Audio Visual Maintenance Services Scottish Court Service

Audio Visual Maintenance Services Scottish Court Service

The Authority is looking to appoint an experienced Contractor to provide maintenance and repair services for all audio-visual and video-conferencing equipment installed at the Authority’s premises.

UK-Edinburgh: repair and maintenance services of audio-visual and optical equipment

2012/S 52-085277

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Scottish Court Service
Saughton House, Broomhouse Drive
Contact point(s): Procurement
For the attention of: Milena Bandere
EH11 3XD Edinburgh
UNITED KINGDOM
Telephone: +44 1314443411
E-mail: procurement@scotcourts.gov.uk
Fax: +44 1314439467

Internet address(es):

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

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00396

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

Body governed by public law
I.3)Main activity

Other: Administration of Justice
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 audio-visual maintenance services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Various locations throughout Scotland.
NUTS code UKM

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 Authority is looking to appoint an experienced Contractor to provide maintenance and repair services for all audio-visual and video-conferencing equipment installed at the Authority’s premises. Note that Public Address systems at the Authority’s premises (in public areas or in courtrooms) are not subject to maintenance under this contract, but as audio output from audio-visual systems may be fed into these systems, a cooperative arrangement with the incumbent suppliers of both systems will be expected to avoid disputes over demarcation of responsibility. The Contractor will be also expected to make regularly scheduled preventative maintenance visits that will help to extend the life of SCS’s audio visual equipment.
Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland web site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=218595.

The awarding authority has indicated that it will accept electronic responses to this notice via a “Tender Submission Postbox” facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=218595.

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. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

50340000, 32232000, 32321200

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:

The standard courtroom setup consists of a rack of equipment containing DVD and video tape players, cassette player, document camera, video-conferencing unit (where appropriate) and all associated distribution and switching units. The Contractor will be expected to respond to requests for attendance to repair faults as the need arises for the duration of the Contract. The scope includes annual preventative maintenance visit at each location. All equipment should be fully tested and any faulty equipment should be repaired or replaced.
Estimated value excluding VAT:
Range: between 400 000 and 700 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Initial period of the contract is 3 years. The Contracting Authority will have the option to extend the contract for 2 periods of 12 months each.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Advance quarterly payments associated with annual maintenance and support services; delivery payments for any repairs or equipment replacements.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Jointly & several.
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: Aa set out in PQQ.
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 reference from their bank;
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance;
(3) 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;
(4) 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:
As set out in PQQ.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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 number of operators: 1
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 below

1. Quality

2. Delivery program

3. Cost

4. Community benefits

5. Sustainability

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:

Proc 1-65
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

12.4.2012 – 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

27.4.2012
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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2016.
VI.2)Information about European Union funds
VI.3)Additional information

PQQ Submissions can be created and submitted up to the stated deadline. Once the deadline has passed submissions can neither be created nor submitted. It is not advisable for Suppliers to wait until the last moment before creating and dispatching a response in case of any last minute problems. If a Supplier is having problems uploading to the PCS site, then the SCS must be informed well in advance and depending upon the merit of the case, the SCS may arrange for the tender to remain open on the PCS system for a short period after the deadline time stated.
Postbox security: postbox submissions cannot be accessed by anyone, including Millstream, (the provider of the Public Contracts Scotland system) until the deadline.
Suppliers should note that when asked to complete a PQQ and/or tender document, the document must be submitted in the file type in which it was issued (Word, Excel etc.). Files of any alternative type may only be used where documents are for attachment, rather than completion.
THe Authority anticipates shortlist max 6 suppliers to be invited to tender.
(SC Ref:218595).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Scottish Court Service
Saughton House, Broomhouse Drive
EH11 3XD Edinburgh
UNITED KINGDOM
E-mail: procurement@scotcourts.gov.uk
Telephone: +44 1314443409
Internet address: www.scotcourts.gov.uk

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Scottish Court Service
Saughton House, Broomhouse Drive
EH11 3XD Edinburgh
UNITED KINGDOM
E-mail: procurement@scotcourts.gov.uk
Telephone: +44 1314443409
Internet address: www.scotcourts.gov.uk

VI.5)Date of dispatch of this notice:13.3.2012