Tender for Corporate Fixed Telephony Solution

Tender for Corporate Fixed Telephony Solution

Newry, Mourne and Down District Council intends to set in place a single supplier framework for a corporate Fixed telephony solution.

United Kingdom-Newry: IP telephone services

2018/S 146-335490

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newry Mourne and Down District Council
Greenbank Industrial Estate
Contact point(s): Only Online through portal at: www.newrymournedown.org/procurement
BT34 2QU Newry
United Kingdom
Telephone: +44 2830313233
E-mail: David.Barter@nmandd.orgShona.McConville@nmandd.org
Fax: +44 2830313288

Internet address(es):

General address of the contracting authority: www.newrymournedown.org

Address of the buyer profile: www.newrymournedown.org/procurement

Electronic access to information: www.newrymournedown.org/procurement

Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement

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

General public services

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

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

Armagh City, Banbridge and Craigavon Borough Council
Civic Building, Downshire Road,
BT32 3JY Banbridge
United Kingdom

Fermanagh and Omagh District Council
The Grange, Mountjoy Road, Lisnamallard
BT79 7BL Omagh
United Kingdom

Mid and East Antrim Borough Council
The Braid, 1-29 Bridge Street
BT43 5EJ Ballymena
United Kingdom

Mid Ulster District Council
Circular Road, Dungannon
BT71 6DT Dungannon
United Kingdom

Section II: Object of the contract

II.1)Description

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

25-2018 — Fixed Telephony Solution

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

Services
Service category No 5: Telecommunications services
Main site or location of works, place of delivery or of performance: UKN0
NUTS code UKN07,UKN08,UKN15,UKN11,UKN16

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 months: 48

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

Estimated value excluding VAT: 1 500 000,00 GBP

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

The Council seeks to appoint a supplier who will take responsibility for the provision, delivery and management of a new corporate Fixed telephony solution and supporting services.
The Council intends to set up a single supplier framework. Other contracting bodies may also wish to contract for services through the framework contract.

II.1.6)Common procurement vocabulary (CPV)

642150006422400064200000324121003242900032500000

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:

Newry, Mourne and Down District Council (the Council) intends to set in place a single supplier framework for a corporate Fixed telephony solution along with supporting services, on behalf of itself and other contracting bodies.
The solution is required to deliver a broad range of telephony services including desk-based IP telephony, voicemail, switchboard and operator services, integration to mobile telephony arrangements and a range of hard and soft telephone clients.
The solution may be based upon hosted services (cloud) or local hardware and software (on-premise). The Council has no current preference for one or the other and encourages tenders from providers of both types of solutions.
The solution will:
— include a managed service, to provide the Telephony solution from which all services are provided, administered, monitored and logged, together with local site configuration, management and maintenance services, and professional services.
— provide a service management function to proactively manage the availability of the solution to agreed service levels, and to provide prompt remedial action in the event of failure. All aspects of the service should be compliant with the relevant security, information management and regulatory requirements.
— deliver all components required to support the Fixed telephony solution including, where applicable carrier services (calls, lines, minutes).
— where applicable, include the provision and maintenance of on-site equipment to support the Fixed Telephony service.
— include implementation and transition support to ensure the Solution is installed successfully with minimum business disruption, and that staff can make best use of Solution features.
The Council does not have an immediate requirement for Contact Centre or Unified Communications (UC) functionality, but expects to develop its requirements in both areas during the life of the contract. The solution should be extensible to support Contact Centre and some elements of UC services if required by the Council.
The requirements for each of the other contracting bodies that will be party to the Framework are considered to be similar in scope and scale to those of the Council, so that the evaluation based on the Council’s scenario will be representative of wider use.
Council Information
Newry, Mourne and Down District Council, one of 11 new super councils, was created in 2015 from the former Newry and Mourne and Down District Council areas and the Ballyward electoral area, which previously sat within the Banbridge District Council authority.
With a population of approximately 171 500 and a coastline of 100 miles, it is the third largest council area in Northern Ireland spanning from Crossmaglen in South Armagh to Saintfield in South Down. There are seven District Electoral Areas: Crotlieve, Downpatrick, Newry, Rowallane, The Mournes, Slieve Croob and Slieve Gullion.
Our aim is to provide civic leadership, deliver local services and ensure that the district develops in a way that increases prosperity and quality of life for local residents.
The Council has ambitious plans for transforming its services. These plans are highlighted within the Council’s corporate and community plans as well as its Directorate business plans. In particular, the Fixed telephony solution will support the ‘Transforming and Modernising the Council’ corporate objective.
In addition to location in its main Corporate headquarters, staff are located in satellite offices throughout the district. The Council also provides a range of community, leisure, arts and culture services from its sites located across the region. For example, in Community Centres, leisure and sports complexes, museums and arts centres and Town Halls, amongst others.
The Fixed telephony solution is expected to be implemented across all Council sites which house staff and where there is a voice requirement.
The Authority does not commit to letting a contract for any of the above, should it become evident that it is not economically advantageous to do so.
Estimated value excluding VAT: 1 500 000,00 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

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 volumes of the Invitation to tender.

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

As detailed in the volumes of the Invitation to tender.

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

As detailed in the volumes of the Invitation to tender.
III.1.4)Other particular conditions
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: As detailed in the volumes of the Invitation to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the volumes of the Invitation to tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the volumes of the Invitation to tender.
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

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

25-2018 Fixed Telephony Solution

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

no
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

7.9.2018 – 12:00
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

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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

Newry, Mourne and Down District Council is a Public Authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with in accordance with the Act.
Newry Mourne and Down District Council is procuring the public contract on behalf of itself and the following bodies delivering public services (Contracting Bodies):
— Armagh City, Banbridge and Craigavon Borough Council,
— Fermanagh and Omagh District Council,
— Mid and East Antrim Borough Council,
— Mid Ulster District Council.
Any such contracting body will be entitled, with the prior written consent, of and through the Authority, to access the contract and require services to be delivered to it by the appointed organisation on the same or substantially the same terms and conditions as agreed with the Authority.

The Contracting Authority intends to use an e-Tendering system for this procurement process, e-hub www.newrymournedown.org/procurement

Supplier registration is free of charge.
Follow the registration instructions on the e-hub portal.
Browse to the opportunity
Access the volumes of the Invitation to tender provided.
Submit your Tender response by the deadline indicated.
It is strongly recommended that Suppliers unfamiliar with the e-hub procurement portal ensure that they are able to access all relevant functions well ahead of the closing dates, since late responses may not be accepted.

If you have any difficulties with the e-hub procurement portal, please call UK Freephone: 0800 731 6575 or email: info@e-hub.com

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice (NI)
Chichester St.
BT1 3 JF Belfast
United Kingdom
E-mail: adminoffice@courtsni.gov.uk
Telephone: +44 2890235111
Internet address: http://www.courtsni.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: Newry, Mourne and Down District Council 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 Newry, Mourne and Down District Council 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 2015 (SI 2105 Nº 102) 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:

30.7.2018

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