ETENDERS

Contract notice

Information

Published

Date of dispatch of this notice: 03/05/2019

Expire date: 07/06/2019

External Reference: 2019-221933

TED Reference: 2019/S 088-211055

Contract notice

Contract notice

Directive 2014/24/EU

Section I: Contracting authority

I.1)

Name and addresses

Horse Racing Ireland (HRI)
N/A
Ballymany
Co Kildare
The Curragh
IE
Contact person: Sarah Barthel
Telephone: +353 45455662
E-mail: sbarthel@hri.ie
Internet address(es):
Main address: http://www.hri-ras.ie/
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/330

I.2)

Joint procurement

The contract is awarded by a central purchasing body
I.3)

Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:  
http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=146554&B=ETENDERS_SIMPLE
Additional information can be obtained from
the abovementioned address:  
Tenders or requests to participate must be submitted
electronically via:  http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=146554&B=ETENDERS_SIMPLE
Tenders or requests to participate must be submitted
to the abovementioned address
I.4)

Type of the contracting authority

Body governed by public law
I.5)

Main activity

Recreation, culture and religion

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

CONTRACT FOR THE PROVISION OF A FINANCIAL MANAGEMENT SYSTEM TO HORSE RACING IRELAND AND SUBSIDIARIES
Reference number:  FINANCIAL MANAGEMENT SYSTEM
II.1.2)

Main CPV code

48440000  -  Financial analysis and accounting software package
II.1.3)

Type of contract

Services
II.1.4)

Short description

Horse Racing Ireland (HRI) was established by the Irish Government under the Horse and Greyhound Racing Act 2001 and the Irish Horseracing Industry Act 1994. HRI subsidiaries include Irish Thoroughbred Marketing Ltd. (ITM), Tote Ireland Ltd; and HRI Racecourses Ltd; consisting of Leopardstown Racecourse, Fairyhouse Racecourse, Navan Racecourse, Tipperary Racecourse and Leopardstown Golf Centre. HRI headquarters are located in Ballymany, Newbridge, Co Kildare.
The Contracting Authority is publishing a request for tenders to companies that can supply, install, integrate, customise, maintain, upgrade and support a Finance Management System (FMS) and associated processes.
For detailed specification, please refer to the attached document.
II.1.5)

Estimated total value

Value excluding VAT: 1100000.00  EUR
II.1.6)

Information about lots

This contract is divided into lots: no
II.2)

Description

II.2.2)

Additional CPV code(s)

48000000  -  Software package and information systems
48311100  -  Document management system
48442000  -  Financial systems software package
48443000  -  Accounting software package
48444000  -  Accounting system
48444100  -  Billing system
48780000  -  System, storage and content management software package
48781000  -  System management software package
48800000  -  Information systems and servers
48810000  -  Information systems
48812000  -  Financial information systems
48900000  -  Miscellaneous software package and computer systems
50324100  -  System maintenance services
72224100  -  System implementation planning services
72250000  -  System and support services
72253200  -  Systems support services
II.2.3)

Place of performance

Main site or place of performance:  
Kildare
II.2.4)

Description of the procurement

Horse Racing Ireland (HRI) was established by the Irish Government under the Horse and Greyhound Racing Act 2001 and the Irish Horseracing Industry Act 1994. It is a commercial semi-state body that is responsible for the administration, promotion and development of horse racing in Ireland. HRI subsidiaries include Irish Thoroughbred Marketing Ltd. (ITM), Tote Ireland Ltd; and HRI Racecourses Ltd; consisting of Leopardstown Racecourse, Fairyhouse Racecourse, Navan Racecourse, Tipperary Racecourse and Leopardstown Golf Centre. HRI headquarters are located in Ballymany, Newbridge, Co Kildare.
The Contracting Authority reserves the right to utilise this contract for other industry stakeholders such as the Irish Horseracing Regulatory Board (IHRB). Further information on this will be published in the Options section of the Invitation to Tender Document.
The Contracting Authority is publishing a request for tenders to companies that can supply, install, integrate, customise, maintain, upgrade and support a Finance Management System (FMS) and associated processes.
The Contracting Authority would expect the implementation cost of a new FMS to be in the region of €200k plus the annual maintenance and licensing costs.
In the first instance, a contract for the installation of a financial management system will be awarded to the successful tenderer emerging form this competitive process. This will include migration, customisation and UAT. On completion of the new system, it is envisaged that a maintenance contract and associated services of 5 year’s duration will be awarded. The maintenance contract will have the option to be extended up to a maximum of 15 years on an annual basis. Simultaneously, the Contracting authority reserves the right to enter into annual license agreement with the successful tenderer for up to a maximum of 15 years.
For detailed specification, please refer to the attached document.
II.2.5)

Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)

Estimated value

Value excluding VAT: 1100000.00  EUR
II.2.7)

Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 180
This contract is subject to renewal: yes
Description of renewals:  
The maximum potential duration of the contract is 15 years.
Please refer to the attached Pre-qualification Questionnaire for more details.
II.2.9)

Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5  /  Maximum number: 7
Objective criteria for choosing the limited number of candidates:
Please refer to the attached pre-qualification questionnaire.
II.2.10)

Information about variants

Variants will be accepted: no
II.2.11)

Information about options

Options: yes
Description of options:
The Contracting Authority intends to conclude a “Contract with Options” with the successful tenderer emerging from this competitive process. By this it is meant that the Contracting Authority intends to enter into a contract to purchase a defined quantity of specific services (“core services”) from the successful tenderer but reserves the right to purchase, as the need arises, additional services (“options”) at any point during the lifetime of the contract. The specification of requirements contained in the invitation to tender document issued to successful candidates will clearly differentiate core services from options.
II.2.13)

Information about European Union funds

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

Section III: Legal, economic, financial and technical information

III.1)

Conditions for participation

III.1.1)

Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:  A grouping, if successful, may be required to contract as a single entity having joint and several liability but subject to the agreement of the contracting parties. If it is proposed to sub-contract the delivery of any portion of the contract, it may be a condition of award of contract that both the service provider and any proposed subcontractor to enter simultaneously into a collateral warranty with the Contracting Authority for the relevant portion of the contract.
III.1.2)

Economic and financial standing

Selection criteria as stated in the procurement documents
III.1.3)

Technical and professional ability

Selection criteria as stated in the procurement documents
III.2)

Conditions related to the contract

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Restricted procedure
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : yes
IV.2)

Administrative information

IV.2.1)

Previous publication concerning this procedure

Notice number in the OJ S: 2018/S 216-493969
IV.2.2)

Time limit for receipt of tenders or requests to participate

Date:  07/06/2019
Local time:  12:00
IV.2.3)

Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 01/07/2019
IV.2.4)

Languages in which tenders or requests to participate may be submitted

English
IV.2.6)

Minimum time frame during which the tenderer must maintain the tender

Duration in months : 12  (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)

Information about recurrence

This is a recurrent procurement:  yes
Estimated timing for further notices to be published:  
15 years
VI.2)

Information about electronic workflows

Electronic payment will be used
VI.3)

Additional information

1) Interested parties must register their interest on the eTenders website (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The Contracting Authority will not accept responsibility for information relayed (or not relayed) via third parties:
2) This is the sole call for competition for this service;
3) The Contracting Authority will not be responsible for any costs, charges or expenses incurred by tenderers;
4) Establishment of the contract will be subject to the approval of the competent authorities;
5) It will be a condition of establishment that candidates and all sub-contractors are fully tax compliant as part of their application for participation in the competition;
6) If for any reason it is not possible for the successful tenderer to deliver the contract following the conclusion of this competitive process, the Contracting Authority reserves the right to invite the next highest scoring tenderer to join the contract as appropriate. This shall be without prejudice to the right of the Contracting Authority to cancel this competitive process and/or initiate a new contract award procedure at its sole discretion;
7) At its absolute discretion, the Contracting Authority may elect to terminate this procurement process or the contract any time;
8) Please note in relation to all documents, that where reference is made to a particular standard, make,source,process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases,it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words “or equivalent” will always be appended;
9) Without prejudice to the principle of equal treatment, the Contracting Authority is not obliged to engage in a clarification process in respect of tender submissions with missing or incomplete information.Therefore,tenderers are advised to ensure that they return fully completed submissions in order to avoid the risk of elimination from the competition.
VI.4)

Procedures for review

VI.4.1)

Review body

The High Court
Four Court, Inns Quay
Dublin
IE
Telephone: +353 18886000
E-mail: highcourtcentraloffice@courts.ie
Internet address: http://www.courts.ie

VI.4.2)

Body responsible for mediation procedures

Please consult your legal advisor
Dublin
IE

VI.4.3)

Review procedure

Precise information on deadline(s) for review procedures: 
Statutory Instrument No 130 of 2010 (the Irish Remedies Regulations) provides that review procedures are available in the High Court to a person who has or has had an interest in obtaining the contract (including the reviewable public contract) and alleges that he or she has been harmed or is at risk of being harmed by an infringement of the law in relation to the reviewable public contract.
VI.4.4)

Service from which information about the review procedure may be obtained

Please consult your legal advisor
Dublin
IE