Video Conferencing Support Contract

Video Conferencing Support Contract

JSL wishes to establish an agreement with a supplier for the operational support of JSL’s national video-conferencing service for research and education, VScene.

United Kingdom-Didcot: Computer support services

2016/S 085-150976

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Jisc Services Ltd
Lumen House, Library Avenue
For the attention of: Procurement Co-ordinator
OX11 0SG Didcot
UNITED KINGDOM
Telephone: +44 1235822341
E-mail: procurement@jisc.ac.uk
Fax: +44 1235822286

Internet address(es):

General address of the contracting authority: www.jisc.ac.uk

Electronic access to information: tenders.jisc.ac.uk
Electronic submission of tenders and requests to participate: tenders.jisc.ac.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

Other: national education and research network provider

I.3)Main activity

Education

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:

VScene Operational Support.

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

Services
Service category No 24: Education and vocational education services

NUTS code UKJ14

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)

JSL wishes to establish an agreement with a supplier for the operational support of JSL’s national video-conferencing service for research and education, VScene.

JSL is seeking to procure a 8:00 to 17:00, 5 business days per week customer-facing telephone and email information and support offering for the highly capable national video-conferencing solution provided by JSL for nearly 2 decades. This support should also be matched with some ‘back-office’ operational service management and a 2nd-line function more tightly focused on troubleshooting issues directly concerning the largely Vidyo-based service infrastructure, working in partnership with JSL’s own video-conferencing experts and contractor.

II.1.6)Common procurement vocabulary (CPV)

72610000, 72510000, 72611000, 48515000

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:

JSL’s customers have enjoyed the benefits of a highly capable national video-conferencing solution provided by JSL for nearly 2 decades. This service currently facilitates ~6 000 conferences per month across 500+ educational organisations. The current incarnation of the service, branded as VScene, launched in August 2014 (https://vscene.jisc.ac.uk/). VScene represents a substantial update of the predecessor service, including both a completely re-written customer interface (phase 1, completed July 2014) and a refresh of its underlying infrastructure (phase 2, completes August 2016). The final, 3rd phase of the VScene project is the subject of this procurement: addressing the operational model of the service, and in particular the way in which customer support is delivered to JSL’s VScene end users, domestic and international.

Existing support arrangements end in February 2017, so JSL would ideally seek to avoid extending that provision by having the new solution in place for parallel operation and handover by December 2016.
Historically, the 1st-line support provision for the service has been comprehensive and free at point of use: available 8:00 to 21:00, 6 days per week, and offering a full range of ‘concierge’ type services. This has been matched with a 2nd-line offering that managed troubleshooting of video-conferencing issues even where they arose from customer infrastructure or networks, advice on conference room and purchasing of endpoint hardware, etc. However, JSL now seeks to provide a more focused, economically sustainable operational model for the service, but wherever possible not compromising on the existing high standards set. In pursuit of this, the earlier phases of the VScene project have delivered a more robust infrastructure and a service interface that empowers the end user to take a more self-reliant approach, reducing support load.

JSL now therefore seeks to procure a 8:00 to 17:00, 5 business days per week customer-facing telephone and email information and support offering matched with some ‘back-office’ operational service management and a 2nd-line function more tightly focused on troubleshooting issues directly concerning the largely Vidyo-based service infrastructure, working in partnership with JSL’s own video-conferencing experts and contractors.

The key difference going forward, however, is that JSL requires the elimination of frontline support costs from ongoing operating expenditure, and is therefore seeking to partner with a support provider who will ultimately operate the support function as their own commercial concern, chargeable to customers, under license from JSL. The migration from free to a chargeable support offering should be accomplished as soon as practicable, and in any case not more than 2 years after the commencement of the contract.
Further details of the proposed commercial offering, structure and pricing to customers, will be a primary concern during the dialogue phase of this procurement.
Bidders should also note that the existing support provision consists of a small, dedicated team based in Edinburgh under contract to JSL, so TUPE may apply.
Whilst this procurement is structured around the renewal of just the operational support offering component of VScene on a commercial basis, JSL is also willing to enter into discussions around the achieving the support result as a consequence of divestment of all or part of the wider VScene service as a going concern from JSL to a commercial entity, subject to guarantees around ongoing service delivery to the academic sector. JSL sees significant benefits in sustainability of the VScene service and future investment in development of its capabilities if it is operated on a business footing by an entity able to market it outside of the education sector (which JSL is not mandated to do). Bids that deliver the commercial support model through taking a stake in VScene as a business overall will be entertained on par with those offering only a support solution.
For those considering the divestment approach, commercial dialogue around the handover of VScene as a business will have to address:
— Licensing or sale of the IPR in the software;
— Sale or leasing arrangements for infrastructure (and associated hosting);
— Value in the current customer list;
— Continuity guarantees;
— Future role of JSL as education customer advocate or partner.
Bidders will be permitted to propose variant solutions as part of the dialogue, however JSL reserves the right not to accept these variants.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)

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

Duration in months: 36 (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:
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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The supplier shall provide evidence of financial and economic standing, as specified in Article 58 of the Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required: Grounds for mandatory rejection as set out in Regulation 57(1) of the Public Contracts Regulations 2015:
(a) Conspiracy within the meaning of section 1 or 1A of the Criminal Law Act 1977 or article 9 or 9A of the Criminal Attempts and Conspiracy (Northern Ireland) Order 1983 where that conspiracy relates to participation in a criminal organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA on the fight against organised crime (c);
(b) Corruption within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889(d) or section 1 of the Prevention of Corruption Act 1906(e) where the offence relates to active corruption;
(c) The offence of bribery, where the offence relates to active corruption;
(d) Fraud, where the offence relates to fraud affecting the European Communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities, within the meaning of:
(i) The offence of cheating the Revenue;
(ii) The offence of conspiracy to defraud;
(iii) Fraud or theft within the meaning of the Theft Act 1968, the Theft Act (Northern Ireland) 1969, the Theft Act 1978 or the Theft (Northern Ireland) Order 1978;
(iv) Fraudulent trading within the meaning of section 458 of the Companies Act 1985, article 451 of the Companies (Northern Ireland) Order 1986 or section 993 of the Companies Act 2006;
(v) Fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;
(vi) An offence in connection with taxation in the European Union within the meaning of section 71 of the Criminal Justice Act 1993;
(vii) Destroying, defacing or concealing of documents or procuring the execution of a valuable security within the meaning of section 20 of the Theft Act 1968 or section 19 of the Theft Act (Northern Ireland) 1969;
(viii) Fraud within the meaning of section 2, 3 or 4 of the Fraud Act 2006; or
(ix) Making, adapting, supplying or offering to supply articles for use in frauds within the meaning of section 7 of the Fraud Act 2006;
(e) Money laundering within the meaning of section 340(11) of the Proceeds of Crime Act 2002;
(f) Any offence listed:
(i) In section 41 of the Counter Terrorism Act 2008(a); or
(ii) In Schedule 2 to that Act where the Court has determined that there is a terrorist connection;
(g) Any offence under sections 44 to 46 of the Serious Crime Act 2007(b) which relates to an offence covered by sub paragraph (f);
(h) Money laundering within the meaning of sections 340 (110 and 415 of the Proceeds of Crime Act 2002(c));
(i) An offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988(d) or article 45, 46 or 47 of the Proceeds of Crime (Northern Ireland) Order 1996(e);
(j) An offence under section 4 of the Asylum and Immigration (Treatment of Claimants, etc.) Act 2004(f);
(k) An offence under section 59A of the Sexual Offences Act 2003(g);
(l) An offence under section 71 of the Coroners and Justice Act 2009(h);
(m) An offence in connection with the proceeds of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994(i); or
(n) Any other offence within the meaning of Article 57(1) of the Public Contracts Directive:
(i) As defined by the law of any jurisdiction outside England and Wales and Northern Ireland; or
(ii) Created, after the day on which these Regulations were made, in the law of England and Wales or Northern Ireland Grounds for discretionary rejection as set out in regulation 57(8) of the Public Contracts Regulations:
(a) Is bankrupt or is being wound up, whose affairs are being administered by the Court, who has entered into an arrangement with creditors, who has suspended business activities or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the Court or for an arrangement with creditors or of any other similar proceedings under national laws or regulations;
(c) Has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) Where a conflict of interest within the meaning of regulation 24 cannot be effectively remedied by other, less intrusive, measures;
(f) Where a distortion of competition from the prior involvement of the economic operator in the preparation of the procurement procedure, as referred to in regulation 41, cannot be remedied by other, less intrusive, measures;
(g) Where the economic operator has shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior contract with a contracting entity, or a prior concession contract, which led to early termination of that prior contract, damages or other comparable sanctions;
(h) Where the economic operator:
(i) Has been guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria; or
(ii) Has withheld such information or is not able to.
III.2.3)Technical capacity
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

competitive dialogue

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

Envisaged minimum number 3: and maximum number 6

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:

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

no

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: 27.5.2016 – 12:00
Payable documents: no

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

27.5.2016 – 12:00

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

20.6.2016

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

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Jisc Services Ltd

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Jisc Services Limited 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. The Public Contracts Regulations 2015 article 91 provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.4.2016

 

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