Building and IT Infrastructure Tender for Royal Opera House

Building and IT Infrastructure Tender for Royal Opera House

Royal Opera House Technical Infrastructure Upgrade.

UK-Leicester: computer equipment and supplies

2012/S 233-383211

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Eastern Shires Purchasing Organisation (acting as agent of the Royal Opera House, Covent Garden)
Barnsdale Way, Grove Park, Enderby
For the attention of:
LE19 1ES Leicester
Telephone: +44 1162657926
Fax: +44 1162944399

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
Other: Public procurement services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Royal Opera House Technical Infrastructure Upgrade – 3109/T1/13.
II.1.2)Type of contract and location of works, place of delivery or of performance
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)
Computer equipment and supplies. Software package and information systems. Computer-related services. Computer training services. The Royal Opera House, Covent Garden, London is undertaking a major refurbishment of its buildings and facilities. The overall project, which is currently planned to be completed by 2016, will include a number of separate elements, between them covering a wide range of front-of-house and backstage requirements, including the replacement and upgrading of stage sound and lighting, IT facilities, and improvements to building infrastructure and customer facilities. The refurbishment is being part-funded by Arts Council England, which has agreed to contribute to the cost of the project.
The Eastern Shires Purchasing Organisation (henceforth ‘ESPO’) is acting on behalf of the Royal Opera House (henceforth ROH) in procuring a contract for the upgrading of the ROH’s IT technical infrastructure.
The ROH wishes to appoint a supplier to provide technology services which will update the current architecture and enable increased efficiency and effectiveness of the business whilst reducing business and technology risk. The tender exercise will be designed to encourage innovative solutions for ROH, and all viable approaches will be considered and evaluated. The appointed supplier will deliver the following five packages:
— virtualisation (desktop estate),
— virtualisation (core platform),
— disaster recovery,
— digital asset management,
— unified communications.
The following elements will be delivered for each package:
— hardware – servers and network equipment,
— software – licences and applications,
— training for users and IT staff on new products,
— professional services – delivery of the proposed solution.
The contract will achieve the following objectives.
— extend the life of the existing desktop estate and reduce the need for a rolling replacement,
— improve flexibility in working practices for users including remote access,
— update desktop applications across the business, specifically Microsoft Office,
— reduce the number of physical servers on which the ROH infrastructure operates,
— provide disaster recovery for key systems within a specified recovery period,
— provide a digital asset system which covers the whole business and manages all ROH documents, data and digital assets,
— reduce operating costs and add value to the business.
It is intended that just a single contract will be awarded, for the supply of the five packages (in other words, the requirement will not be split into separate ‘lots’, and it is unlikely that any package will be awarded separately from the others). In outlining this approach, it is recognised that bidders may need to subcontract elements of the requirement, or to work in partnerships with third parties. This will be permitted, but on the basis that the appointed supplier will throughout retain full responsibility for the successful delivery of the contract requirements.
The five packages which together will constitute the contract requirement are described in more detail in the application form available from ESPO.
II.1.6)Common procurement vocabulary (CPV)

30200000, 48000000, 72500000, 80533100

II.1.7)Information about Government Procurement Agreement (GPA)
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
A single contract will be awarded for the provision of the requirement.
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Full information is provided in the pre-qualification application form available from ESPO.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Full information is provided in the pre-qualification application form available from ESPO.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Full information is provided in the pre-qualification application form available from ESPO.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: 1. The Supplier agrees that there shall be no discrimination by it against any person with respect to opportunity for employment or conditions of employment, because of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. The Supplier shall in all matters arising in the performance of the Agreement comply with the provisions of the Equality Act 2010 and the Human Rights Act 1998 and all other discrimination legislation.
2. This contract will contain a contract monitoring clause which will require suppliers to ensure that their organisation operates within the rating of [30] or more, as shall be determined by use of the credit rating agency, Creditsafe Business Solutions Limited.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Full information is provided in the pre-qualification application form available from ESPO.
Minimum level(s) of standards possibly required: Full information is provided in the pre-qualification application form available from ESPO.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Full information is provided in the pre-qualification application form available from ESPO.
Minimum level(s) of standards possibly required:
Full information is provided in the pre-qualification application form available from ESPO.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 6: and maximum number 8
Objective criteria for choosing the limited number of candidates: Full information is provided in the pre-qualification application form available from ESPO.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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 authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 20.12.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
4.1.2013 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)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
VI.3)Additional information
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender.
The date and time shown in IV.3.4 are the deadline by when completed pre-qualification application forms must be received by ESPO. GO Reference: GO-20121129-PRO-4420373.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Lodging of appeals: ESPO will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by ESPO as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order for any document to be amended and may award damages, make a declaration of ineffectiveness, order for a fine to be paid, and/or order the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:29.11.2012

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