Webcasting and Audio Visual Equipment Tender
Complete replacement of the existing audio-visual equipment.
United Kingdom-Huddersfield: Radio, television, communication, telecommunication and related equipment
Section I: Contracting authority
I.1)Name and addresses
Huddersfield, West Yorkshire
Contact person: Claire Schweidler
Telephone: +44 1484221000
NUTS code: UKE44
I.2)Information about joint procurement
I.4)Type of the contracting authority
Section II: Object
Provision and Support of Webcasting and Audio Visual Equipment
II.1.2)Main CPV code
II.1.3)Type of contract
Kirklees Council will be undertaking a refurbishment of the Council Chamber during July and August 2019. As part of this work, a complete replacement of the existing audio-visual equipment in the chamber is planned which will include replacement of screens, cameras, delegate speaker/microphones, PA system and induction loop. Therefore the Council wishes to obtain a portable audio-visual solution and a replacement webcast system.
The Council wishes to appoint a single tenderer for the provision, support and maintenance of audio-visual equipment and webcast solution for the delivery of Council Meetings in the Council Chamber and at various locations around the Borough. If subcontractors are used to deliver any of the requirements, the lead tenderer will be responsible for managing the contract delivery and performance.
Tenderers are hereby invited to provide and maintain fitted and portable audio visual and webcasting equipment to enable the delivery of Council Meetings to citizens.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
Kirklees, Huddersfield Town Hall, Ramsden Street, Huddersfield HD1 2TA.
II.2.4)Description of the procurement:
The scope of this contract includes replacement of all the audio-visual equipment and webcasting systems used in the Council for the delivery of public meetings from the central Council Chamber or regional Kirklees offices. System requirements are listed in the technical specifications, which are available to download from www. YORtender.co.uk and all are essential characteristics except where an item is identified as “desirable”.
All items of hardware supplied under this contract will be purchased and should be supported by a full warranty that guarantees next business day loan equipment or replacement of faulty items for the duration of the initial contract period. Options will be requested to extend this warranty if so required, in the event of the contract extension. The contract will also include the provision of ongoing support and maintenance for all supplied hardware and Software for the initial six (6) year period, with the option to extend for a further thirty six (36) months.
The solution will cover 3 distinct areas:
Area 1: Council Chamber (Fixed) Installation: Huddersfield Town Hall’s Council Chamber is the location for most Council meetings involving elected members. These are all webcast through an internet portal with a simultaneous feed to an adjacent room. Consideration should also be given to the upper and lower public galleries which may require additional audio or display facilities.
The main chamber will be refurbished prior to the equipment installation and the successful tenderer will be required to liaise with the design and installations team in order to facilitate any cabling requirements for the fixed solution — tenderers are required to design a suitable system which is sympathetic to the fabric of the Grade 2 listed building.
Area 2: Portable solution: Regular Council meetings are held in regional offices and halls. The style of these may vary from a boardroom style (up to 20 participants) to a “Question and Answer” layout with a panel of up to 6 people facing an audience. The portable solution should be flexible and scalable to allow for a range of different meeting styles and sizes listed below.
Portability of the equipment is important and the highest scores in the evaluation will be awarded for the solution best designed for ease of transportation by a single individual, set-up time, and operational input during live meetings, storage, and automation of equipment.
Proposals will be evaluated on the design for the most complex meeting requirements, but the design should allow for the best use of this equipment in other combinations to suit alternative meeting styles.
Area 3: Webcasting Solution: the ability to webcast all Council meetings is an essential part of our democratic responsibilities in order to engage with citizens. Tenderers should ensure they are familiar with the current webcasting facility available to the public and ensure that the new provision should not fall below what is delivered under the current model. The new solution should integrate seamlessly with the equipment specified in the specification, which is available to download from www. YORtender.co.uk
The Council will retain full copyright on all webcasts, including written transcripts of online conversations and surveys or polls captured by interactive engagement tools of the webcasting system.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
The contract will initially run for a period of seventy four (74) months with the successful economic operator, with the provision to extend the contract by up to a maximum of a further thirty six (36) months.
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
In accordance with:
(i) Article 57 to 60 of Directive 2014/24/EU of the European Parliament and of the European Council; and
(ii) Regulations 57 to 60 of the Public Contracts 2015 (SI 2015/102) (the “Regulations”), which require or permit the contracting authority not to select or to treat as ineligible, economic operators, the Contracting Authority reserves the right to exclude any economic operator whom they deem to not satisfy any criteria outlined within the scoring matrices contained within the standard Selection Questionnaire (“SQ”) within the suppliers’ submission document, which is available to download at: https://www.yortender.co.uk/procontract/supplier.nsf or is available at the address set out in Sections I.1) and I.3) of this notice above.
III.1.2)Economic and financial standing
See Section 4 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Economic operators must submit either a copy of the audited accounts for the most recent two (2) years if requested. If it cannot, then it must provide either:
(a) a statement of the turnover, profit and loss account/income statement, balance sheet/statement of financial position and statement of cash flow for the most recent year of trading for this organisation;
(b) a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or
(c) alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).
Economic operators must also confirm whether or not they are part of a wider group (e.g. a subsidiary of a holding/parent company), and if so must provide confirmation of:
(a) the name of the organisation;
(b) the relationship to the economic operator completing the SQ; the organisation’s company accounts (if available); and confirmation on whether or not this organisation would be willing to provide a guarantee if necessary, and if not would the economic operator be able to obtain a guarantee elsewhere (e.g. from a bank).
See Section 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Economic operators are asked to self-certify whether they already have, or can commit to obtain, prior to the commencement date of the contract, the levels of insurance cover indicated below:
(a) employer’s (compulsory) liability insurance 10 000 000 GBP (in relation to any one claim or series of claims);
(b) public liability insurance 10 000 000 GBP (in relation to any one claim or series of claims);
(c) professional indemnity insurance 500 000 GBP (in relation to any one claim or series of claims); and
(d) product liability insurance 10 000 000 GBP (in relation to any one claim or series of claims).
See Section 4 of the Selection Questionnaire (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
The rationale applied will be economic operators being able to demonstrate an annual turnover of at least twice the estimated annual value of the on going maintenance and support costs of the contract. The anticipated value of the services being procured by the Contracting Authority is approximately thirty thousand pounds (30 000 GBP) per annum.
Therefore, economic operators must demonstrate a minimum annual turnover of at least sixty thousands pounds Sterling (60 000 GBP) to pass. Failure by an economic operator to supply either a copy of the audited accounts for the most recent two (2) years or any one of the document listed in (a) — (c) in Section 4.1 of the SQ may also result in exclusion. Further, any answers which leads the contracting authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the economic operator’s ability to properly perform the contract) that it would be inappropriate to select the economic operator on this occasion may result in exclusion. In addition, if an economic operator indicates in Section 5 of the SQ that its parent or holding company is prepared to guarantee the performance of the economic operator’s company, the information provided in response to Sections 5.1 to 5.3 will be used in the financial assessment of the economic operator.
See 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Failure to indicate “Yes” to any of the required insurances stated in Section 8.1 will result in exclusion.
III.1.3)Technical and professional ability
Economic operators are asked to provide examples of relevant experience in accordance with the requirements set out within Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
See Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Pass — The candidate has provided either:
(a) at least 1 example of a previous contract that meets the minimum requirements set out in Section 6, and demonstrates to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s requirements under the contract; or
(b) a satisfactory reason as to why the economic operator is unable to provide any examples of previous contracts that are relevant to the Contracting Authority’s requirements under the contract, and that meets the minimum requirements set out in Section 6.3 of the SQ.
However, economic operators are asked to note that:
(c) if economic operators need to use more than one example to demonstrate that they possess the relevant general technical expertise and professional experience, they may do so up to a maximum of three (3) examples;
(d) the Contracting Authority reserves the right to confirm the accuracy of any information provided in response to Section 6 of the SQ with any named customer contact(s). Any replies from any named customer contact(s) which lead the Contracting Authority, acting reasonably, to doubt any significant representations made in the economic operator’s responses to Section 6 may result in exclusion.
Fail — The economic operator:
(a) has failed to provide any examples of any previous contracts in response to Section 6 of the SQ; and
(b) has failed to provide a satisfactory reason as to why they were unable to provide any examples; or
(c) the examples given in response to Section 6 of the SQ do not demonstrate to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the Contracting Authority’s requirements under the contract.
III.2.2)Contract performance conditions:
The performance of the contract is subject to particular conditions, as detailed in the tender documents which are available to download at https://www.yortender.co.uk/procontract/supplier.nsf
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders
The Council of the Borough of Kirklees, Civic Centre I, Market Street, Huddersfield HD1 2EY.
At least one (1) representative from finance management, risk performance and IT and one (1) Corporate Procurement Officer will open and record the electronic (and where applicable, written) quotations received by the appointed time at the same time.
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about electronic workflows
The Contracting Authority considers that this contract may be suitable for economic operators that are Small or Medium Enterprises (“SMEs”). However, any selection of economic operators will be based solely on the criteria set out for the procurement, and the contract will be awarded to the most economically advantageous tenders on the basis of most economically advantageous tender.
The procurement documentation can be found at: https://www.YORtender.co.uk/procontract/supplier.nsf
In accordance with Regulation 86 (Notices of decisions to award a contract or conclude a framework), Regulation 87 (Standstill periods) and Chapter 6 (Applications to Court) of the Public Contracts Regulations 2015 (SI 2015/102), the Contracting Authority will incorporate a minimum ten (10) calendar day standstill period at the point that information on the award of the Contract is communicated to economic operators. This period allows any unsuccessful economic operator(s) to seek further debriefing from the Contracting Authority before the award of the Contract to the successful economic operators. Such additional information should be requested from the address at Sections I.1) and I.3) of this notice above. If an appeal regarding the award of the contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) provide 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). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or sought to have grounds for starting the proceedings had arisen. The Court may extend the time limited for starting proceedings where the Court considers that there is a good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been awarded, the Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If however the Contract has been awarded, the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ineffective.
VI.5)Date of dispatch of this notice: