Network Refresh Tender Edinburgh
1. Core Network, 2. Distribution, 3. Edge Network.
United Kingdom-Edinburgh: Networks
Section I: Contracting authority
I.1)Name and addresses
Charles Stewart House, 9-16 Chambers Street
Contact person: Jen Paterson
Telephone: +44 1316514575
NUTS code: UKM75
Internet address(es):Main address: http://www.ed.ac.uk/schools-departments/procurement/supplying
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
I.4)Type of the contracting authority
Section II: Object
II.1.2)Main CPV code
II.1.3)Type of contract
The University wishes to appoint a Supplier to provide a network solution, encompassing the below:
1. Core Network,
3. Edge Network,
4. Wireless Network,
5. Internal and Wireless Firewall,
6. Management and Monitoring Tools,
8. Support and Maintenance.
This project will not be divided into lots due to its complexity.
In accordance with Reg 27(4) of The Public Contracts (Scotland) Regulations 2015, use of this procedure is justified on the basis that the supplies and services cannot be sufficiently defined and require supplier technical design input. The complexity of this project and need to mitigate risk on technical, financial, legal and reputational dimensions, necessitates dialogue.
Bidders must self-certify adherence to selection and exclusion criteria via the ESPD (Scotland) on PCS-T, and may be required to submit Means of Proof at a later stage. When completing the ESPD, bidders must have regard for the selection requirements detailed in Section III of this OJEU Notice.
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
The University data network is a key infrastructure component supporting the delivery of teaching, learning, research and business operation for the University’s staff and 37 800 full and part time students.
Under investment over the past ten years has resulted in failure to keep pace with necessary technology refresh, therefore creating a large amount of technical debt.
The University, like all other Universities, faces the challenge of the network being increasingly relied on for more services being accessed through more devices. Teaching, learning and research services all fundamentally rely on the network for the creation, distribution and access of content and material. In addition, the network is also a key foundation for operational services.
As such, the University data network needs to offer a strong, flexible foundation to support the University’s requirements moving forward. It needs to offer greater capacity for more devices and greater amounts of data, it needs to provide stability and resilience to allow teaching, learning and research activities to take place unhindered, whilst also providing support for critical operational services such as telephony and building management. Most importantly, it needs to ensure all of these elements are supported in an environment which is secure, scalable, easily managed and auditable.
The high level scope of the Capex procurement is as follows:
1. Core Network,
3. Edge Network,
4. Wireless Network,
5. Internal and Wireless Firewall,
6. Management and Monitoring Tools
8. Support and Maintenance (Opex).
The estimated total order of magnitude of this contract is 6 200 000 GBP. This low accuracy estimation is based on cost to replace the University’s current network, in its entirety, with hardware we currently buy. At this stage, the University does not have sufficient information of what a solution might entail and consequently form a meaningful contract value estimate. The Competitive Dialogue process is structured to determine such factors.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial 5-year contract with possible 2 year extensions (maximum 4 extensions). Extension options will act as breakpoints for contract review and allow for a refresh of the network should this be required.
II.2.9)Information about the limits on the number of candidates to be invited
This Procurement will be conducted as a Competitive Dialogue and the whole process will be conducted via the Public Contract Scotland-Tender (PCS-T) Portal. All queries about this procurement must be made via the PCS-T messaging system. For further instructions, please refer to the ESPD Guidance document attached to this project in PCS-T.
We will apply the following process:
Initial stage — ESPD Pre-qualification:
Pre-Qualification via the ESPD (Scotland). The ESPD asks bidders general questions; when completing, bidders must have regard for the statements in this OJEU Notice and the ESPD Guidance document that detail specific requirements. Please note that full statements are available in ESPD Guidance document, while OJEU Notice statements are summarised due to character restrictions. Bidders must:
a) Pass the minimum standards in ESPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in the ESPD Guidance document and Sections III.1.1, III.1.2 and III.1.3 (‘Minimum level(s) of standards possibly required’) of this Notice.
b) Complete the scored ESPD Section 4C found in the PCS-T Technical envelope. Statements for these questions can be found in the ESPD guidance document and Section III.1.3 (‘List and brief description of selection criteria’) of this Notice. Section 4C will be scored as per the scoring methodology detailed below. We will take the highest scoring 10 suppliers scoring 50 % and above through to the ITPD stage and they will be invited to submit and present on an Outline Solution. Should the number of suppliers scoring 50 % and above be less than 10, the maximum number of suppliers meeting this threshold will be invited to submit and present on an Outline Solution.
Objective Criteria for Shortlisting — ESPD Section 4C scoring method:
0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.
1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.
2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.
3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
Scored ESPD Section 4C question weighting:
4C.1.2 Experience Statement 1 (15 percent)
4C.1.2 Experience Statement 2 (13 percent)
4C.1.2 Experience Statement 3 (13 percent)
4C.1.2 Experience Statement 4 (13 percent)
4C.1.2 Experience Statement 5 (13 percent)
4C.6 Educational & Professional Qualifications Statement (10 percent)
4C.8.1 Manpower Statement 1 (5 percent)
4C.8.1 Manpower Statement 2 (6 percent)
4C.12 Quality Control Statement (12 percent)
Stage 1 — Issue of ITPD to qualified bidders
Stage 2 — Dialogue phase with 5 bidders
Stage 3 — Dialogue phase with 3 bidders
Stage 4 — Dialogue with 2 bidders
Final stage — Contract award
Note: in PCS-T, responses to ESPD 4C.1.2 should be given as clearly labelled attachments to this question. Responses for the remaining 4C questions should be clearly labelled and attached to the General Attachments area in the PCS-T. Where multiple statements correspond to a single ESPD question, suppliers must have regard for all statements when submitting responses.
II.2.10)Information about variants
II.2.11)Information about options
As part of the dialogue, additional purchase options will be subject to negotiation. These options may be reflected in clear review clauses in the Final ISFT and subsequent contract.
II.2.13)Information about European Union funds
Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
ESPD 4A.2 Statement
Bidders must confirm that they have held for the preceding 12 months and will maintain for the duration of the contract, a level of manufacturer accreditation appropriate to the design, implementation and support for all components of an enterprise network solution of the scale and complexity required by the University.
III.1.2)Economic and financial standing
ESPD 4B.1.1 Statement
Bidders will be required to have a minimum ‘general’ yearly turnover of 18 000 000 GBP for the last 3 years
ESPD 4B.3 Statement
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.
ESPD 4B.5.1 and 4B.5.2 Statement
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP
Public Liability Insurance = 10 000 000 GBP
Professional Indemnity Insurance = 5 000 000 GBP
Product Liability Insurance = 5 000 000 GBP
ESPD 4B.6 Statement 1:
Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.
ESPD 4B.6 Statement 2:
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders must provide their 2 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:
Debtors Turnover Ratio,
Return on Assets,
Debt to Equity Ratio,
Gross Profit Ratio.
A review of your ratios and audited accounts will be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.
III.1.3)Technical and professional ability
Below are summarised statements only. Bidders must refer to full statements in section 4C of the ESPD guidance document attached in PCS-T.
ESPD 4C.1.2 Statements
Bidders will be required to provide a minimum of two and a maximum of four example projects, within the last three years, which demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.2.4 of the OJEU Contract Notice and fully detailed in the ‘Draft ITPD’. These projects should be of similar scale and complexity to this contract, namely network infrastructure deployment or replacement, project management and ongoing service & support.
An average score will be awarded for statement 1.
For Statements 2 — 5, your responses must refer to projects provided in Statement 1.
Provide information on a project where you supplied and installed a solution of an equivalent size and scale to that required by the University, incorporating wired LAN infrastructure and wireless LAN infrastructure, and demonstrates evidence of partnership working with manufacturers.
Provide information on a project where you implemented a solution of an equivalent size and scale to that required by the University, incorporating transitioning services from the old to new infrastructure while the network was in daily use, and managing the implementation of the new infrastructure.
Provide information on a project where you encountered challenges whilst implementing a solution to that similar required by the University. Please detail the process you followed, including any innovation during design, build, implementation and support, and the outcome. Additionally provide details of any alterations/improvements that you have made to your processes and/or products as a result.
Provide information on a project where steps were taken to deliver value both in initial project roll-out phase and to deliver cost-savings ongoing, e.g. through the use of guaranteed discount levels or purchasing agreements.
ESPD 4C.6 Statement
The bidder should provide details of any professional qualifications / accreditations held by their organisation (as distinct from individual members of their staff) which they believe to be relevant to projects of similar size, nature and scale to the University’s requirements. Your answer may include, but is not limited to, certification or equivalent recognised standard to:
— ISO/IEC 20000/1 (ITIL)
— ISO/IEC 27000/1:2013
— UK Government Cyber Essentials
— Cyber Essentials Plus
— IASME Standard
ESPD 4C.8.1 Statements
Bidders are required to demonstrate that they have appropriate human resources available to deliver the requirements of a contract of a similar size and scale to the University’s.
Bidders should detail the number of FTE (35 hour/week) staff or contractors, with knowledge and experience relevant and commensurate to projects of similar nature, size and scale.
The University requires the appropriate resources to be deployed, with the optimal level of skills, capabilities, experience and technical knowledge for the duration of the contract. Bidders must explain their current processes and practices to manage resources in order to deliver services that meet their customers’ requirements taking into account fluctuations in business levels and volume of work over the last 3 years.
ESPD 4C.12 Statement
Bidders must outline their current processes and practices in order to record, monitor and manage customer satisfaction over the last 5 years. The response should detail how such feedback has been used to deliver continuous improvement to customers.
ESPD 4D.1 Statements
Statement 1: Quality Management
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).
Statement 2: Health and Safety
The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
ESPD 4D.1.1 Statements
Statement 1: Quality Management
If the bidder does not hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), The bidder must have the following:
A documented policy and procedures regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.
Statement 2: Health and Safety
If the bidder does not hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then the bidder must have the following:
Regularly reviewed and documented policy and procedures for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.
Note — Organisations with fewer than five employees are not required by law to have a documented policy statement.
ESPD 4D.2 Statement
The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate
ESPD 4D.2.1 Statement
If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:
A regularly reviewed documented policy and procedure regarding environmental management, authorised by the Chief Executive, or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).
III.2.3)Information about staff responsible for the performance of the contract
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
Section VI: Complementary information
VI.1)Information about recurrence
Should the maximum number of extensions be exercised (5+2+2+2+2) this contract will be due for renewal in 2031.
VI.2)Information about electronic workflows
Information About Staff: With regard part III.2.3, suppliers will only be required to submit this information upon request. Suppliers need NOT supply this information with their response to the ESPD.
Turnover: On the basis of the risks stemming from the length, magnitude, complexity and significance of this contract, the University has requested that economic operators have a minimum general yearly turnover higher than twice the estimated contract value.
Means of Proof: The University will require the certificates, statements and any other means of proof as evidence of fulfilment of the selection criteria detailed in the ESPD. It is envisaged that this documentation will be requested following down selection to 3 bidders and at any stage at the University’s discretion. Should documentation not be forthcoming or satisfactory, e.g. certification out of date or incorrect certification held, the University reserves the right to disqualify any Qualified Bidder and invite the highest scoring Qualified Bidder from the previous round to participate in the next stage of dialogue.
Modern Slavery Act 2015 and ILO Conventions: The University of Edinburgh is committed to protecting and respecting human rights and has a zero tolerance approach to slavery and human trafficking in all its forms. Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (ESPD section 3D). This includes obligations for certain organisations under the Modern Slavery Act 2015 (available online at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted), as well as obligations listed in Annex X of Directive 2014/24/EU (available online at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN).
Bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations, which may include a request for the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36 000 000 GBP or over.
Publication: Procurement documents will be held from publication in PCS-T for 48 hours from the time the OJEU Notice is sent to PCS. This will not affect project time-scales.
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 8872. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
Other community benefits will be included
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
The University intends to work in partnership with the Qualified Bidder(s) during dialogue to identify robust, relevant and proportionate community benefits which are intended to improve the economic, social or environmental well-being of Edinburgh city, the region and beyond. Such community benefits will need to support the vision and mission of the University of Edinburgh.
Charles Stewart House, 9-16 Chambers Street
Telephone: +44 1316514575Internet address:http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.5)Date of dispatch of this notice: