Tender for Vehicle Telematics Management System

Tender for Vehicle Telematics Management System

The City of Edinburgh Council requires the provision of a vehicle telematics management system, with single route vehicle optimisation from companies with a proven track record in the supply, installation, commissioning, testing and management of such systems.

United Kingdom-Edinburgh: Telematics services

2015/S 096-174249

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The City of Edinburgh Council
Waverley Court, 4 East Market Street
Contact point(s): Commercial and Procurement Services
For the attention of: Douglas Niven
EH8 8BG Edinburgh
UNITED KINGDOM
Telephone: +44 1315296241
E-mail: douglas.niven@edinburgh.gov.uk

Internet address(es):

General address of the contracting authority: http://www.edinburgh.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

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 City of Edinburgh Council
Waverley Court, 4 East Market Street
EH8 8BG Edinburgh
UNITED KINGDOM
Telephone: +44 1314693543
Internet address: http://www.edinburgh.gov.uk

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: no

Section II: Object of the contract

II.1)Description

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

Provision of a Vehicle Telematics Management System.

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

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: City of Edinburgh.

NUTS code UKM25

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)

The City of Edinburgh Council requires the provision of a vehicle telematics management system, with single route vehicle optimisation from companies with a proven track record in the supply, installation, commissioning, testing and management of such systems.
Training provision would be for up to 400 staff members including drivers, supervisors and super-users. The training provision is required to facilitate seamless implementation of the contract and will be a mix of individual and cascade training as well as train the trainer.
The service requirement is initially for our Building, Waste, Road and Taskforce Services and covers all road service vehicles of which 400 vehicles have been identified for this service. The vehicle telematics system required for winter gritting is to track spreader movements and actions and be able to communicate and comply with BS EN 15430-1:2007+A1:2011 protocol and provide all operational data, including dosage and spread widths. Other areas of the Council may wish consider joining the service at a later date. The service required by individual users may comprise of the full functionality of the product or only specific parts.
The system will be required to provide both vehicle and driver performance information and will also integrate with the vehicle management system (e.g. CAN bus ISO 11898) to provide more detailed management information for the varying types of vehicles (e.g. bin lift counts for Refuse Collection Vehicles, operating times for PTO equipment, fuel usage etc.). The system is to be capable of data interchange with the Councils’ Confirm asset management system.
The system is to be hosted externally by the service provider and its primary user interface is to be web based, not requiring a thick client. The telematics systems web-based interfaces must be compatible with all major browsers (including specifically IE9) and employ true response web design for seamless rendering across multiple form factors and can integrate out-of-the-box with the Council’s Active Directory (via SAML2 token-based identity federation) to ensure only authorised user access (via mobile and desktop interfaces).
The telematics based tracking system is required to serve, consume, display and permit interrogation of Open Geospatial Consortium Web Map Services to v1.3.0 and to read and display common roster and vector formats: TIFF, JPEG, and Esri shapefiles, Mapinfo. Users must be able to interrogate data using the map based interface by pointing and clicking and provide an address search capability which will accept a string and locate an address point on the map. Tools must be made available for Council Officers for all mapping management, maintenance and configuration particularly the addition/removal of layers, update of mapping, symbology, scale setting and data extraction.
The system must be certified to ISO/IEC27001:2013 Management Standard for Information Security Management Systems, following the ISO/IEC 27002:2013 Standards. Data Centres used in this application are to be accredited to Telecommunications Industry Association ANSI/TIA-942 Telecommunications Standard for Data Centres and BS EN1047-1:2005 for Fire protection for data and documentation.
Installation of the vehicle telematics hardware is to be in accordance with the Federation of Communication Services FCS1362:2010 Code of Practice for the installation of Radio Frequency equipment in motor vehicles, or equivalent.
The Vehicle Management System must provide secure access for any authorised user to the tracking data and reports for 99 % of the time and must be capable of 24 hour 7 day web based access via a secure network which shall give the Council access to real time continuous monitoring of vehicles. There will be no requirement for voice communications through the telematics system.
Bidder selection will be via evaluation of the Pre-Qualification Questionnaires received by the deadline stated in this notice. It is intended that the short-list will comprise a maximum of six applicants based on the Evaluation Panel’s assessment of the six highest scoring suitable applicants who will be shortlisted for Invitation to Tender.
This is a 3 year contract with the option to extend for up to a further two 12 month periods.

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=398512

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)

64226000, 50111100, 42961300, 32441300, 32500000, 34000000, 38112100, 38548000, 45314000, 48900000, 51200000, 64212500, 72212326

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: 450 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Up to two further 12 month periods.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2

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

Starting 1.10.2015. Completion 30.9.2020

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 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.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) 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;
(2) 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;
(3) 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;
(4) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests;
(5) 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;
(6) 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;
(7) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(8) 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;
(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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

Restricted

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: Evaluation of Pre-Qualification Questionnaires against stated criteria.
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:

CT3051
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: 11.6.2015

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

17.6.2015 – 12:00

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

8.7.2015

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

Section VI: Complementary information

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

VI.3)Additional information

(SC Ref:398512).
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:

15.5.2015

Enjoyed this post? Share it!