/sellingtothecouncil then click on Downloads. 1. Conditions of Contract: General, March 2012 (NB Licence & Maintenance/Support terms to be mutually agreed) Appendix B Evaluation Spreadsheet Refer separate Excel document.. Appendix C ICT Security Policy Refer separate word document. Street Works ITT Page 8 of 22

3 Schedules SCHEDULE 1 Entry Level Questions No. Question Answer 1. Can you meet all the requirements set out in the Specification (summarised in the Outline Requirement) 2. Please confirm that your organisation will have a minimum of 5m Public Liability Insurance in place by the start of the contract. 3. Please confirm that your organisation will have a minimum of 10m Employer s Liability Insurance in place by the start of the contract. 4. Is your turnover in excess of GBP( ) 200,000 per annum? 5. Can you supply a copy of your latest Audited or Management Accounts? 6. Do you agree to the Council s terms and conditions? (NB Licence & Maintenance/Support terms to be mutually agreed) 7. Do you agree to our payment terms of Nett 30 days on receipt of acceptable invoice? 8. Is the number of current staff employed in the providing the services in the Specification above the Council s minimum of 10. 9. Can you supply the following policies and demonstrate how they are implemented and maintained? Equal Opportunities 10. Can you provide details of a minimum of three local authority users where the proposed IT solution has been in use for at least 12 months? 11. Is your system a live and fully functioning system? 12. The Council is aiming for a go live date of 30th July 2013or the new system? What would a high level project plan look like for the implementation of your system in Bracknell Forest with this goal date? Please include a high level project plan. 13. The Council require a fully hosted system. We would expect our supplier to also provide a test system. Do you supply a test system? 14. Does the system comply with the New Roads and Streetworks Act 1991, Technical Specification for the Electronic Notifications (EToN) Street Works ITT Page 9 of 22

15. Is the system hosted within the European Union? 16. Is the supplier s data centre ISO 27001 accredited? If you answered No to any of the questions 1 to 16 please provide any justification(s) why your organisation s quotation should still be considered by the Council below: 17. Has your organisation, or any of its directors or senior staff, been found guilty for any of the following offences? 18. Conspiracy 19. Corruption 20. Bribery 21. Fraud (including not paying taxes or social security contributions) 22. Money laundering 23. Professional misconduct 24. Have your organisation, any of its directors, been previously declared insolvent or bankrupt? If you answered Yes to any of questions 18 to 24 please provide any justification(s) why your organisation s quotation should still be considered by the Council below: 25. Signature Name Job Title Organisation Date Street Works ITT Page 10 of 22

SCHEDULE 2 Organisation Information Notes for completion: If the question does not apply to you please write N/A; if you don t know the answer please write N/K. Council means Bracknell Forest Borough Council. You / Your or Potential Provider means the organisation which is completing this form. Verification of Information Provided: The higher the risk of the procurement, the higher the level of verification is likely to be required. Not all questions require supporting documents up front at this stage (for example certificates, statements with this questionnaire.) However, the purchasing organisation may ask to see these documents at a later stage, so it is advisable you ensure they can be made available upon request. You may also be asked to clarify your answers or provide more details about certain issues. Sub Contracting Arrangements Where a sub-contracting approach is proposed, all information requested should be given in respect of the prime contractor. Where sub-contractors will play a significant role in the delivery of the services or products under any ensuing contract, please indicate in a separate annex (by inserting the relevant company/organisation name) the composition of the supply chain, indicating which member of the supply chain will be responsible for the elements of the requirement. It is recognised that arrangements in relation to sub-contracting may be subject to future change. However, Potential Providers should be aware that where sub-contractors are to play a significant role, any changes to those sub-contracting arrangements may constitute a material change and therefore may affect the ability of the Potential Provider to proceed with the procurement process or to provide the goods and/or services. Consortia Arrangements If the Potential Provider bidding for a requirement is a consortium, the following information must be provided: - full details of the consortium; and - the information sought in this ITQ in respect of each of the consortium s constituent members as part of a single composite response. Potential Providers should provide details of the actual or proposed percentage shareholding of the constituent members within the consortium in a separate Annex. If a consortium is not proposing to form a corporate entity, full details of alternative proposed arrangements should be provided in the Annex. However, please note the Council reserves the right to require a successful consortium to form a single legal entity in accordance with regulation 28 of the Public Contracts Regulations 2006. Street Works ITT Page 11 of 22

ORGANISATION AND CONTACT DETAILS Full name of organisation submitting a quotation (or of organisation acting as lead contact where a consortium bid is being submitted) ORGANISATION DETAILS Registered office address Type of organisation Company or charity registration number VAT registration number Name of immediate parent company Name of ultimate parent company i) a public limited co. ii) a limited company iii) a limited liability partnership iii) other partnership iv) sole trader v) other (please specify) CONTACT DETAILS Contact details for enquiries about this ITQ Name Address Post Code Country Phone Street Works ITT Page 12 of 22

Mobile Email a) Your organisation is bidding to Consortia and Sub-Contracting provide the services required itself b) Your organisation is bidding in the role of Prime Contractor and intends to use third parties to provide some services c) The Potential Provider is a consortium If your answer is (b) or (c) please indicate in a separate annex (by inserting the relevant company/organisation name) the composition of the supply chain, indicating which member of the supply chain (which may include the Potential Provider solely or together with other providers) will be responsible for the elements of the requirement. QUESTIONS 1.1 and 1.2 FOR COMPLETION BY NON-UK BUSINESSES ONLY 1.1 Registration with professional body Is your business registered with the appropriate trade or professional register(s) in the EU member state where it is established (as set out in Annexes IX A-C of Directive 2004/18/EC) under the conditions laid down by that member state). 1.2 Is it a legal requirement in the State where you are established for you to be licensed or a member of a relevant organisation in order to provide the requirement in this procurement? If yes, please provide details of what is required and confirm that you have complied with this. Street Works ITT Page 13 of 22

2 FINANCIAL INFORMATION If, for some reason, your organisation is not required to produce Audited Accounts or an Annual Report then the Council s Finance Section will need to have visibility of your management accounts. The Council will seek more information from independent credit reference agencies as part of the evaluation and reserves the right to undertake credit checks at each stage of the procurement process. NB We will not accept applications from more than one company forming part of the same Group 2.1 Please provide one of the following set out below: (please indicate which one by ticking the relevant box) A copy of your audited accounts for the most recent two years A statement of your turnover, profit & loss account and cash flow for the most recent year of trading A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position Alternative means of demonstrating financial status if trading for less than a year Street Works ITT Page 14 of 22

SCHEDULE 3 Method Statement 3.1 General 3.1.1 Please provide a brief overview of your organisation and how it could best provide the required by the Council, as detailed in the Specification. [Maximum 400 words] 3.1.2 Include details on how many staff your organisation (including consortia members or named sub-contractors, where appropriate) employ, and related turnover (GBP ), that are relevant to the provision of the services similar to those set out in the Specification. [Maximum 400 words] 3.1.3 What is your vision statement and road map for your Street Works IT solution? [Maximum 200 Words] 3.1.4 Describe the methodology you will use for migration of the data from the existing Confirm system; including how you will prove to the Council that all the data has been successfully migrated. [Maximum 200 words] 3.1.5 What are the key expectations that you have of the Council in respect of our responsibilities, obligations and effort required for a successful implementation? [Maximum 400 Words] 3.1.6 List all 3rd party contractors that you are intending to use? [Maximum 100 Words] 3.1.7 List all 3rd party software and publisher that you are intending to use? [Maximum 100 words] 3.1.8 Please confirm that the system supports Microsoft Internet Explorer 7? What other browsers ands versions do you support? Street Works ITT Page 15 of 22

[Maximum 200 words] 3.2 Equal Opportunities 3.2.1 Does your organisation have an Equal Opportunities policy? If Yes, please summarise and indicate how it is communicated to employees. [Maximum 200 words] 3.2.2 If No, please refer to the Council s equal opportunities document at: 3.2.3 http://www.bracknell-forest.gov.uk/good-practice-on-equality-and-diversity-whencontracting-with-bracknell-forest-council.pdf 3.2.4 In the absence of your own policy, please download document and confirm acceptance by signing and returning instead. Attached / Not applicable 3.2.5 Briefly describe how your organisation ensures that it remains compliant and up to date with the Equality Act 2010? [Maximum 100 words] 3.2.6 Have any Industrial Tribunal or other Legal cases (pending or otherwise) relating to equality issues been brought against your organisation within the last three years? If Yes, please provide details 3.3 Other Policies and Procedures 3.3.1 Please confirm that your organisation complies with the Council s ICT Security Policy for External ICT Suppliers (attached as Appendix C). If not, please detail exceptions below. 3.4 Technical Ability - Staff 3.4.1 Please provide details of the team who would provide the service, including how many other clients they would be handling, together with CVs of key personnel [Maximum 200 words per person] 3.4.2 Please provide details of the knowledge that your staff have in regard to the New Roads and Streetworks Act 1991 [Maximum 200 words] Street Works ITT Page 16 of 22

3.5 Training 3.5.1 Briefly describe your organisation s approach to staff training, including Equalities. [Maximum 200 words] 3.5.2 Indicate how many hours training, on average, is received by each member of your staff within a 12 month period on software development and related IT subjects. List number of hours by subject. [Maximum 100 words] 3.5.3 Please supply details of the proposed training programme for Council staff assuming this will be on a train the trainer basis. [Maximum 400 words] 3.6 References 3.6.1 List other relevant current contracts you have with Local Authorities. [Maximum 10] 3.6.2 Complete Schedule 5, providing full contact details for three References that the Council may approach. These must be local authorities who have been utilising the proposed system in a live environment for a minimum of 12 months. 3.6.3 If you cannot provide three References, please advise why 3.6.4 In the last three years, have you had any contracts: i. That has incurred contract penalties, default notices or payment of liquidated damages? ii. Terminated by the client earlier than originally intended due to poor performance? iii. Where you have withdrawn from the contract either before or after the award of contract? If Yes to any of the above, please give details and explain what has been rectified in order to avoid this situation arising in the future. 3.7 Service Levels & Performance 3.7.1 Please state the guaranteed percentages of when the system will be available for Core hours 9-5 M-F, Extended Hours 7-6 M-F, or other hours Street Works ITT Page 17 of 22

3.7.2 Please state the guaranteed availability of telephone or email support during Core hours 9-5 M-F, Extended Hours 7-6 M-F, or other hours 3.7.3 Please provide details of standard response times and fix times. [Maximum 200 words] 3.7.4 Please provide a draft proposed Service Level Agreements with Key Performance Indicators for consideration by the Council. 3.7.5 When are upgrades/patches usually performed? If in working hours, please advise of expected downtime. [Maximum 100 words] 3.7.6 Please explain how the Council s data is backed up, how often, and how this data could be accessed if your company were, for example, to cease trading. [Maximum 100 words] 3.8 Contract Management & Reports 3.8.1 Please confirm that, if awarded the purchase order, you would be able to attend quarterly review meetings with the Council and provide an overview of your escalation procedure. [Maximum 200 words] 3.9 Purchase Order / Contract Conditions 3.9.1 Refer to Appendix A, Terms and Conditions, for the terms and conditions of purchase order or contract. Please confirm acceptance of all these terms or detail exceptions and any proposed alternatives below, or in a separate document. 3.9.2 Please provide a copy of your organisation s standard licence terms and support/maintenance terms for consideration by the Council. Street Works ITT Page 18 of 22

3.10 Insurance 3.10.1 Provide details of your Public Liability Insurance policy. The Council requires a minimum of 5 million public liability cover. Please enclose a copy of your insurance certificate. 3.10.2 Please provide a copy of your Employer s Liability Insurance certificate. The Council requires a minimum of 10m cover. 3.11 Business Continuity 3.11.1 Does your organisation have a Business Continuity, Disaster Recovery or Risk Management plan? Briefly describe what key actions your organisation will take to ensure continued provision to customers should there be a major event; for example, should there be adverse weather or a pandemic flu which results in loss of staff, or a fire or utility failure resulting in loss of your building and/or data centre. [Maximum 300 words] 3.12 Quality Assurance 3.12.1 Does your company have ISO/IEC 20000 or similar quality accreditation? Please briefly detail and provide a copy certificate. [Maximum 300 words] 3.12.2 Is your organisation a member of any relevant professional / trade associations? If Yes, please state. [Maximum 100 words] 3.13 Payment 3.13.1 The Council standard terms of payment are Nett 30 days from receipt of acceptable invoice. Please advise any discount available for early payment i.e. 7 or 14 days. 3.13.2 Please confirm acceptance of the payment terms detailed in the pricing schedule Street Works ITT Page 19 of 22

3.14 Miscellaneous 3.14.1 Please advise whether your system operates with handheld devices? If so, please list the compatible manufacturers and models? [Maximum 300 words] 3.14.2 Should the Council decide to purchase any handheld devices, would these be supported by your organisation or by the manufacturer? Please provide details. [Maximum 200 words] Street Works ITT Page 20 of 22

SCHEDULE 4 - Specification Compliance Please complete the attached Specification confirming the functionality of the system proposed. If there are any significant exceptions, please detail in the Schedule or attach a separate sheet if necessary. SCHEDULE 5 References Please provide details of up to three contracts from either or both the public or private sector, that are relevant to the Council s requirement and have been live for at least 12 months. Contracts for the supply of similar services must have been performed during the past three years. (The customer contact must be prepared to speak to the purchasing organisation to confirm the accuracy of the information provided below if we wish to contact them). 1. Customer Organisation (name): 2. Customer contact name, phone number and email Contract 1 Contract 2 Contract 3 3. Contract start date Contract completion date Contract Value 4. Provide a brief description of one of the above contracts, to include evidence as to your technical capability in this market. [ Maximum 300 words] Street Works ITT Page 21 of 22

5. If you cannot provide [ Maximum 100 words] at least one example contract, please briefly explain why. SCHEDULE 6 Pricing Schedule Refer attached Excel spreadsheet Street Works ITT Page 22 of 22