Supply Integrated Communications System to Kent Police

Supply Integrated Communications System to Kent Police

The purpose of this competition is to establish a 4 year Framework Agreement with a single service provider.

United Kingdom-Maidstone: IT services: consulting, software development, Internet and support

2015/S 204-371002

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Kent Police and Crime Commissioner
Kent Police Headquarters, Sutton Road
Contact point(s): Kent Police and Essex Police Procurement Services
For the attention of: Emma Saunders
ME15 9BZ Maidstone
UNITED KINGDOM
Telephone: +44 1474366653
E-mail: emma.saunders@kent.pnn.police.uk
Fax: +44 1474366659

Internet address(es):

General address of the contracting authority: www.kent.police.uk

Address of the buyer profile: www.kent.police.uk

Electronic access to information: www.kentpolice.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.kentpolice.bravosolution.co.uk

Further information can be obtained from: Internet address: https://kentpolice.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Internet address: https://kentpolice.bravosolution.co.uk

Tenders or requests to participate must be sent to: Internet address: https://kentpolice.bravosolution.co.uk

I.2)Type of the contracting authority

Body governed by public law

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

The Police and Crime Commissioner for Essex
3 Hoffmanns Way
CM1 1GU Chelmsford

Section II: Object of the contract

II.1)Description

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

Integrated Communications System (ICCS).

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: Locations in Kent and Essex:
The principal aim of the arrangement will be to enable supply to the Kent Police and Crime Commissioner (and Kent and Medway Fire and Rescue Authority) and the Police and Crime Commissioner for Essex.
The benefit of any framework arrangement established shall however be available for use by other named forces as a Framework Agreement and they (the Police and Crime Commissioners (or their agents) of the forces as the contracting authorities) will have the option, at their sole discretion, to utilise the arrangement to contract in their own right.
There may be potential other sites in the United Kingdom if the Framework Agreement is taken up by other forces during its term.
Whilst no other forces have given any commitment whatsoever to use the Framework Agreement, The Police and Crime Commissioners and/or the Chief Constables (the contracting authorities) of the following Forces have asked to be named as potential users (Named Authorities) of the Framework Agreement during its term:
Bedfordshire, Hertfordshire, Cambridgeshire, Cleveland, Devon and Cornwall, Dorset, Durham, Gwent, Leicestershire, Lincolnshire, North Wales, South Wales, Dyfed Powys, West Yorkshire, North Yorkshire, Sussex, Surrey, Lancashire, Gloucestershire.

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 a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 500 000 and 64 000 000 GBP

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

The Kent Police and Crime Commissioner (the Authority) in collaboration with Kent and Medway Fire and Rescue Authority and the Police and Crime Commissioner for Essex (the Related Authorities), is looking to put in place a new Integrated Communication Control System (ICCS), in preparation for the implementation of the Emergency Services Network (ESN).
The purpose of this competition is to establish a 4 year Framework Agreement with a single service provider.
The call-off contracts under the Framework Agreement for the ICCS shall be based on the Crown Commercial Services/Government Legal Services model services contract and will be for up to 9 years duration, made up of an initial term plus optional extensions. There will be an ultimate end date for all call-offs.
The Authority and Related Authorities intend to sign call-off contracts on the same day that the framework agreement.
Whilst there has been no indication of any other firm commitment at this stage, other named Police Forces may decide to use this Framework Agreement as the basis for their contract during the Framework term.
This is a highly time constrained and force critical requirement — therefore suppliers must be able to demonstrate that they can meet the project deadlines as stated within the procurement documentation.
The minimum draft requirements are for a supplier to provide an integrated solution in regards to the following:
— ICCS (Integrated Communication Control System);
— Command and Control;
— Mapping (GIS);
— ARLS (Automatic Resource Location System);
— Integration with the Emergency Service Network (ESN) and AirWave/ Tetra during the implementation period;
— Capability to interface with other existing systems including but not limited to Teleopti, Storm, Athena, voice and data recording services.
The supplier must offer a compliant bid in accordance with the tender documentation and an optional hosted solution.
The requirements include but are not restricted to the following:
— a solution that is integrated to meet current and future needs providing better, streamlined systems, aligning with the Authority’s and the Related Authorities’ strategic objectives,
— solution and integration services to configure, implement and support the solution,
— a solution that is fit for purpose for at least 10 years after implementation,
— a solution that interfaces with other systems currently in use within the Authority and Related Authorities environments; it must be sufficiently flexible to meet any future interface requirements,
— a solution that uses ‘Commercial Off The Shelf’ (COTS) products, commodity software and hardware wherever possible,
— meet the business needs and support integrated end to end processes,
— deliver exceptional value for money whilst reducing any risk to the Authority
— Interoperability for policing — including internal/external alliances and collaborations,
— Interoperability for other Emergency Service requirements (e.g. KMFS)
— Integration directly with the Forces’ and KMFS’ web site(s).
The Supplier will be responsible for:
— the overall definition and design of the technology solution in support of the business vision,
— assistance and advice with the transition of the systems, both new systems and any legacy systems, which may also include data cleansing and migration,
— assistance and advice with the establishment of the roles and responsibilities for on-going support and maintenance including the provision of training and support materials,
— suppliers will be required to provide details of hardware and software requirements. The Authority will retain the right to purchase these through existing agreements,
— the supplier shall provide a service that is capable of being accredited by CESG to hold data classified at up to IL3,
— the supplier must be able to use ITIL based processes and industry based best practice or an equivalent standard.
The value of the Framework Agreement is estimated to be between 2 500 000 GBP to 7 000 000 GBP for the Authority and Related Authorities and an additional 2 000 000 GBP to 3 000 000 GBP for every other Named Authority calling-off the Services under the Framework Agreement. The Framework Agreement, therefore, could potentially reach a value of 64 000 000 GBP but the Authority considers this to be very unlikely and this figure will depend on the Named Authorities’ decision whether to use the Framework Agreement.
Owing to the size and nature of the Services and to help ensure the best service continuity, the Authority has decided not to subdivide the Contract Services into Lots.
The supplier may offer the following additional services (but there shall be no commitment to purchase):
— Call and voice recording;
— Automatic call distribution service/system;
— Command and Control;
— GIS Mapping;
— CCTV;
— Other innovative products linked to the service.

II.1.6)Common procurement vocabulary (CPV)

72000000, 72227000, 48000000, 32000000, 48510000, 48900000

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:

Option A — compliant bid in accordance with the tender documentation.
Option B — Hosted as a service.
II.2.2)Information about options
II.2.3)Information about renewals

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

Duration in months: 108 (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:

As detailed in the Contract documentation.
A Parent Company Guarantee and a performance bond or bonds may be required.

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

In accordance with the contract documentation. Payment will be in pounds sterling and will be made by means of electronic transfer.

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

Joint and several liability. No special legal form is required but if a contract is awarded to a consortium the Contracting Authority may require the consortium to form a legal entity before entering into the framework agreement.

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://kentpolice.bravosolution.co.ukand 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 at the top 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 ‘Buyer Attachments’ in the ‘PQQ / ITT Details’ box;
3. Responding to the tender — Click ‘My Response’ under ‘PQQ / ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the onscreen 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 submit your reply using the ‘Submit Response’ button at the top 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: As detailed in the Pre-Qualification Questionnaire. Interested parties are required to complete the PQQ published on the Kent Police Bravo Solutions e-tendering portal. This includes the submission of financial information (including holding company if applicable), name and address of bankers (if requested), insurance details, and other information as set out in the tender documentation. A credit reference agency check will also be undertaken.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the procurement documentation.
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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

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

Envisaged minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: As stated in the procurement documentation.

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 yes
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:

2015/156

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 119-217690 of 24.6.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

16.11.2015 – 12:00

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

23.11.2015

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

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

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

VI.3)Additional information

I.1) Name, addresses and contact point(s):
Official name: Suppliers Instructions How to Express Interest in this Tender: Register your company on the eSourcing portal (this is only required once)
National ID: Browse to the eSourcing Portal 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’ — Your password will be emailed to you
Postal address: Login to the portal and click the ‘PQQs / ITTs Open to All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) and find project
Town: Click the ‘Express Interest’ button at the top 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 ‘Buyer Attachments’
Contact point(s): Responding — Click ‘My Response’ under ‘PQQ / ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can use the ‘Messages’ function to communicate with the buyer and seek any clarifications
For the attention of: Follow the onscreen instructions to complete the PQQ / ITT and you must submit prior to the deadline by using the ‘Submit Response’ button at the top of the page.

Internet address: https://kentpolice.bravosolution.co.uk

On 19.6.2015, the Authority published a Prior Information Notice (ref: 2015/S 119-217690) (the ‘PIN’) informing the market of its intention to procure the Services. The PIN was not used as a means of calling for competition.

Pursuant to Regulation 29(6) of the Public Contracts Regulations 2015, the Authority intends to shorten the time limit for the receipt of initial tenders to 10 days (rather than 30 days) from the date on which the Invitation to Participate in Negotiations is sent to the shortlisted bidders. This will not affect the time limit for receipt of requests to participate from potential bidders which will be at least 30 days from the date on which this contract notice is sent, in accordance with Regulation 29(4)(a).
Economic operators should note that subsequent to the PIN being published some of the details contained within the notice have changed. For example, the Services are now being procured by the Authority on behalf of the named authorities listed at section II.1.2) of this Notice by way of a single supplier framework agreement (this was not envisaged when the PIN was published). Also, the contracting authority will now be the Kent Police and Crime Commissioner instead of the Police and Crime Commissioner for Essex as was set out in the PIN (the Police and Crime Commissioner for Essex is now included as a named authority entitled to call off services from the proposed framework agreement). Notwithstanding these minor administrative changes, the intention and scope of the Project (i.e. to procure a Software Integrate Communications Control System) remains the same and the PIN includes all the information required in section 1 of part B of Annex V to the Public Contracts Directive, insofar as that information was available at the time the PIN was published (as required by Regulation 29(6)(a)).

Please review the timetable in the procurement documentation. A presentation to potential bidders has been arranged for 10:00 on Friday 23.10.2015 at North Kent Police Station, Thames Way, Northfleet, Kent DA11 8BD. For potential bidders that are unable to attend in person but would like to participate in this presentation, videoconferencing (WebEx) will be available. Please email emma.saunders@kent.pnn.police.uk no later than 16:00 on Thursday 22.10.2015 to confirm your attendance (maximum 2 attendees per applicant) or to request dial-in details.

Applicants must supply all the information requested in the PQQ. Failure to do so may result in their application being rejected.
The tender and all supporting documents must be priced in pounds sterling and all payments made under the contracts resulting from the Framework Arrangement will be in sterling.
Organisations wishing to be considered for appointment as provider of these services should submit a completed PQQ in compliance with the instructions and within the prescribed deadline.
The Authority reserves the right to award the Framework on the basis of the initial tenders without negotiation.
The Framework Arrangement and subsequent contracts are made in England according to English Law. The contracts are subject to the exclusive jurisdiction of the English courts except where a Scottish Police Authority is the contracting Authority and in that event the Police Authority may elect to use a Scottish Court.
All documentation must be completed in English.
All discussions, correspondence and meetings will be conducted in English.
The contracting authority reserves the right not to make any award and reserves the right to accept all or part of any tender unless the tenderer expressly stipulates otherwise in the tender.
The freedom of Information Act (FOIA) 2000 applies to this Contracting Authority. If any tenderer considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. In such cases the relevant material will, in response to FOI requests, be examined in light of exemptions provided for in the Act.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Cedar

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge 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:

16.10.2015

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