Tender for Mobile Device Repair Services

Tender for Mobile Device Repair Services

The Scottish Police Authority has a requirement for a new contract for the provision of a mobile device repair service.

United Kingdom-Glasgow: Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment

2019/S 159-392846

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
United Kingdom
Telephone: +44 1786895909
E-mail: neil.frame@scotland.pnn.police.uk
NUTS code: UKM82
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Mobile Device Repair Services

Reference number: PROC_19_20_001

II.1.2)Main CPV code

50300000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Scottish Police Authority (known as the ‘the Authority’) has a requirement for a new contract for the provision of a mobile device repair service. The Authority is required to tender this opportunity to appoint a suitably experienced and competent contractor.

The Authority is in the process of rolling out a ‘National Mobile Working’ solution to 10 000 Police Officers across Scotland. Phase 2 of the contract if taken up will see the solution rolled out to a further 7000 Police Officers. This solution will see the roll out of 10 000 and a potential further 7 000 Samsung Galaxy Note 9 mobile devices by March 2020.

Furthermore Police Scotland is in the process of refreshing the corporate mobile device estate and is rolling out 1 800 devices, namely a mixture Samsung Galaxy Note 8 and Samsung A5 devices.

Given the significant investment in these devices the Authority requires a contract in place for the repair of devices on an ‘as and when required’ basis.

II.1.5)Estimated total value

Value excluding VAT: 499 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

50300000

II.2.3)Place of performance

NUTS code: UKM
Main site or place of performance:

Glasgow.

II.2.4)Description of the procurement:

The Scottish Police Authority (known as the ‘the Authority’) has a requirement for a new contract for the provision of a mobile device repair service. The Authority is required to tender this opportunity to appoint a suitably experienced and competent contractor.

The Authority is in the process of rolling out a ‘National Mobile Working’ solution to 10 000 Police Officers across Scotland. Phase 2 of the contract if taken up will see the solution rolled out to a further 7 000 Police Officers. This solution will see the roll out of 10 000 and a potential further 7 000 Samsung Galaxy Note 9 mobile devices by March 2020.

Furthermore Police Scotland is in the process of refreshing the corporate mobile device estate and is rolling out 1 800 devices, namely a mixture Samsung Galaxy Note 8 and Samsung A5 devices.

Given the significant investment in these devices the Authority requires a contract in place for the repair of devices on an ‘as and when required’ basis.

The duration of the contract will be for three (3) years with the option to extend the Contract for a further two (2) periods of up to twelve (12) months at the sole discretion of the Authority.

The total estimate contract spend over the duration of the contract (including any extension periods) is 499 000,00 GBP.

Please note that the stated value is an estimate only.

There is no guarantee that the Authority will spend the indicative value stated above. The Authority shall not be bound to order the quantities referred to within the pricing schedule contained within the commercial envelope, accept or pay for any goods and/or services other than those actually ordered.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 40
Price – Weighting: 60

II.2.6)Estimated value

Value excluding VAT: 499 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

This contract may be renewed in 3 years from the contract start date or 4 or 5 years if the optional year extensions is activated.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Quality control requirements:

Tenderers may be required to provide the following for quality control requirements either:

Option A) If a tenderers organisation holds a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 27001 (or equivalent) a copy of the certificate may be requested.

Or

Option B) If a tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested.

Guidance the policy should set out your organisation’s responsibilities for quality management.

Demonstrating that your organisation has and continues to implement a quality management policy that is authorised by the Chief Executive or equivalent and is periodically reviewed at a senior management level. The policy should be relevant to the nature and scale of the work to be undertaken.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

The bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:

— employers (compulsory) liability insurance = 10 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current employers liability insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies,

— public liability insurance = 5 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current public liability insurance certificate,

— product liability insurance = 5 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current product liability insurance certificate.

Financial standing:

The Authority will access a credit safe report for a tenderers organisation and use the information contained within to assist with the assessment of the bidder’s economic and financial standing. Tenders are asked to provide their company number within the ESPD to allow the Authority to access a credit safe report.

Within such reports, the risk of business failure is expressed as a score of 30 or below (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.

If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the contractor’s responsibility to ensure that the information held by Credit Safe is accurate and up to date.

For the avoidance of doubt, the SPA will request a report from credit safe following the closing date for the receipt of the tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/sole traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references, etc.

Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by credit safe and it is your responsibility to ensure that the information held by credit safe is accurate and up to date — failure to do so will result in rejection of your submission.

Important note: This requirement is not applicable to sole traders/charities. Sole traders/charities may be required to provide a bankers reference if successful.

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 19/09/2019
Local time: 12:00
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:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 19/09/2019
Local time: 12:00
Place:

Police Scotland, Clyde Gateway, Dalmarnock.

Information about authorised persons and opening procedure:

Procurement specialist — Opened via PCS tender.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used

VI.3)Additional information:

The buyer is using PCS-Tender to conduct this ITT exercise. The project code is 13648

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A subcontract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

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:

Tenders are also required to provide an outline of all community benefits that can be offered in relation to the contract.

The Scottish Police Authority is committed to sustainable procurement and aims to ensure delivery and compliance with policy and practice to the highest level. The contractor must take all reasonable steps to choose products that are designed for sustainability as well as safety and minimise the environmental impacts that arise.

It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:

— targeted recruitment and training (providing employment and training opportunities/apprenticeships),

— SME and social enterprise development.

(SC Ref:594422)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
United Kingdom
Telephone: +44 1786895909Internet address: http://www.spa.police.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

16/08/2019

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