Unified Communication Telephony System Framework

Unified Communication Telephony System Framework

Chichester District Council is seeking to setup a single provider framework agreement for the purpose of providing telephony, communications, associated products and maintenance.

United Kingdom-Chichester: Telecommunications equipment and supplies

2015/S 211-383286

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Chichester District Council
East Pallant House
For the attention of: Rod Walters
PO19 1TY Chichester
UNITED KINGDOM
E-mail: rwalters@chichester.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 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

Arun District Council and other Local Authorities (Town, District, Borough and County) within the Counties of Surrey, East and West Sussex

Section II: Object of the contract

II.1)Description

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

Chichester District Council — Unified Communication Telephony System Framework.

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: Surrey, East and West Sussex.

NUTS code UKJ2

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 1 000 000 and 10 000 000 GBP

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

Chichester District Council (herein after known as the council) is seeking to setup a single provider (herein after known as the Supplier) framework agreement for the purpose of providing telephony, communications, associated products and maintenance. The framework agreement may be accessed by Arun District Council and other Local Authorities (Town, District, Borough and County) within the Counties of Surrey, East and West Sussex.
Chichester District Council and Arun District Council, as neighbouring authorities have reviewed available options for updating telephony and agreed to enter into a procurement project to find a suitable Supplier to provide and support the following requirements.
Chichester District Council has an ageing Philips Sopho which is already End of Life (EOL) and Arun District Council has a Siemens (Unify) iSDX, which will be end of service (EOS) in 2017.
Neither system can be easily upgraded in their current form to support the technology and features that the Council need to achieve improved facilities for:
— Shared services;
— Shared support;
— Flexible or agile working;
— Disaster Recovery and Business Continuity;
— Identifiable cash savings.
The anticipated value of the framework will be up to 5 000 000 GBP over the 4 year framework period and any subsequent maintenance periods.
The tender documents are currently available on the following E-tendering portal and once you have registered you will have full access.

https://in-tendhost.co.uk/sesharedservices/aspx/Home

II.1.6)Common procurement vocabulary (CPV)

32500000, 32550000, 32570000

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: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Framework will be for a 4 year period.
Initial purchases under the framework will be for Chichester District Council, followed by Arun District Council. Initial purchases will also include maintenance agreements for up to 7 years.
Other Authorities within Surrey, East and West Sussex may also access the framework for their own requirements.
Alternative bid/offer. We will consider alternative bids whereby Suppliers offer a suitable solution that completely fulfils the needs of the Councils. Any alternative bid/offer must be fully compliant with all pass/fail requirements of this contract. Alternative bids will be scored on an ‘overall’ basis for quality (fit, suitability, compliance, innovation, ease of use, flexibility etc.) at 60 % and price at 40 % as per the main evaluation weightings.
II.2.2)Information about options
II.2.3)Information about renewals

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

Starting 1.4.2016. Completion 31.3.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

If assurances are required the preferred Supplier will be given the opportunity to provide such assurances in whatever form is required such as a Parent Company Guarantee, Bond or ESCROW account. Additional prices (at cost) for assurances may be agreed and accepted.

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

Staged payments are acceptable. Both Councils will accept following:
— 50 % on equipment delivery;
— 25 % on installation;
— 15 % on go live;
— 10 % on acceptance sign off.
Payment will be made within 30 days of receipt of a correctly submitted invoice.

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.

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 are asked to provide their standard terms and conditions of contract. The Council must agree to the proposed contract conditions prior to award of any contract. Failure to reach an agreement will result in that Suppliers bid being rejected and the 2nd ranked Suppliers’ conditions will be considered. An award will not be made until a satisfactory agreement can be reached regarding contract terms.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Given that we are looking to commit considerable effort and cost into this project and require the Supplier to maintain the system long term the Council need to undertake financial due diligence to satisfy the financial stability. To this end we will be using Dun & Bradstreet and Equifax to initially assess the company’s financial suitability. If further assurances are required the preferred Supplier will be given the opportunity to provide such assurances in whatever form is required such as a Parent Company Guarantee, Bond or ESCROW account. Additional prices (at cost) for assurances may be agreed and accepted.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The Council reserve the right to invite any number of suppliers to demonstrate their proposed solutions. Any demonstrations will be used to clarify or confirm system functionality. Following demonstrations Arun & Chichester Councils will review the scores allocated at the tender analysis stage and re-score a tender if it becomes clear that the original score allocated is incorrect for any reason.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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:

CDC – 003693

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

no

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

Payable documents: no

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

4.12.2015 – 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: 120 (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

The tender documents are currently available on the following E-tendering portal and once you have registered you will have full access.

https://in-tendhost.co.uk/sesharedservices/aspx/Home

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:

28.10.2015

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