Outsourced IT Tender

Outsourced IT Tender

CMAL have no in-house IT resource and as such, wish to outsource all ICT requirements to a single contractor if possible who will retain complete responsibility for delivery, services, maintenance, repairs, maintaining and development of all of all ICT equipment.

United Kingdom-Port Glasgow: Information systems or technology planning services

2015/S 234-425181

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Caledonian Maritime Assets Ltd
Municipal Buildings, Fore Street
For the attention of: George McGregor
PA14 5EQ Port Glasgow
UNITED KINGDOM
Telephone: +44 1475749920
Fax: +44 1475745109

Internet address(es):

General address of the contracting authority: http://www.cmassets.co.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12082

Further information can be obtained from: Caledonian Maritime Assets Ltd
Municipal Buildings, Fore Street
PA14 5EQ Port Glasgow
UNITED KINGDOM
Telephone: +44 1475749920
Fax: +44 1475745109
Internet address: http://www.cmassets.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Caledonian Maritime Assets Ltd
Municipal Buildings, Fore Street
PA14 5EQ Port Glasgow
UNITED KINGDOM
Telephone: +44 1475749920
Fax: +44 1475745109
Internet address: http://www.cmassets.co.uk

Tenders or requests to participate must be sent to: Caledonian Maritime Assets Ltd
Municipal Buildings, Fore Street
PA14 5EQ Port Glasgow
UNITED KINGDOM
Telephone: +44 1475749920
Fax: +44 1475745109
Internet address: http://www.cmassets.co.uk

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Other: transport

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)Description

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

CMAL0104 Information Technology Communications.

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

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Port Glasgow.

NUTS code UK

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)

CMAL have no in-house IT resource and as such, wish to outsource all ICT requirements to a single contractor if possible who will retain complete responsibility for delivery, services, maintenance, repairs, maintaining and development of all of all ICT equipment.
This will cover all levels, from strategic advice on IT policies and appropriate technologies through to day to day end user and hardware support.
A variety of services are currently in contract with a number of suppliers, including Internet and Firewall, Backup, SharePoint and Finance systems.
The successful supplier will be required to work with these providers to deliver CMAL a single point of contact and a unified and consistent experience across all products and services.
This document sets out a high level the current technologies in use and CMAL’s requirements. Note, any specifics around products and technologies should not be treated as prescriptive — apart from those elements still under contract.
CMAL wish to encourage suppliers to propose alternative solutions to their requirements.
Although a relatively small organisation, CMAL are responsible for a significant budget and their facilities and resources impact on the lives of many people daily. As such, they require Information Technology Communication Systems which are seamless, secure, functional and ultimately highly available.
It should be noted that this contract will be subject to annual renewal based on performance and/or best value reviews up to a maximum of four years.
No claim for loss of profit, direct or indirect, disruptions costs or loss/expense will be considered where the contract is not renewed at any point in time.
Scope of Work
All staff and contractors utilise the IT infrastructure hosted on premise at the Port Glasgow office. The IT infrastructure is based on a virtualised Microsoft Small Business Server 2008 solution which will be transitioned to server 2012 and Office 365 in the near future (the transition to Office 365 is beyond the scope of this tender).
Business systems include SharePoint and Access Dimensions.
CMAL have approximately 25 Desktop and Laptop computers are based on Microsoft Windows 7 or above, along with a number of Ipad and mobile devices.
A more detailed technical description of CMAL requirements will be made available to all parties who qualify for the invitation to tender stage.
Infrastructure and hosting environment
CMAL’s Server infrastructure is primarily based on Microsoft technologies, the production servers are virtualised across two Microsoft Windows Server 2012 Hyper V hosts.
The Servers are HP DL385 G7 Models and are hosted on site at the HQ in Port Glasgow. The server Hardware is now under extended access from a third party warranty supplier.
Active Directory, Email and File and Print services are currently provided by Microsoft SBS 2008, SBS also provides remote access to IT services.
Separate Virtual servers provide SQL, SharePoint, Finance applications and CCTV Systems/services.
The Anti-Virus solution is Trend Micro Worry-Free Business Security, additionally OpenDNS has been implemented and a management agent is deployed to PCs and Laptops.
CMAL are undergoing a separate project at present to evaluate the external hosting of the SharePoint environment. No other services are currently being hosted externally.
Business Applications
CMAL’s Key business applications include:
— Microsoft Office Professional 2010 Suite.
— Microsoft Project.
— Access Dimensions.
— SharePoint (document management).
— Trend Micro Worry-Free Business Security Agent.
— Auto Cad.
— Sage Payroll.
The successful supplier should take over the supply and management of all licensing as above, plus any additional requirements that arise.
Local Area Network and Internet connectivity Local Area Network.
The current LAN includes a combination of managed and unmanaged switches as well as separate networks for voice and data. CMAL would prefer to adopt a single, fully managed LAN infrastructure to support data, voice and any other applications as may be required.
Internet Connectivity and Firewall.
CMAL Port Glasgow is provided with a 100 MB internet fibre leased line with a managed firewall service. This is in contract with the existing supplier until 2018 and the successful supplier is expected to work with the leased line provider to manage this service.
Wireless Overview.
Basic wireless guest access is in place, however CMAL require robust and secure, high performance wireless services both for guests and for staff.
Backup.
An on-site backup appliance, coupled with cloud based backup is in use. This solution is under contract until 2018 and the successful supplier will be required to work with the existing backup provider to maintain this solution.
SharePoint.
CMAL’s SharePoint requirements are currently under contract with a third parties; however the successful supplier would be required to work with the current supplier to manage these systems and provide integrated support, with a view to developing the requirement further.
Finance systems.
Finance systems, Access Dimensions, are under contract with third parties; however the successful supplier will be required to work with the current supplier to manage these systems and provide integrated support.
On-going support, maintenance.
Caledonian Maritime Assets do not have onsite IT support personnel, support for end users and IT related project is provided by a third party Managed IT provider, support provided is both remote and onsite. The current provider supplies both network and Telephony support along with Managed IT Services.
Separate specialist third party support and development is provided for SharePoint and Access Dimensions Business systems.
Additional application specific support is provided by the application vendors were required.
The key requirement of the successful supplier is to provide unified management of all relevant services.
Implementation services.
Implementation services will be required from time to time, such as the deployment of new hardware for staff, or deployment of new applications.
Telephony.
CMAL Head office has a Siemens Open Office MX v3 PBX configured for 30 users. User devices are Open Stage 15 handsets.
PSTN connectivity is provided via SIP trunks.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=422915

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

72222200, 72223000, 72267100, 72222100

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: 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:

Estimated value excluding VAT:
Range: between 300 000 and 350 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 60 (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:
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
New Start up businesses should supply statements detailing when they started and there current financial position.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(9) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(10) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(11) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(12) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(13) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

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

Envisaged minimum number 6
Objective criteria for choosing the limited number of candidates: Most Economical Advantage Tender.
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 below

1. Quality /Technical. Weighting 60

2. Price. Weighting 40

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:

CMAL0104
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: 8.1.2016

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

15.1.2016 – 12:00

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

11.3.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:422915).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:

1.12.2015

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