UK-Belfast: scheduling software package

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UK-Belfast: scheduling software package

Directive 2004/17/EC

Section I: Contracting entity

I.1) Name, addresses and contact point(s)

For the attention of: Telephone: E-mail: Translink 3 Milewater RoadMichelle Carlisle BT3 9BG Belfast UNITED KINGDOM +44 Internet address(es): General address of the contracting entity: Address of the buyer Further information can be obtained from: Internet address: Translink

I.2) Main activity

Railway services Urban railway, tramway, trolleybus or bus services

I.3) Contract award on behalf of other contracting entities

Section II: Object of the contract

II.1) Description

II.1.1) Title attributed to the contract by the contracting entity:

Provision of a Replacement Vehicle Maintenance System.

II.1.2) Type of contract and location of works, place of delivery or of performance

Supplies Purchase Main site or location of works, place of delivery or of performance: Northern Ireland. NUTS code UKN NORTHERN IRELAND

II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4) Information on framework agreement

II.1.5) Short description of the contract or purchase(s):

Translink, comprising of Northern Ireland Railways, Metro and Ulsterbus is the all-embracing title for integrated public transport operations in Northern Ireland.Translink operates a fleet of some 1 400 buses and coaches based at 20 main depots and 40 train sets to deliver public transport throughout Northern Ireland.To help manage the maintenance of this fleet, Translink uses the Voyager software product. Voyager was introduced in 1999, and runs on servers of the same vintage. Within Ulsterbus and Metro, this product provides fleet database, fleet maintenance management and fleet costing (including wages/labour hours input) functionality. Other functions of the system are to provide essential data for the administration of Fuel Duty Rebate (FDR) and the Translink tyre contract.Within Northern Ireland Railways, this product provides a fleet database and fleet costing functionality. Fleet maintenance management is provided by another NI Railways system (GENIUS). Translink require a competent contractor to provide a fleet management system to replace the existing Voyager software product for both its bus and railway divisions. System Functionality. The proposed Vehicle Maintenance System should provide the following: A. Asset Data – contain a database of details and information about vehicles. This will include parent/child relationships, e.g. vehicle contains engine, gearbox, back axle etc.B. Asset History – adds historical information to the database in terms of work performed, changes in parent/child relationships etc. C. Maintenance System –provide for management of the asset maintenance. It will combine Work Scheduling, Maintenance Status Reporting and Defect Reporting. It also provides details as to maintenance status and (possibly) asset condition. D. Job Costing – enables individual activities on vehicles to be recorded and reported. E. Warranty Tracking/Maintenance Agreements – enables individual warranty periods on vehicles and subsystems to be monitored to promote greater utilisation of warranty provision. F. Other – some specific requirements against certain vehicles, e.g. Fuel and Oil Consumption Reports. The Vehicle Maintenance System will be expected to integrate with other relevant Translink core systems such as IFS (Integrated Finance System), GENIUS, and Target (Payroll System). Other Services. The successful tenderer will be expected to provide Project Management Services to ensure the successful implementation of the Vehicle Maintenance System. General project management will include data migration and train-the-trainer. The successful tenderer will also be expected to review existing processes and recommend changes to maximise benefit realisation. The successful tenderer will be required to provide on-going support and maintenance to the vehicle maintenance system for an initial contract period of 3 years with options to extend for a further 2 three year periods and a 1 one year period.

II.1.6) Common procurement vocabulary (CPV)

48332000 Scheduling software package 50111000 Fleet management, repair and maintenance services

II.1.7) Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8) Information about lots

This contract is divided into lots: no

II.1.9) Information about variants

Variants will be accepted: no

II.2) Quantity or scope of the contract

II.2.1) Total quantity or scope:

II.2.2) Information about options

Options: yes Description of these options: Initial contract period of 3 years with options to extend for a further 2 three year periods and a 1 one year period.

II.2.3) Information about renewals

II.3) Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1) Conditions relating to the contract

III.1.1) Deposits and guarantees required:

If required this will be listed in PQQ and ITT documentation on

III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

If required this will be listed in PQQ and ITT documentation on

III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If required this will be listed in PQQ and ITT documentation on

III.1.4) Other particular conditions:

The performance of the contract is subject to particular conditions: yes Description of particular conditions: If required this will be listed in PQQ and ITT documentation on

III.2) Conditions for participation

III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: If required this will be listed in PQQ and ITT documentation on

III.2.2) Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: If required this will be listed in PQQ and ITT documentation on

III.2.3) Technical capacity

Information and formalities necessary for evaluating if the requirements are met: If required this will be listed in PQQ and ITT documentation on

III.2.4) Information about reserved contracts

III.3) Conditions specific to services contracts

III.3.1) Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2) Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1) Type of procedure

IV.1.1) Type of procedure

Negotiated Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no

IV.2) Award criteria

IV.2.1) Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate

IV.2.2) Information about electronic auction

An electronic auction will be used: no

IV.3) Administrative information

IV.3.1) File reference number attributed by the contracting entity:

Translink file reference 005/0184/11 Bravo project reference 6568

IV.3.2) Previous publication(s) concerning the same contract

no (except for a DPS)

IV.3.3) Conditions for obtaining specifications and additional documents

Time limit for receipt of requests for documents or for accessing documents: 24.1.2012 – 15:00 Payable documents: no

IV.3.4) Time limit for receipt of tenders or requests to participate

24.1.2012 – 15:00

IV.3.5) Language(s) in which tenders or requests to participate may be drawn up


IV.3.6) Minimum time frame during which the tenderer must maintain the tender

IV.3.7) Conditions for opening tenders

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: no

VI.2) Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3) Additional information:

Let’s work together: Follow us on Twitter at for opportunites worth 30 000 GBP or more. Check out our website Participate in tenders at 1. Browse to the eSourcing portal: 2. Click the “Click here to register” link; 3. Accept the terms and conditions and click “continue”; 4. Enter your correct business and user details; 5. Note the username you chose and click “Save” when complete; 6. You will shortly receive an email with your unique password (please keep this secure); 7. Login to the portal with the username/password; 8. Click the “PQQs Open to All Suppliers” link (these are PQQs open to any registered supplier); 9. Click on the relevant PQQ to access the content; 10. Click the “Express Interest” button in the “Actions” box on the left-hand side of the page. This will move the PQQ over to the “My PQQs” page (this is a secure area reserved for your projects only); 11. Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box on the left-hand side of the page; 12. You can now Reply or Reject (please give a reason if rejecting); 13. Note the deadline for completion, then follow the onscreen instructions to complete the PQQ. If you require any further assistance the BravoSolution help desk is available Mon – Fri (8:00am – 6:00pm) on: — Email: — Phone: uk +44 8003684850 Phone (outside UK): +44 2033496601. Note: Do not leave completing your PQQ/ITT response until the last minute, late responses shall be rejected. The contracting authority reserves the right not to award any contract as a result of this competition. About Translink: Throughout the documentation, both “Translink” and “Group” refer to the same corporate entities. Both shall be taken to comprise the Northern Ireland Transport Holding Company (NITHCO) in addition to its main operating subsidiaries Citybus Ltd, Northern Ireland Railways Company Ltd and Ulsterbus Ltd. Translink provide integrated public transport across Northern Ireland. The organisation is one of Northern Ireland’s largest employers with approximately 4 000 employees and a turnover in excess of 168 000 000 GBP. Over 81 000 000 passenger journeys are made on Translink services each year.

VI.4) Procedures for appeal

VI.4.1) Body responsible for appeal procedures

please see section VI.4.2 Body responsible for mediation procedures Not Applicable

VI.4.2) Lodging of appeals

Precise information on deadline(s) for lodging appeals: Translink will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Utilities Contracts Regulations 2006 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.3) Service from which information about the lodging of appeals may be obtained

please see section VI.4.2

VI.5) Date of dispatch of this notice:


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