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DoF EU Division - European Structural and Investment Funds Computer System

Department of Finance Northern Ireland

This public procurement record has 1 release in its history.

Award

28 Sep 2021 at 10:25

Award Notice
Summary of the contracting process

The Department of Finance Northern Ireland is conducting a public procurement process for the "DoF EU Division - European Structural and Investment Funds Computer System". This procurement falls under the IT services industry category, specifically focused on consulting, software development, and support. The procurement stage is currently in the Award phase, with an award date of 13th October 2016. The contract, valued at £1,163,423, is set to extend functionality for a bespoke Database critical to managing European Structural and Investment Funds until 2025. The procurement method employed was a limited negotiation, following unsuccessful public tender competitions that did not yield suitable candidates.

This tender presents an opportunity for businesses that specialise in IT services, particularly those experienced in database development and maintenance. Companies that can effectively navigate bespoke software solutions and support will find this tender particularly relevant. Given the long-term nature of the contract and the emphasis on continued system enhancements through the extension, businesses capable of delivering sustained service and quality assurance will be well-positioned to compete. Additionally, suppliers that align with public sector standards, including ISO27001 security accreditation, are encouraged to consider bidding.

How relevant is this notice?

Notice Information

Notice Title

DoF EU Division - European Structural and Investment Funds Computer System

Notice Description

It is necessary to take up the extension option for a 4 year period from the end of 2021 since functionality of the Database will be required until closure of the ESIF Funding period at the end of 2025. The existing contractor has designed and developed this bespoke Database, it would not be practical or cost effective to engage a different supplier for further enhancements and system support up to the end of the contract period. To do so would result in the requirement to re-train all existing users, have the system re-designated by the Audit Authorities and have the system accredited again to ISO27001 security standard - an accreditation the current system has until 2023.

Lot Information

Lot 1

This contract is for the development and maintenance of a European structural investment Funds Database for the EU Division. This contract has an initial end date of 31.12.2021 with the option to extend for 2 optional 2 year periods. It is necessary to take up the extension option for a 4 year period from the end of 2021 since functionality of the Database will be required until closure of the ESIF Funding period at the end of 2025. The existing contractor has designed and developed this bespoke Database, it would not be practical or cost effective to engage a different supplier for further enhancements and system support up to the end of the contract period. To do so would result in the requirement to re-train all existing users, have the system re-designated by the Audit Authorities and have the system accredited again to ISO27001 security standard - an accreditation the current system has until 2023.

Options: 2 optional 2 year extensions.

Procurement Information

The value of this contract and proposed modification (at PS1,163,423) is above the EU threshold therefore the Public Contracts Regulations 2015 (as amended) apply. The current contract (DAC 150/16) was put in place for an initial period of 5 years with two optional extension periods of 2 years each due to unforeseen events. Two public tender competitions had failed to deliver a multi-function database for use by Department for the Economy, Department for Agriculture, Environment and Rural Affairs and the Special European Union Programmes Body as required by European Commission Regulations to comply with e-cohesion principles and enable the drawdown of EUR1 bn+ EU funding to Northern Ireland during the 2014 - 2020 round of European Structural and Investment Funds. The contractor appointed following the most recent open competition was unable to deliver the requirements specified in the tender SOR resulting in the contract being terminated on 13th June 2016 due to default. This created an urgent requirement to have a functioning database in place by the end of 2016 to meet Commission requirements. As the scheme continues after the initial 5 year period CPD held a number of discussions with EUD on requirements going forward following exit from EU. The scheme will close in 4 years' time and EUD have negotiated with the contractor (RMA now under Fluent Technology) to aggregate the extension periods into one 4 year deal to provide best vfm. This included social value considerations which were incorporated into the original contract. In addition to support and maintenance costs, these costs include a software refresh which is necessary to continue to meet current security standards and archiving of the data at the end of the contract. The Regulations permit the modification of a contract where the changes proposed meet one or more of the prescribed tests as set out in Regulation 72. Having considered the information provided there would appear to be convincing reasons to modify this contract in accordance with Regulation 72(1)(b); that is additional services "have become necessary" and were not included in the initial procurement and a change of supplier would not be practicable for economic or technical and would involve substantial inconvenience/duplication of costs - provided the change does not exceed 50% of the value of the original contract.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-02e547
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/024023-2021
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Negotiated without publication of a contract notice
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£1,163,423 £1M-£10M

Notice Dates

Publication Date
28 Sep 20214 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
13 Oct 20169 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Department of Finance Northern Ireland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BELFAST
Postcode
BT1 3LP
Postcode Area
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN Northern Ireland
Local Authority
Belfast
Electoral Ward
Central
Westminster Constituency
Belfast South and Mid Down

Supplier Information

Number of Suppliers
1
Supplier Name

RMA SYSTEMS And SERVICES LTD

Further Information

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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