British Parachute Association Ltd Invitation to Tender … · Web view2018-06-26 · 12.In this context, the word “person” shall include any person, body or association,

British Parachute Association Ltd

Invitation to Tender26 August 2016

Commercial-in-ConfidenceContract No 2016/01

This tender invites proposals for a two-part project:

Part A for the replacement of the BPA’s existing Membership Database system with a completely new Personal Information Management System (PIMS), and

Part B for replacement of the BPA and BPA Skydive the Mag websites, and closer integration in a BPA web hub to optimise BPA’s online presence. The PIMS system (Part A) must be fully compatible with the new BPA website (Part B).

Parts A & B are each the subject of separate addenda to this Invitation to Tender and will be supplied on a confidential basis to interested bidders on request.

British Parachute Association Ltd. A company limited by guarantee. Registered in London no 875429.Registered office: 5 Wharf Way, Glen Parva, Leicester LE2 9TF. VAT registration number 239 4696 2

Contents

Section 1 - Introduction.................................................................................................................3Invitation to Tender.............................................................................................................................3British Parachute Association..............................................................................................................3The Current System.............................................................................................................................3The New Solution.................................................................................................................................3

Section 2 - Instructions to Tenderers.............................................................................................4Questions about this ITT......................................................................................................................4Summary of Procurement Timetable...................................................................................................4Intellectual Property and Copyright.....................................................................................................5Caveats and Disclaimers......................................................................................................................5Tender Validity.....................................................................................................................................6

Section 3 - The Contract Requirements..........................................................................................6Questions for Bidders..........................................................................................................................7Technical Questions.............................................................................................................................7Commercial Questions.........................................................................................................................9

Section 4 – Scoring of Tender Responses.....................................................................................12

Section 5 - Standard Conditions...................................................................................................14

Section 6 - Form of Tender..........................................................................................................15

Section 7 – Insurance Declaration.....................................................................................................17

Section 8 - Non-Disclosure Agreement........................................................................................18

Section 9 - Pricing and Payment Schedule....................................................................................20Implementation Costs........................................................................................................................20Lifecycle Costs....................................................................................................................................20Payment Schedule.............................................................................................................................20

Section 10 - Tender Return Instructions.......................................................................................22Tender Completion Checklist.............................................................................................................22

BPA Invitation to Tender 2 Commercial-in-ConfidenceMembership Database (Part A) , BPA website, BPA Magazine website and BPA web hub (PartB) August 2016

Section 1 - Introduction

Invitation to Tender

1.1 This Invitation to Tender (the ITT) has been prepared by the British Parachute Association (the BPA) for the purpose of inviting proposals for the provision of the goods/services described at Section 3 (the Contract Requirements) of this document.

British Parachute Association

1.2 The BPA, which was founded in 1961, is the national governing body for all sport parachuting in the UK. In 1966, the BPA was incorporated as a company limited by guarantee (registered in London, number 875429). Its Patron is HRH the Prince of Wales. The BPA is regulated by the Civil Aviation Authority (CAA) and its position as the governing body for sport parachuting is recognised by the government agency UK Sport. The BPA is affiliated to the Fédération Aéronautique Internationale (FAI) - the World Air Sports Federation - through the Royal Aero Club of the United Kingdom.

The Current System

1.3 The current Membership Database is now fully depreciated and requires replacement. It has performed extremely well, within the constraints of its current functionality, but is no longer able to meet emerging business requirements. Integration of a new membership database with the BPA website is required. The BPA and BPA Skydive the Mag websites also need to be replaced with new websites, and more closely associated through a BPA web hub to optimise BPA’s online presence.

The New Solution

1.4 The BPA is looking to replace the current system with a solution that will provide increased functionality, significantly enhanced data analysis and expediently facilitate the implementation of new requirements in the future.

1.5 This ITT document covers the two parts of the contract, Part A and Part B. Part B, the BPA Web Refresh, is addressed in a separate specification document. As stated above, both parts will form a single contract.

1.6 The BPA favours modular development of the proposed solution, working closely with our (non-technical) staff to ensure each segment delivered meets requirements, rather than being presented with a complete system for testing at the end of the development phase.

1.7 As a Membership Association, with annual renewals falling due on 1st April, the peak usage of the existing system typically occurs between March and May inclusively. It is essential the development and implementation of the proposed solution avoids any disruption to this process. Staff availability, for development input and testing, is severely restricted during this period.


Section 2 - Instructions to Tenderers

2.1 Please read the instructions concerning the tendering process carefully. Failure to comply with them, or return any of the required documents or information, may invalidate your tender.

Questions about this ITT

2.2 You may submit, by no later than 17:00 hrs on the Deadline for receipt by the BPA of queries concerning this ITT, in the Summary of Procurement Timetable below, any questions that you have relating to the ITT. Please submit any such queries by email to Martin Shuttleworth, BPA Secretary-General, at [email protected]

2.3 Any specific queries should clearly reference the appropriate paragraph in the documentation, Part A or Part B, and should, as far as possible, be aggregated rather than sent individually. The BPA will endeavour to respond to all reasonable requests for information in respect of this ITT and supporting documents, in accordance with the following paragraph, provided they are received before the above deadline. No queries received after the above deadline will be answered.

2.4 The BPA will endeavor to answer all questions submitted as soon as possible. A consolidated list of all questions and their answers will be circulated to all tenderers, via e-mail, without revealing the identity of the individual bidder that put forward a particular question, by the Deadline for circulation of aggregated responses to queries by the BPA, in the Summary of Procurement Timetable below.

Summary of Procurement Timetable

2.5 The following is a summary of the intended timetable that applies to this procurement. The BPA reserves the right to alter this timetable by notice to tenderers.

Event Date

Deadline for receipt by the BPA of queries concerning this ITT: 16 Sept 2016

Deadline for circulation of aggregated responses to queries by the BPA: 23 Sept 2016

Deadline for receipt of completed tenders by the BPA: 7 Oct 2016

The BPA will notify shortlisted suppliers by: 14 Oct 2016

The BPA will commence supplier interviews week commencing: 24 Oct 2016

The BPA will seek to appoint a supplier by: 7 Nov 2016

The BPA will notify unsuccessful suppliers by: 11 Nov 2016


2.6 The BPA shall constitute a Tender Evaluation Board for selection of the most appropriate solution.

2.7 The BPA IT Strategy Group shall provide advice to the Tender Evaluation Board on the IT content of solutions proposed by tenderers.

2.8 Candidates will be notified if there are any delays to the timetable for evaluation of proposals.

2.9 The BPA Tender Evaluation Board shall make a recommendation to the BPA Development and Communications Committees, concerning award of contract, and the Committees’ decision, as ratified by the BPA Council, will be final.

2.10 Following the award of contract the BPA will provide feedback to unsuccessful tenderers.

Intellectual Property and Copyright

2.11 All intellectual property rights in this ITT provided by the BPA to applicants (regardless of response) are, and shall remain, the property of the British Parachute Association Ltd.

2.12 All background material, including technical specifications, in this ITT provided by the BPA to applicants (regardless of response) is the copyright of the British Parachute Association Ltd.

2.13 British Parachute Association Ltd wishes to hold the intellectual property rights to the coding.

Caveats and Disclaimers

2.14 It is the BPA’s policy to conduct its business in a fair and ethical manner and to offer equal opportunities to all potential suppliers. As such the BPA is unable to accept any gifts or favours, either directly or indirectly, which may be construed as an attempt to influence the outcome of this tender. Failure to observe this condition will disqualify your bid from the tender process and may constitute a criminal offence.

2.15 You must not:

1. Reveal what your tender price is, or will be, to any third parties at any time prior to the award of contract;

2. try to obtain any information about other suppliers’ tenders, or proposed tenders, at any time prior to the award of contract;

3. discuss or make any arrangements with another supplier concerning whether or not they should tender, or about their or your tender price, at any time prior to the award of contract;


Failure to observe these conditions will disqualify your proposal from the tender process and may constitute a criminal offence.

2.16 Nothing contained in the ITT or any other communication made between the BPA or its representatives and any person shall constitute an agreement, contract or representation (except for the formal written contract between the BPA and its preferred supplier). Receipt by the tenderer of the ITT does not imply the existence of a contract or commitment by or with the BPA for any purpose and tenderers should note that the ITT may not result in the award of any business.

2.17 It is the responsibility of tenderers to obtain for themselves at their own expense all additional information necessary for the preparation of their response to the ITT. No claims of insufficient knowledge will be accepted.

2.18 The information contained in the ITT, any supporting documents and in any related written or oral communication is believed to be correct at the time of issue but the BPA will not accept any liability for its accuracy, adequacy or completeness and no warranty is given as such. This exclusion does not extend to any fraudulent misrepresentation made by, or on behalf of, the BPA.

2.19 The BPA reserves the right to change any aspect of, or cease, the tender process at any time.

2.20 By issuing the ITT the BPA is not bound in any way and does not have to accept the lowest, or any, tender.

2.21 You will not be entitled to claim from the BPA any costs which you may incur in the preparation of your bid, whether or not your tender is successful, and regardless of whether a contract is awarded.

Tender Validity

2.22 Your tender should remain open for acceptance of a period of 90 days from the last date for receipt of tenders. A tender valid for a shorter period may be rejected.

Section 3 - The Contract Requirements

3.1 This section details the contract requirements on which your tender will be based and subsequently evaluated. A comprehensive System Requirements Specification (the SRS), comprising both Functional and Non Functional Requirements, is available on request as the Part A addendum to this document.

3.2 The SRS contains the ‘what’ (data definitions and functionality required) but does explore a few examples of the ‘how’ (potential ways some of the more complex requirements, given their specialised nature, may be addressed). This is to assist bidders with the provision of more accurate cost assessments. Whilst it is anticipated


that data definitions and functional requirements in the SRS will remain largely unchanged the BPA encourages bidders to explore innovative technical solutions for the implementation of these where appropriate.

3.3 The Part B addendum, available on request, outlines the requirements for the development of a new BPA and BPA magazine website, and for closer integration of the BPA family of websites through a BPA web hub to optimise BPA’s online presence. This will require the input of a qualified skydiver in, or to, the project team. The Part B brief requires consultation and research prior to agreement with BPA of the specification. It also requires an aesthetic, creative input in addition to a technical one.

Questions for Bidders

3.4 Please answer all questions below, in the boxes provided, as fully as possible. If you are unable to answer any questions, please state the reason(s) you are unable to do so.

Technical Questions

3.5 With regard too Part A, using the SRS in the Part A addendum to this document, to provide supplementary information, please explain, to an appropriate level of detail, your understanding of, and how you will address, each of the following system requirements and identify any potential challenges, or opportunities, that you foresee.

Ref Question Response3.6 Member Details

3.7 Member Documents

3.8 Member Communications

3.9 Member Renewals

3.10 Member Ratings

3.11 Member Payments

3.12 Other Payments


3.13 Incident Reporting

3.14 DZ/PTO Records

3.15 Standard Reports

3.16 Ad hoc Reports

3.17 Data Export

3.18 Online Membership Renewal

3.19 Online Ratings Renewal

3.20 Online Ratings Approvals

3.21 Online Payments

3.22 Student Provisional Membership

3.23 Proposed Technical Architecture

3.24 Capacity and Extendibility

3.25 Interoperability

3.26 System Development

3.27 Storage of Images and Documents


3.28 Test Scripts

3.29 System Testing

3.30 User Training

3.31 User Acceptance

3.32 Data Load

3.33 Data Backup

3.34 System Hosting

3.35 Networking

3.36 System Documentation

3.37 System Administration

3.38 System Security

3.39 System Support

3.40 System Enhancements

Commercial Questions

3.41 Please answer the following Commercial questions, as fully as possible, in the boxes provided:


Ref Question Response3.42 Please provide the name, job title,

address, e-mail address and telephone number of the member of your company who will be the main contact for your bid.

3.43 Please provide details of your company registration and trading name(s) and the number of years your company been trading.

3.44 Is your company wholly or partly owned by a non-UK company? If so, please provide details.

3.45 If you are submitting a consortia bid in respect of this contract, in association with another supplier, please explain the structure of your bid. Failure to do so may lead to your bid being disqualified. If you are intending to bid as a consortium and to establish a new legal entity to fulfil the contract please give full details of how that entity will be constituted, including its legal status, who will own it and in what proportions. The BPA may require guarantees to be provided by all members of the consortium.

3.46 How many years has your company been established in the particular market relating to this ITT?

3.47 Does your company have a defined mission statement and/or ethos? If so, please provide details.

3.48 Please provide the names of any professional bodies or associations to which your company belongs.

3.49 Does your company have any quality accreditations? If so, please provide details.

3.50 What was the annual turnover (in pounds sterling) and retained profits


of your company for the last 3 accounting years.

3.51 Are you aware of any potential issues which may impact upon your organisation’s future trading performance, financial stability or ownership? If so, please supply details.

3.52 Please provide details of two examples of similar contracts that you have fulfilled with dates.

3.53 Please provide the name of two reference sites that may be contacted/visited in the event of your company being shortlisted for interview.

3.54 Please list what you believe are the key strategies for business success in the future for your company.

3.55 Please provide signed, audited copies of your accounts for the last 3 years.

3.56 Please provide details of your company’s management structure.

3.57 How many direct and indirect employees does your company have?

3.58 How many employees identified above will work on this project?

3.59 Please describe the roles, qualifications and experience of your staff who will be involved in the fulfilment of this contract if awarded.

3.60 Please provide a copy of your standard contract terms and conditions. The BPA reserves the right to negotiate on any clauses contained therein that it considers commercially or contractually untenable.


Section 4 – Scoring of Tender Responses

4.1 Tenders will be scored by awarding a value to the following elements:

1. Project Cost2. Operating Costs (Five years)3. Payment Schedule4. Value for Money5. Response to Technical Questions6. Company Approach & Delivery7. Innovation & Added Value8. Response to Commercial Questions9. Company Accounts10. Reference Sites11. Contract Terms

4.2 Scores will be awarded between 0 and 5, as follows:

0 = Unacceptable or no response1 = Unsatisfactory – well below requirement2 = Weak - below requirement3 = Acceptable - mostly meets the requirement4 = Good - completely meets the requirement with moderate levels of

assurance5 = Outstanding – completely meets the requirement with high levels of

assurance or added value

4.3 The following weighting table shall be used for calculating total scores.


4.4 Weightings shall be given to each of the elements that are to be scored. Total score will be determined by the aggregate of the scores for each question multiplied by the applicable weighting. This will provide a maximum possible score of 500. This will be divided by 5 to give an overall percentage score that will inform the supplier selection process.


Section 5 - Standard Conditions

5.1 The Intellectual Property Rights and copyright, including source code, compiled code and documentation, of any solution arising from award of this contract shall be wholly vested in the BPA. The BPA, at its sole discretion, may negotiate apportionment of these rights with the supplier(s) involved in the development of a solution arising from the ward of contract.

5.2 The contract between the BPA and its appointed supplier shall confirm that the supplier will comply fully with the requirements of the Data Protection Act 1998 in respect of BPA data to which it is granted access.

5.3 All bidders are required to sign a commercial non-disclosure agreement with the BPA.


Section 6 - Form of Tender

6.1 The following Form of Tender Declaration must be signed and returned for your tender to be valid.

To: British Parachute Association Ltd, 5 Wharf Way, Glen Parva, Leicester, LE2 9TF, United Kingdom

1. Having considered the invitation to tender and all accompanying documents (including without limitation, the terms and conditions of contract and the Specification) we confirm that we are fully satisfied as to our experience and ability to deliver the goods/services in all respects in accordance with the requirements of this Invitation to Tender.

2. We hereby tender and undertake to provide and complete all the goods/services required to be performed in accordance with the terms and conditions of contract and the SRS for the amount set out in the Pricing Schedule.

3. We agree that any insertion by us of any conditions qualifying this tender, or any unauthorised alteration to any of the terms and conditions of contract made by us, may result in the rejection of this tender.

4. We agree that this tender shall remain open to be accepted by the BPA for 90 days from the last date for the receipt of tenders.

5. We understand that if we are a subsidiary (within the meaning of section 1159 of, and schedule 6 to, the Companies Act 2006) if requested by the BPA we may be required to secure a Deed of Guarantee in favour of the BPA from our holding company or ultimate holding company, as determined by the BPA in their discretion.

6. We understand that the BPA is not bound to accept the lowest or any tender it may receive.


7. We certify that we have not canvassed any director, officer, employee or member of the BPA in connection with the preparation and submission of this tender nor will we do so prior to award of contract.

8. We certify that this is a bona fide tender and that we have not fixed or adjusted the amount of the tender, or our rates and prices included therein, by or in accordance with any agreement or arrangement with any other person.

9. We certify that we have not communicated to any person, other than the BPA, the amount or approximate amount of our proposed bid, except where the disclosure, in confidence, of the approximate amount is necessary to obtain any insurance premium quotation required for the preparation of the tender;

10. We certify that we have not entered into any agreement or arrangement with any other person that he shall refrain from submitting a tender;

11. We certify that we have not offered or given any sum of money, inducement or valuable consideration directly or indirectly to any person doing or having done or causing or having caused to be done, in relation to any tender, or proposed tender, any act, omission or thing of the kind described above.

12. In this context, the word “person” shall include any person, body or association, corporate or unincorporated; and “any agreement or arrangement” includes any such information, formal or informal, whether legally binding or not.

……………………………………………………………………………….…. Signature ………………….…. Position (Duly authorised on behalf of the Tenderer)

……………………………………………………………………………….…. Print Name …………………….…. Date


Section 7 – Insurance Declaration

7.1 The following insurance declaration must be completed and signed for your tender to be valid.

7.2 Please indicate the type(s) of insurance cover held by your company, the sum(s) for which insured, and date(s) of expiry for the cover in the boxes below and sign the declaration.

7.3 Please enclose documentary evidence of insurance cover. This should be a copy of the relevant policy or certificate, showing date of expiry, together with proof of payment of the current year’s premium.

Type of Insurance Amount of Cover Date of expiryEmployer’s Liability Cover

Public Liability Insurance Cover

Professional Indemnity Insurance

I certify that the above details are a true record of our insurance cover.

……………………………………………………………………………….…. Signature ………………….…. Position (Duly authorised on behalf of the Tenderer)

……………………………………………………………………………….…. Print Name …………………….…. Date


Section 8 - Non-Disclosure Agreement

8.1 The following Non-Disclosure Agreement must be completed and signed for your tender to be valid:

Agreement for non-disclosure of information. (the Agreement)

Date: [DD MONTH YEAR]

Parties: [NAME OF COMPANY RECEIVING INFORMATION], a company registered in [COUNTRY] under company number [NUMBER ON REGISTER OF COMPANIES] whose registered office is at [ADDRESS OF COMPANY ON THE REGISTER OF COMPANIES]. (the Recipient)

And

British Parachute Association Ltd, a company registered in England under company number 875429 whose registered office is at 5 Wharf Way, Glen Parva, Leicester, LE2 9TF, United Kingdom. (the Discloser)

1. The Discloser intends to disclose information (the Confidential Information) to the Recipient for the purpose of the Recipient entering a contract tender to develop Information Technology Systems (the Purpose).

2. The Recipient undertakes not to use the Confidential Information for any purpose except the Purpose, without first obtaining the written agreement of the Discloser.

3. The Recipient undertakes to keep the Confidential Information secure and not to disclose it to any third party except to its employees who need to know the same for the Purpose, who know they owe a duty of confidence to the Discloser and who are bound by obligations equivalent to those in clause 2 above and this clause 3.


4. The undertakings in clauses 2 and 3 above apply to all of the information disclosed by the Discloser to the Recipient, regardless of the way or form in which it is disclosed or recorded but they do not apply to:

a) any information which is in, or in future comes into, the public domain (unless as a result of the breach of this Agreement); or

b) any information which is already known to the Recipient and which was not subject to any obligation of confidence before it was disclosed to the Recipient by the Discloser.

5. Nothing in this Agreement shall prevent the Recipient from making any disclosure of the Confidential Information required by law or by any competent authority.

6. The Recipient shall, on request from the Discloser, return all copies and records of the Confidential Information to the Discloser and will not retain any copies or records of the Confidential Information.

7. Neither this Agreement nor the supply of any information grants the Recipient any licence, interest or right in respect of any intellectual property rights of the Discloser except the right to copy the Confidential Information solely for the Purpose.

8. The undertakings in clauses 2 and 3 will continue in force indefinitely.

9. This Agreement is governed by, and is to be construed in accordance with, English law. The English Courts will have non-exclusive jurisdiction to deal with any dispute which has arisen or may arise out of, or in connection with, this Agreement.

Executed and Delivered as a Deed by [NAME OF RECIPIENT] acting by [NAME OF DIRECTOR], a director,

_____________________________ Signature of Director

in the presence of:

_____________________________ Signature of witness

_____________________________ Name of witness


_____________________________ Address of witness

_____________________________

_____________________________

Section 9 - Pricing and Payment Schedule

9.1 All pricing shall be in pounds sterling (GBP). If applicable, please convert your currency into GBP using the rate published by the European Central Bank on the date you submit your tender.

9.2 Please provide full Implementation Costs and Lifecycle Costs in the two tables provided below. Additional items may be inserted as required:

Implementation Costs

ITEM COSTSoftware HardwareHosting (If applicable)NetworkingDesignBuildTestData LoadTrainingDocumentationTravel & SubsistenceOther (Please list in additional rows)TOTAL

Lifecycle Costs

ITEM YEAR 2 YEAR 3 YEAR 4 YEAR 5 TOTALSoftware LicencesSupport & MaintenanceHosting (If applicable)Optional Customisation Package


Other (Please list in additional rows)TOTAL

Payment Schedule

9.3 Please provide your anticipated Payment Schedule in the table below:

PHASE AMOUNT

9.4 Costs should be quoted exclusive of VAT. Please confirm this in your pricing schedule, and indicate if the project will attract output VAT and at what rate.

9.5 If your proposal includes costs for sub-contractors these costs must be identified and shown inclusive of any VAT they will charge you.


Section 10 - Tender Return Instructions

10.1 In order to bid for this contract you are required to submit a completed and signed copy of the ITT. The Tender Completion Checklist below will help you to ensure that you have completed all the necessary actions for your tender to be valid.

10.2 Please submit two hard copies of the tender and one soft copy in Adobe Portable Document Format (.pdf) to arrive no later than the Deadline for receipt of completed tenders by the BPA in the Summary of Procurement Timetable in Section 2 – Instructions to Tenderers. Completed tenders must be returned to: [email protected] FAO Secretary-General, British Parachute Association, 5 Wharf Way, Glen Parva, Leicester LE2 9TF , United Kingdom.

10.3 Late tenders will not be considered unless the BPA is satisfied that the delay was caused by reasons outside of your control.

10.4 Following the selection of the preferred supplier the BPA will provide unsuccessful tenderers with the reasons for its decision.

Tender Completion Checklist

10.5 Please ensure that you return the tender, in the stated timescales, with all information requested and signed where required. The following actions are required to ensure the tender is valid:

1) Section 3 – The Contract Requirements. Please answer all technical and commercial questions as fully as possible or explain why you are unable to do so.

2) Section 6 – Form of Tender. Please read and sign the form.3) Section 7 – Certification. Please read and sign:

a) Please read and sign the Declaration of Insurance.b) Please attach a copy of your insurance details including proof of

currency.4) Section 8 – Non-Disclosure Agreement. Please complete and sign the

Agreement.


mailto:[email protected]

5) Section 9 – Pricing and Payment Schedule. Please complete the following sections:

a) Implementation Costs.b) Lifecycle Costs.c) Payment Schedule.
