Beruflich Dokumente
Kultur Dokumente
November 2009
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Contents
Introduction ....................................................................................................3
Background ....................................................................................................3
Requirements .................................................................................................4
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Introduction
1 This document is an invitation to tender for the supply of an Automated
Business Planning, Performance Management and Risk System.
Background
3 Over the last 9 years, Lewes District Council has evolved its own, ‘home
grown’ approach to action planning, performance monitoring and reporting
and risk management. The Council’s approach has developed in line with
organisational needs, national requirements and best practice. The
Council achieved a ‘Good’ CPA judgement in 2003 and has continued to
perform well in subsequent years.
http://www.lewes.gov.uk/council/1991.asp
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6 The Council has an Information Management Strategy and annual
Service Plan which sets out the future requirements and IT developments
that are required by the Council and its key services. Compliance with
current and future Government standards on data quality and data
security is an important priority for the Council.
Requirements
9 The Council now wishes to make improvements in the following areas:
• Graphical and more frequent reporting, to enable performance
to be visually presented and tracked on a ‘real time’ basis.
• Automatic presentation of trends, comparison against targets,
comparison with other Councils, and with national data (where
available) and historical data.
• Selected, graphical and more comprehensive reporting of
actions, risks and performance via the Council’s intranet and the
Council’s website.
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• Improvements in terms of data quality and a more robust audit
trail which is fully compliant with the Council’s IT infrastructure and
IT security requirements.
• Better integration of action planning, performance data and
risks.
• Greater and more visible accountability for data quality,
performance/risk management and milestones through automated
reporting hierarchies.
• Automated email reminders when data/updates are due.
• Efficiency – i.e. through saving of senior management time and
administrative effort in relation to business planning, monitoring
and reporting across the Council.
10 The Council wishes to implement a new system on a phased basis over a
period of 18 – 24 months but expects the chosen system to be configured,
tested, key staff trained and system operational by 1st April 2010.
11 The contract will be for an initial period of four years and subject to
extension.
12 Tenders must be made in writing and sent together with all necessary
supporting documentation to: District Solicitor, Lewes District Council,
Southover House, Southover Road, Lewes, East Sussex BN7 1AB and
must arrive no later than noon on 18 December 2009. No tender will be
considered unless it is contained in a plain sealed envelope which bears
the words “Tender-Automated Business Planning, Performance
Management and Risk System” but which bears no distinguishing mark
which identifies the sender.
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• Complete and return the Organisation Information
Questionnaire (Appendix 5). This also requires that you provide a
copy of your:
(a) Health and Safety Policy;
(b) Equal Opportunities Policy;
(c) third party ESCROW protection (where applicable);
and your
(d) insurers Certificate of Professional Indemnity Cover.
• Complete and return the Anti Collusion Certificate (Appendix
6).
14 Tenders received by fax or by other electronic means will not be
considered.
Conditions of Contract
15 Tenderers are required to submit a copy of their Standard Terms and
Conditions of Business (if any) with the Tender Response Documents.
However, there is no guarantee that these standard terms and conditions
will be used.
• Grant of licence
• Permitted use
• Duration
• Variation of Charges
• Maintenance service
• Payment terms
• Proprietary rights
• Training
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• Environmental Standards
• Warranties
• Termination
• Post termination
• Force majeure
• Assignment
• Inducement of reward
• Notices
• Severability
• Waiver
• Governing law
Confidentiality
19 Each of the Parties undertakes to the other to keep confidential all
information (written or oral) concerning the business and affairs of the
other that it has obtained or received as a result of the discussions
leading up to, or the entering into, or performance of, this Agreement (“
the Confidential Information”)
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20 Each of the Parties undertakes to the other not to use the Confidential
Information of the other party except for the purposes of this Agreement
and shall not (without the prior written consent of the other party) disclose
the same to any person save to the extent necessary for the performance
of this Agreement and except to the extent that such information:
• is required to be disclosed by the law of any relevant jurisdiction
• is trivial or obvious
• is already in the public domain at the time of disclosure
• is in the disclosing party’s possession otherwise than as a result
of a breach of this clause
• was disclosed after the express prior written approval of the
party to whom such information belongs; or
• is required to be disclosed by the Council for the purposes of
best value or performance assessment
and in any event subject to the disclosing party having notified the other party
to this Agreement in writing prior to making such disclosure
Evaluation of Tenders
24 Tenders will evaluated in two stages as follows:
• Stage 1 – Evaluation of the tenderers financial and business
standing and insurance, escrow (or similar) and data retrieval,
equalities and health and safety arrangements. Tenderers will not
be considered at Stage 2 unless they have satisfied the Council in
these areas.
• Stage 2 - Evaluation using the criteria and weighting shown in
Table 1 below:
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Table 1: Tender evaluation criteria and weighting.
Environmental practices. 2
Additional features. 5
26 The Council will contact and if necessary, visit the reference sites
provided by the tenderer.
Notice to Tenderers
27 The tenderer is required to hold his tender open for acceptance for a
period of 60 days from the closing date for the submission of tenders.
28 The Council does not bind itself to accept the lowest or any tender it
receives.
29 The Council shall not be liable to reimburse any tenderer or any other
person for costs related to the preparation or submission of a tender.
30 Each tenderer will be notified in writing whether their tender has been
accepted.
32 There will be written into the Contract a clause empowering the Council to
cancel the Contract and recover any resulting losses if the contractor or
his employees or agents with or without his knowledge attempt to:
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b. commit any offence under the Prevention of Corruption Acts 1889
to 1916 or section 117(20 of the Local Government Act 1972).
b) The Tender and Specification and any agreed written record of statements
made during any discussions shall stand as part of the Contract.
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Appendix 1: Requirement specification and response
LDC priority: 1 = Essential, 2 = Desirable
PRIORITY
meet? supporting
Yes / statement/explanation
Partial /
No
Reporting of national 1
and local Performance
Indicators, with
sufficiently robust audit
trail for District Auditors
and Comprehensive
Area Assessment
Inspectors, including a
field for capturing how
data was measured
and, in some cases,
numerator and
denominator.
National Indicators – 2
description, definitions
and updated guidance
pre-loaded and
automatically updated
by the supplier.
Ability to respond to 1
changing DCLG / Audit
Commission / CAA
reporting requirements,
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including
additional/changed
national performance
indicators.
Flexibility to include, 1
remove or move any
actions, targets,
measures or risks at
any level of the
hierarchy.
Option in future to 2
report Balanced
Scorecards at
Corporate and Service
level to enable the
Council to illustrate its
performance against
specific categories in
the Scorecard.
Ability to hyperlink to 2
other published
strategies, Cabinet
reports and related
documents,
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spreadsheets,
webpages,
presentations and
project plans.
Ability to incorporate 1
and track progress
against corporate,
service level and team
action plans.
Flexibility in specifying 1
a range of different
data fields including
contextual or
qualitative information
and commentary.
Ability to suppress 1
targets which are no
longer active in a
particular year.
Ability to report 1
individual indicators as
cumulative or snapshot
as required.
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and national data
entered and
automatically updated
by the supplier.
Ability to present 1
comparative data from
other relevant
comparator groups
including national top
quartiles etc.
Tracking performance 1
history and trends over
time, including relevant
views ie monthly/
quarterly/annually/
biennially.
Collection of 1
performance
information
configurable to
monthly/six monthly/
quarterly / annual
reports.
Heads of Service to be 1
able to predict future
performance outcomes
using trend information
and indicators such as,
eg ‘likely to exceed
target’, ‘likely to meet
target’, ‘unlikely to
meet target’, or ‘not yet
known’.
Flexibility to include 1
non-numeric
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performance results
manually, and set
‘target met’ to yes/no
manually.
Ability to automatically 2
send email alerts to
relevant officers to
prompt for the
submission of
information/data/progre
ss report and to
highlight potential
performance problems.
5. Reporting
A flexible and 1
configurable system of
reporting to graphically
illustrate performance
trends, targets and
comparisons over time
and if required
compared with other
Councils.
Standard report 1
templates alongside
customisable and
flexible reporting
across different service
areas/cross cutting
themes.
A senior management 1
visual ‘dashboard’ of
performance against
targets using colour
coding or graphics to
indicate whether a
measure is ‘exceeded
target’, ‘achieved
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target’, ‘on track’,
‘behind target’ or ‘not
yet known’.
Customisable 1
exception reporting
formats, to enable
quick decisions to be
taken in response to
worsening trends,
‘below target’ or ‘not
yet known’
performance.
On-screen colour- 1
coded presentation
reflecting progress
indicators.
On-screen colour- 1
coded presentation
reflecting trends from
previous period.
On graphical reports, 1
clear labelling to
indicate polarity i.e.
whether good
performance is high,
low or not relevant.
Ability to publish 1
performance data to
staff, managers and
Councillors via the
intranet, and selected
information to the
Community via the
website.
Ability to generate 2
‘what if’ queries for
management
information requests
Data exportable to 1
Word, Excel,
Powerpoint, HTML etc
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Ability to include/attach 2
other documents and
files to system reports.
6. Project Management
Ability to operate a 2
project register
showing the status and
progress of each
corporate project, and
linkages with other
action plans and
performance data held
in the system.
Ability to separately 2
identify and extract
SCS targets only.
Ability to provide 2
remote access to
partner organisations
for data uploading and
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editing.
Ability to support 2
customer feedback
and research
requirements in future
eg online surveys,
research database
8. Administration
Access to system via 1
Council’s intranet and
website.
Ability to support 3 x 1
system administrators.
Ability to support 1
between 25 – 50 users
authorised to
add/amend/edit data
Ability to make 2
changes to the system
in a test area before
releasing.
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Flexibility to configure 1
the system for needs
and changes which
cannot yet be foreseen
eg change of political
administration, new
Govt requirements.
Maintenance of system 1
and upgrades to be
made as necessary by
the supplier (at least
annually).
Provision of ongoing 1
support facility (either
by telephone or email)
provided by the
supplier following
implementation.
Ability to enable 2
several users to
edit/update system
concurrently.
User interface to be 1
straightforward, self
explanatory and
intuitive.
Ability to suppress 1
some database fields
or menu options from
view – tailored to meet
needs of different
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users.
Remote users to be 2
able to access the
system via their web
browser.
Inbuilt help/enquiry 1
function.
Ability to meet 1
Council’s minimum
web browser operating
speeds i.e. no less
than 2Mbit.
Ability to designate 1
various functions or
actions affected to an
individual risk.
Ability to assign 1
probability and impact
scores to each
individual detailed risk
prior to mitigation and
apply a 3 X 3 matrix to
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these scores resulting
in an inherent score
for the risk.
Ability to assign 1
probability and impact
scores to each
individual detailed risk
after mitigation and
apply a 3 X 3 matrix to
these scores resulting
in a residual score for
the risk.
Ability to assign a 1
responsible officer and
a narrative mitigation
to each risk.
Ability to assign 2
multiple dates to risk
mitigations to enable
progress to be tracked
against specific risks
including e mail alerts
to officers.
Ability to generate 1
reports sorted by risk
type, generic risk,
detailed risk, functions
and actions relevant to
a risk, inherent risk,
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responsible officer,
target date and
residual risk, both
within service areas,
across the organisation
and at different levels
in the organisation.
11. Leadership
Overall, reporting is 1
required to track
delivery of the Council
Plan.
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Compatibility with 2
Council’s web content
accessibility guidelines
and standards.
System able to 1
authenticate and
validate users.
Potential to internally 2
host and link directly
with other council
systems in the future,
e.g. HR, Finance
Satisfactory 1
arrangements to
ensure service
continuity for externally
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hosted service
Satisfactory 1
arrangements to
ensure data held on
hosted website is
secure, backed up and
that access is properly
controlled.
Provision of 1
appropriate training for
3 x system
administrators and up
to 8 ‘super users’ as
part of implementation.
Ability to phase 2
implementation across
different parts of the
Council at different
times.
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ADDITIONAL FEATURES
Please list below a maximum of four additional features not listed above, but
which your system/approach could provide benefits to LDC. If appropriate
please provide any additional costing information for these features:
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Appendix 2: Pricing Schedule
Please provide the following cost breakdown as part of your tender
submission.
(Year 2 onwards)
(if available/appropriate)
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Project Management Module
(if available/appropriate)
Consultation Module
(if available/appropriate)
(if available/appropriate)
Name of
Company……………………………………………………………………………….
Position in firm or
company……………………………………………………………………………….
.
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Appendix 3: Certificate of Bona Fide Tender
Automated Performance Management System
Unless and until such a formal agreement is prepared and executed this
Tender together with your written acceptance, shall constitute a binding
contract between the Council and myself/us.
I/we understand that you are not bound to accept the lowest or any tender
you may receive and you will not pay any expenses incurred by me/us in
connection with the preparation and submission of this tender.
I/we agree that this tender shall remain open for consideration for 60 days
from the last date for receipt of tenders
We have not done and we undertake we will not do any of the following
acts:
• enter into any agreement with any other person that he shall refrain
from tendering or as to the amount of any tender to be submitted;
and
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• offer or pay or give or agree to give any sum of money or valuable
consideration directly or indirectly to any person for doing or having
done or causing or having caused to be done in relation to any
other Tender or proposed Tender any act or thing of the sort
described above.
In this certificate:
Position in firm or
company……………………………………………………………………………
…..
………………………………………………………………………………………
……………………………………...
………………………………………………………………………………………
……………………………………….
Date………………………………………………………
Telephone/Fax/Email
details……………………………………………………………………………..
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Appendix 4: Lewes District Council - Environmental
Management Programme Policy Statement 2008
We play a role in helping people improve the quality of life in their community.
As part of this we aim to continually improve the environmental performance
of our organisation. By taking action to manage our own impacts we will play
our part with others in helping to improve the global environment and adapting
to climate change.
THE PRINCIPLES
We will:
PPC 1 Monitor and work to minimise air, land and water pollution using
available resources and legislation.
PPC 2 Minimise the pollution resulting from all Council and Contractor
operations.
We will:
TRANSPORT
We will:
TR 2 Monitor our own fleet and work to increase fuel efficiency, reduce
associated pollutants and investigate new technology.
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BIODIVERSITY
We will:
PROCUREMENT
We will:
We will:
SUSTAINABLE DEVELOPMENT
We will:
SD 2 Determine the Ecological Footprint of the District and work to reduce it.
Return a copy of this policy with your tender pack to demonstrate that you
have read and understood Lewes District Council’s Environmental Policy.
Please also include any environmental policy or accreditation certificates held
by your organisation.
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Appendix 5: Organisation Information Questionnaire
1 BASIC DETAILS OF YOUR ORGANISATION
1.1 Name of organisation in
whose name the tender
would be submitted:
NB: An electronic
company check will be
undertaken by the
Council.
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iii) a partnership?
v) a registered charity?
2 FINANCIAL INFORMATION
2.1 What was your turnover in the last two years (if this applies)
£:________ £:________
If this does not apply, what year did you commence business?
____________
2.3 If “No” what were the reasons, and what has been done to put things
right?
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2.4 Has your organisation met all its obligations to Yes / No
pay its creditors and staff during the past year?
3 INSURANCE
3.1. Please provide details of your current insurance cover:
£ ________
£ ________
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Indemnity Cover)
£ ________
If NO, how would the software user retrieve and be able to use the
software from your company in the event your company is wound up,
goes into administration or the company ceases to carry on its
business or the part of its business that relates to the application.
b) The name, address and contact details of the third party ESCROW
provider and the protection they provide to the software user.
4.2. How would the software user retrieve data in the event your
company is wound up, goes into administration or the company
ceases to carry on its business or the part of its business that relates
to the application?
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4.3. Please confirm whether the hosted software and Yes/No
data will be held by your company?
If No, who will the hosted software and data be held by?
5 BUSINESS ACTIVITIES
5.1 What are the main business activities of your organisation?
6 REFERENCES
Please provide details of three recent contracts that are relevant to the
Council’s requirement. Where possible at least one should be from
the public sector. If you cannot provide three references, please
explain why.
6.1 Customer
Organisation
(name):
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6.4 Contract reference
and brief
description:
6.5 Value:
7 QUALITY ASSURANCE
7.1 Does your organisation hold a recognised quality Yes / No
management certification for example BS/EN/ISO
9000:2000 or equivalent?
_______________________________________.
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If Yes to this question please provide a copy of
this information.
9 EQUAL OPPORTUNTIES
9.1 Does your organisation have a written equal Yes / No
opportunities policy, to avoid all types of
discrimination?
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taxes
10.8 If the answer to any of these questions is “Yes” please give brief
details below, including what has been done to put things right.
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11. DECLARATION
I declare that to the best of my knowledge the answers submitted in this
Questionnaire are correct. I understand that the information will be used in the
evaluation process to assess my organisation’s suitability to be invited to
tender for the Council’s requirement.
FORM COMPLETED BY
Organisation Name:
Name:
Date:
Telephone number:
Signature:
*Notes:
Any business employing five or more people has, by law, to prepare and bring
to the attention of employees a written Health and Safety Policy Statement.
A Health and Safety Policy usually consists of three distinct sections namely:
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Appendix 6: Anti-Collusion Certificate
1. We certify that this certificate is made in good faith, and that we have
not fixed or adjusted the amount of the tender by or under or in
accordance with any agreement or arrangement with any other person.
2. We also certify that we have not, and we undertake that we will not,
before the award of any contract for the work:
(ii) pay, give or offer to pay or give any sum of money or other
valuable consideration directly or indirectly to any person
(outside this agreement) for doing or having done or causing
or having caused to be done in relation to any other tender or
proposed tender for the work, any act or thing of the
described in (i)(a) or (b) above.
3. We further certify that the principles described in “(i) and (ii) above
have been, or will be, brought to the attention of all subcontractors,
suppliers and associated companies providing services or materials
connected with the tender and any contract entered into with such
subcontractors, suppliers or associated companies will be made on the
basis of compliance with the above principles by all parties.
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(iii) ‘the work’ means the work in relation to which this tender is
made.
Dated……………………….
Signature:…………………………………………
Duly authorised to sign tenders and acknowledges the contents of the Anti-
Collusion Certificate for and behalf of:
Address:………………………………………………………………………………
………
…………………………………………………………………………………………
………
…………………………………………………………………………………………
….......
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Appendix 7: Glossary of Terms
CAA – Comprehensive Area Assessment
PI – Performance Indicator
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Appendix 8: Council’s Corporate Framework
Our ambition, key aims and working principles
Our 3 key aims, 7 working principles and 9 strategic objectives underpin this ambition.
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