Document Management for Crown Prosecution Service

CPS document management Framework. 5 Lots. Lot 1: Presentation Packages – The design of graphics packages to illustrate the context of evidence for presentation purposes.

United Kingdom-London: Document management services

2016/S 033-053428

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Crown Prosecution Service
2 Southwark Bridge Road
For the attention of: Simon Whitehead
SE1 9HS London
UNITED KINGDOM
Telephone: +44 2033570128
E-mail: simon.whitehead@cps.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.cps.gov.uk

Address of the buyer profile: www.cps.bravosolution.co.uk

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

National or federal agency/office

I.3)Main activity

Public order and safety

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

National Crime Agency

Serious Fraud Office

Competition and Markets Authority

Government Legal Department

Section II: Object of the contract

II.1)Description

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

Electronic Preparation and Presentation of Evidence (EPPE).

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

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Crown courts and offices of the Crown Prosecution Service, Competition and Markets Authority, Serious Fraud Office and other government Departments, Agencies and Non Departmental Public Bodies. Some work e.g. scanning and building presentation packages will be undertaken on supplier premises.

NUTS code UK

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators

Duration of the framework agreement

Duration in years: 2

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

This Framework Agreement shall be established to facilitate the Electronic Preparation and Presentation of Evidence in criminal cases and its presentation in a Tribunal setting.
The Framework Agreement shall be formed of five (5) Lots:
Lot 1: Presentation Packages — The design of graphics packages to illustrate the context of evidence for presentation purposes.
Lot 2: Hardware Provision — The supply and installation of visual display and audio equipment to equip the courtroom where the trial is being held to facilitate the electronic presentation of evidence.
Lot 3: Scanning Services — The conversion of paper based material into comprehensively indexed, searchable, e-document databases.
Lot 4: Video Conferencing — The provision of ad hoc video conferencing services between tribunal settings and individuals who have been permitted to give evidence remotely via video link.
Lot 5: Multimedia Editing — Provision of an ad hoc editing service to provide amended/redacted versions of multimedia recordings, often in the form of witness interviews.

II.1.6)Common procurement vocabulary (CPV)

72512000, 30230000, 72212515, 32232000, 32351100, 48321000, 79999100, 32231000, 32321200, 48316000, 72000000, 48000000, 51314000,44316400, 32320000, 32323300, 79822500

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

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

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

This procurement is being managed by the Crown Prosecution Service (CPS) with assistance from the Serious Fraud Office (SFO) for the management or preparation of evidence to enable it to be presented to a Court in an electronic format. The potential suppliers will need to be able to provide at least one (1) or a combination of the following services listed above. Full details for each Lot can be found in the ITT. The Framework Agreement will be let under five (5) Lots where the principal requirement shall determine which of the five (5) Lots is called upon for each case. The Framework Agreement will also be available for other Government Departments, Agencies and Non Departmental Public Bodies (NDPB) to call-off against.

II.2.2)Information about options

Options: yes
Description of these options: The contract will be for a Framework Agreement that allows end users to call off as and when a requirement is identified. There are no guarantees as to if and when an end user will call-off against this Framework Agreement. However, there will be an option to extend the Framework Agreement for a total of up to twenty four (24) months.

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Duration in months: 24 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Presentation Packages

1)Short description

The design of graphics packages to illustrate the context of evidence for presentation purposes.

2)Common procurement vocabulary (CPV)

48316000, 48322000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 24 (from the award of the contract)

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 2 Lot title: Hardware Provision

1)Short description

The supply and installation of visual display and audio equipment to equip the courtroom where the trial is being held to facilitate the electronic presentation of evidence.

2)Common procurement vocabulary (CPV)

44316400, 32321200

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 24 (from the award of the contract)

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 3 Lot title: Scanning Services

1)Short description

The conversion of paper based material into comprehensively indexed, searchable, e-document databases.

2)Common procurement vocabulary (CPV)

79999100, 72311100, 72320000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 24 (from the award of the contract)

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 4 Lot title: Video Conferencing

1)Short description

The provision of ad hoc video conferencing services between tribunal settings and individuals who have been permitted to give evidence remotely via video link.

2)Common procurement vocabulary (CPV)

32232000, 72212515, 48515000, 51314000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 24 (from the award of the contract)

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 5 Lot title: Video Editing

1)Short description

Provision of an ad hoc editing service to provide amended/redacted versions of multimedia recordings, often in the form of witness interviews.

2)Common procurement vocabulary (CPV)

32351100

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 24 (from the award of the contract)

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

No deposits are required. Guarantee requirement, if any, will be stated in the tender documentation. Parent company (if applicable) guarantee may be required.

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

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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: Suppliers Instructions: How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: https://cps.bravosolution.com and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note the username you chose and click ‘Save’ when complete — You will shortly receive an email with your unique password (please keep this secure); 2. Express an Interest in the Tender — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content — Click the ‘Express Interest’ button in the ‘Actions’ box on the left-hand side of the page — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking the ‘Settings and Buyer Attachments’ in the ‘Actions’ box; 3. Responding to the Tender — You can now choose to ‘Reply’ or ‘Reject’ (please give a reason if rejecting) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then publish your reply using the publish button in the ‘Actions’ box on the left hand side of the page. If you require any further assistance please consult the online help or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All interested parties are required to complete a Pre-Qualification Questionnaire (PQQ) in order to register their interest and be considered eligible for participation in this tender. The PQQ may be obtained by following the instructions at paragraph III.2.1.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All interested parties are required to complete a Pre-Qualification Questionnaire (PQQ) in order to register their interest and be considered eligible for participation in this tender. The PQQ may be obtained by following the instructions at paragraph III.2.1.

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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: Financial, technical and and economic criteria based on the information provided in response to the PQQ and as referred to above.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Lot 1 — technical capability. Weighting 70

2. Lot 1 — price. Weighting 30

3. Lot 2 and 3 — technical capability. Weighting 30

4. Lot 2 and 3 — price. Weighting 70

5. Lot 4 — technical capability. Weighting 60

6. Lot 4 — price. Weighting 40

7. Lot 5 — technical capability. Weighting 40

8. Lot 5 — price. Weighting 60

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:

PR 12/2016

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: 30.3.2016 – 12:00

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

30.3.2016 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.2.2016

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 of tenders

Date: 30.3.2016 – 13:00

Place: Crown Prosecution Service

Section VI: Complementary information

VI.1)Information about recurrence

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

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction. The contracting Authority reserves the right at any time to cease this tendering process and not award a contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Crown Prosecution Service
E-mail: simon.whitehead@cps.gsi.gov.uk

VI.4.2)Lodging of appeals

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

VI.5)Date of dispatch of this notice:

12.2.2016