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Department for Transport - Procurement Portal

Department for Transport - Procurement Portal

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Services Competitive Dialogue Procedure Notice


I.1) NAME, ADDRESSES AND CONTACT POINT(S) Official name: Department for Transport (DfT), Postal Address: Procurement Directorate, 3/23 Great Minster House, 76 Marsham Street, Town: London, Telephone: 020 7944 2800, E-mail: &, Contact Point(s): Ian Brown, For the attention of: Ian Brown, Postal Code: SW1P 4DR, Country: UNITED KINGDOM, Fax: 020 7944 2177, General address of the contracting authority (URL):, Address of the Buyer Profile (URL):
I.1.1) Further information can be obtained at As in I.1.
I.1.2) Specifications and additional documents (including documents for a Dynamic Purchasing System) can be obtained at Official name: As in above mentioned contact point(s) in I.1 Suppliers should express an interest and obtain the relevant Pre Qualification, Postal Address: , Town: , Telephone: , E-mail: , Contact Point(s): , For the attention of: , Postal Code: , Country: , Fax: , General address of the contracting authority (URL): , Address of the Buyer Profile (URL):
I.1.3) Tenders or requests to participate must be sent to As in I.1.
I.2.1) Type of contracting authority Ministry or any other national or federal authority, including their regional or local subdivisions
If 'other' please specify
I.2.2) Main activity or activities
If 'other' please specify Transport
I.2.2) The contracting authority is purchasing on behalf of other contracting authorities? No


II.1.1) Title attributed to the contract by the contracting authority UK-London: Rail Passenger Counts Database
II.1.2) Service Category 7.
II.1.2.1) Main place of performance United Kingdom.
II.1.3) The notice involves A public contract
II.1.4) Information on framework agreement (if appropriate)

OR, if applicable, maximum number of participants to the framework agreement envisaged
II.1.4.1) Duration of the framework agreement (if appropriate)
Period in year(s)
OR month(s)
Justification for a framework agreement the duration of which exceeds four years
II.1.4.2) Estimated total value of purchases for the entire duration of the framework agreement (give figures only)
Estimated value excluding VAT
OR range: between
Frequency and value of the contracts to be awarded (if possible)
II.1.5) Short Description of the contract or purchase(s) The Department for Transport (DfT) is leading the procurement of a database to serve as a central repository for rail passenger counts data supplied by Train Operating Companies (TOCs). The primary objective of the Rail Passenger Counts Database project is to provide the DfT and the rail industry with a centralised passenger counts database solution to facilitate counts data analyses by TOCs for the purpose of informing planning decisions on train service levels and monitoring trends in train capacity utilisation. In conjunction with other data sources, passenger counts data has the potential to fill significant gaps in our current understanding of rail passenger usage patterns. The Awarding Authority wishes to appoint a contractor to design, develop and implement a database solution to capture and store passenger counts data supplied by TOCs, and allow data from other data sources to be imported and linked to count data. The contractor will also be required to externally host and maintain the database solution.
II.1.6) Common Procurement Vocabulary (CPV)
Main Object: 48610000.
II.1.7) Contract covered by the Government Procurement Agreement (GPA)? Yes
II.1.8) Division into lots No
If yes, tenders should be submitted for
Lot No
II 1.9) Variants will be accepted No
II.2.1) Total quantity or scope (including all lots and options, if applicable) One contract will be awarded for 60 months (from award of contract) for delivery of database and external hosting and maintenance of database with an option to extend to a further two periods of 12 months. The approximate budget is 3,000,000(GBP)however this is an outline estimate only, please note that the final budget will not be decided until after Final Tenders have been received just prior to award of contract.
If known, estimated value excluding VAT (give figures only)
OR range: between
Currency GBP
II.2.2) Options (if applicable)
If yes, description of these options
If known, provisional timetable for recourse to these options: Period in month(s)
or day(s) (from the award of the contract)
Number of possible renewals (if any):
or Range: between
If known, in the case of renewable contracts, estimated time-frame for subsequent contracts: in month(s)
and/or days (from the award of the contract)
Either: Period in months 60
And / or days (from the award of the contract)
Or: Starting
And/or ending


III.1.1) Deposits and guarantees required (if applicable) n/a
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them Tenders are priced in Sterling(GBP)and payment will be made in Sterling.
III.1.3) Legal form to be taken by the grouping of economic operators to whom the contract is to be awarded (if applicable)

A group which forms to deliver the contract will be required to nominate a lead partner with whom the DfT can contract, or form themselves into a legal entitity before the contract is awarded.
III.1.4) Other particular conditions to which performance of the contract is subject (if applicable) No
If yes, description of particular conditions
III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Any supplier may be disqualified who:

Information and formalities necessary for evaluating if requirements are met Suppliers should express an interest and obtain the relevant Pre Qualification Questionnaire (PQQ) from the contact named in I.1 above. The full range of statements for the personal situation that can be found at Part G of the PQQ are the relevant legal statements against which an evaluation of the legal aspects setting out the conditions for participation will be performed. The mandatory requirement of the personal situation of economic operators for participation is that the Potential Provider is not in breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as amended) and in particular that the Potential Provider (or its directors or any other person who has powers of representation, decision or control of the named organisation) has not been convicted of any of the following offences: (a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA (as amended); (b) corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended); (c) the offence of bribery; (d) fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of: (i) the offence of cheating the Revenue; (ii) the offence of conspiracy to defraud; (iii) fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978; (iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985; (v) defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994; (vi) an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or (vii) destroying, defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968; (e) money laundering within the meaning of the Money Laundering Regulations 2003; or (f) any other offence within the meaning of Article 45(1) of the Public Sector Directive. Further discretionary grounds for elimination are contained in Part G and Part C of the PQQ. The evaluation of Part G and Part C of the PQQ will result will be a pass/fail and suppliers failing this part will be eliminated from further participation in the competition.
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are met (If applicable) See parts B and C of the relevant Pre Qualification Questionnaire (PQQ) available from the contact named in I.1 above, provides details of the criteria for PQQ selection and will be taken into account (including copies of last three years final lodged company accounts, where available) to make assessment of the status of the participants. Criteria for assessment of Economic and Financial capacity are: (a) Turnover; (b) Capital and Reserves (Net Worth); (c) Balance Sheet Gearing (Debt divided by Capital and Reserves); (d) Accounts that are Qualified with disclaimer/ adverse opinion. Debt includes, but may not be limited to, Loans, Loan Stock, overdraft, Bonds, Bills, Debentures, Mortgages, HP & Finance Leases, Intra-group debt (Parent, subsidiary, associated company undertakings). The above criteria (a) to (e) will score - 30%. The assessment will be based on the most up to date accounts provided for the contracting entity only. Failure to provide the contracting entity accounts will score zero unless accounts other than the contracting entity are provided in their place for which written guarantees will be required from the non contracting entity to ensure that the contract is fulfilled.
Minimum level(s) of standards possibly required (if applicable) n/a
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are met (If applicable) See parts D and E of the relevant Pre Qualification Questionnaire (PQQ) available from the contact named in I.1 above. Criteria for selection following PQQ submission are: (a) Breadth of Experience - 10%; (b) Speed of Delivery - 10%; (c) Provision of Similar Services - 30%; (d) Quality Assurance - 5%; (e) Data Security - 5%; (f) Project Management - 5%; (g) Risk Management - 5%. See the PQQ for full details.
Minimum level(s) of standards possibly required (if applicable) n/a
III.2.4) Reserved Contracts (if applicable) No

III.3.1) Execution of the service is reserved to a particular profession No
If yes, reference of the relevant law, regulation or administrative provision
III.3.2) Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service Yes


IV.1) TYPE OF PROCEDURE Competitive dialogue procedure.
IV.1.2) Limitations on the number of operators that will be invited to tender or to participate (when applicable)
Envisaged number of operators
Or Envisaged minimum number 3
and, if appropriate, maximum number 5
Objective criteria for choosing the limited number of candidates: The criteria used is shown in the relevant Pre Qualification Questionnaire (PQQ) available from the contact named in I.1 above.
IV.1.3) Reduction of the number of operators during the negotiation or dialogue
IV.1.3.1) Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated No
IV.2.1) Award criteria (please tick the relevant box(es)) B) The most economically advantageous tender in terms of:
B1) the criteria as stated below:
1) Price [Capital and Service Charges]. Weighting: 30%.
2) Price [Enhancement Charges]. Weighting: 5%.
3) Quality [Proposed solution's fit to Requirements]. Weighting: 30%.
4) Quality [Approach: Project Management]. Weighting: 5%.
5) Quality [Approach: Service Management]. Weighting: 5%.
6) Quality [Approach: Risk Management]. Weighting: 5%.
7) Quality [Approach: Supply Chain]. Weighting: 5%.
8) Quality [Outline Implementation Plan: Implementation Time]. Weighting: 10%.
9) Quality [Outline Implementation Plan: Roll-out Time]. Weighting: 5%.
In descending order of priority: No.

IV.2.2) An electronic auction will be used No
If yes, additional information about electronic auction (if appropriate)
IV.3.1 File reference number attributed by the contracting entity (if applicable) PPCA08089
IV.3.2) Previous publication concerning the same contract Yes
If yes:
IV.3.2.1) Notice number in OJ: 2008/S 104-139981
Of 15/02/2010
IV.3.2.2) Other previous publications
Notice number in OJ:
IV.3.3) Conditions for obtaining specifications and additional documents (except for a DPS)
Time-limit for receipt of requests for documents or for accessing documents 24/03/2010
Time: 14:00
Payable documents
If yes, Price (give figures only):
Currency GBP
Terms and method of payment
IV.3.4) Time limit for receipt of tenders or requests to participate
Date 25/03/2010
Time 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates 02/06/2010
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up English
Other - third country
IV.3.8) Conditions for opening tenders
IV.3.8.1) Date, time and place
Date 25/11/2010
Time 12:00
Place (if applicable) 3/23 Great Minster House, 76 Marsham Street, London SW1P 4DR
IV.3.8.2) Persons authorised to be present at the opening of tenders (if applicable) Yes
If yes, authorised persons Tender Broard Chair and Secretary.


If yes, estimated timing for further notices to be published:
If yes, reference to project(s) and / or programme(s)
VI.3) ADDITIONAL INFORMATION (if applicable) 1. All participants must complete a Pre Qualification Questionnaire (PQQ) which can be obtained from the contact points(s) in I.1 and covers economic, financial and technical capabilities. The authority expressly reserves the rights; i. not to award any contract as a result of the procurement process commenced by publication of this notice; and ii. To make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the authority be liable for any costs incurred by the candidates. The Pre Qualification Questionnaire (PQQ) which includes instructions for submission for potential providers and a PQQ marking Scheme can be obtained by expressing an interest in the procurement using the contact named at I.1. Also supplied will be a draft Statement of Requirements (SoR) and a separate annex to the SoR: the draft Data Exchange Specification (DES). The SoR and DES are being supplied at this time to represent the Authority's current view of its detailed requirement, however these documents are for information only; they will not be used as part of PQQ submission or evaluation. The SoR and DES will be re-issued, with possible enhancements, as a formal part of the ITPD to Potential Providers who are selected following PQQ submission and the Authority will not enter into discussion regarding these documents until they are issued with the ITPD. 2. Award Criteria at V.2.1) The specification divides the Authority's requirement into six Functional Blocks designated 1 to 6 with 1 being the most important and 6 the least. The Authority intends to purchase all Functional Blocks but reserves the right not to do so. Potential Supplies should not infer that the approximate budget shown at II.2.1 is connected with any particular number of Functional Blocks. The 30% weighting at (a) and (c) will be further sub-divided amongst the Functional Blocks and the details of this subdivision will be fully described in the Invitation to Participate in Dialogue (ITPD) which will be made available to potential suppliers who are successful at the PQQ stage. 3. Bidders Briefing Meeting The Department for Transport will hold a bidders briefing meeting on 25-Feb-2010 at DfT, Great Minster House, 76 Marsham Street,London, SW1P 4DR. The purpose of the meeting will be to clarify any queries potential suppliers may have regarding this OJEU Notice. Attendees at this meeting will have to provide advance notice of attendance by e-mailing GO reference: GO 10021521/01
VI.4.1) Body responsible for appeal procedures Official name: The contact named at I.1, Postal Address: , Town: , Telephone: , E-mail: , Contact Point(s): , For the attention of: , Postal Code: , Country: , Fax: , General address of the contracting authority (URL): , Address of the Buyer Profile (URL):
Body responsible for mediation procedures (if applicable)
VI.4.2) Lodging of appeals (please fill heading VI.4.2 OR if need be, heading VI.4.3)
Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations (as amended) the Department will notify tenderers, by electronic means, or by facsimile, of the standstill period before which any contract(s) will be entered into. This standstill shall not end before at least midnight at the end of the 10th day after the sending date, but where the last day is not a working day, the standstill period shall be extended to the midnight at the end of the next working day. Where, exceptionally, non-electronic means of communication are used, the different timescale as set out in the Regulations shall apply. This standstill provides unsuccessful tenderers with the opportunity to challenge the Department's decision if they consider they have sufficient grounds to do so.
VI.4.3) Service from which information about the lodging of appeals may be obtained Official name: The contact named at I.1, Postal Address: , Town: , Telephone: , E-mail: , Contact Point(s): , For the attention of: , Postal Code: , Country: , Fax: , General address of the contracting authority (URL): , Address of the Buyer Profile (URL):


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