CCTV Tender Rhondda Cynon Taf

CCTV Tender Rhondda Cynon Taf

Tender for Out of Hours, Door Entry Service and CCTV Monitoring Provider(s).

United Kingdom-Pontypridd: Closed-circuit television cameras

2014/S 182-321360

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

RCT Homes
Ty Pennant, Mill Street
Contact point(s): Procurement (Finance)
For the attention of: Leanne Edwards
CF37 2SW Pontypridd
UNITED KINGDOM
Telephone: +44 1443494609

Internet address(es):

General address of the contracting authority: www.rcthomes.co.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0787

Electronic access to information: www.sell2wales.gov.uk

Electronic submission of tenders and requests to participate: www.sell2wales.gov.uk

Further information can be obtained from: RCT Homes
Ty Pennant, Mill Street
Contact point(s): Procurement (Finance)
For the attention of: Leanne Edwards
CF37 2SW Pontypridd
UNITED KINGDOM
Telephone: +44 1443494609
Internet address: www.rcthomes.co.uk

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 agency/office

I.3)Main activity

Housing and community amenities

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:

Tender for Out of Hours, Door Entry Service and CCTV Monitoring Provider(s).

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: RCT.

NUTS code UKL15

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)

RCT Homes, through a competitive tender process wishes to appoint contractors to deliver a Service for the provision of:
1) Out of Hours Telephone Support.
The successful provider will be required to:
1. Log all emergency calls requiring action and refer these to the on call Duty Officer. The log of calls and action taken is to be e-mailed to RCT Homes the next working day. If a call does not relate to a repair, there is a requirement for the successful provider to log the call so that staff at RCT Homes can deal with it the following working day if appropriate.
2. The successful supplier will be required to provide a termination point (dedicated telephone number / ideally 0300) to which our priority telephone lines will connect.
2) Monitoring and Door Entry Access Services.
A door entry system provides an increased level of security and protection to residents and door entry calls may be diverted to the successful supplier in the absence of a response from a resident or member of scheme staff;
In the event of request for access to the scheme the successful supplier shall:
— Check if the caller has called the relevant flat;
— Where possible, check CCTV to validate ID of caller;
— Establish the caller’s name;
— Establish the name and flat number of the resident they are visiting;
— Ask the caller to wait whilst checking with the resident;
— Contact the resident with the caller’s details; and only if the resident agrees, release the door lock and admit the caller.
3) CCTV Monitoring Services.
RCT Homes operates a number of CCTV systems across Rhondda Cynon Taff comprising:
— 113 Overt Cameras located across its estates- a mixture of PTZ and static cameras located on columns in public spaces, on and inside its housing blocks. Across the borough the cameras are distributed as follows: Rhondda x 48 cameras, Cynon x 45 cameras, Taff x 20 Cameras;
— 2 Redeployable WCCTV Covert Nano CCTV cameras;
— 1 Redeployable WCCTV Mini Dome and slave camera;
— Internal and external cameras located on it’s Head Office and four Area Offices.
The WCCTV systems are operated via the 3g network, whilst all other systems have currently store data on internal hard drives stored securely on site in the vicinity of the camera locations and are accessed via broadband and dedicated BT lines.
The current stock of cameras and associated equipment are in excess of 8 years old and large portions of the cameras are not operational. The CCTV provision of RCT Homes is currently under review pending further renewal. To date, the following numbers of cameras have been upgraded and are in a monitorable state:
Rhondda: 35
Cynon: 10
Taff: 2
All office, overt and covert cameras are operational.
The successful provider will provide a pricing structure to accommodate the pending review of CCTV provision which encompasses variations in camera type (fixed or PTZ), number and location.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=15119

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.sell2wales.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)

32234000, 32412100, 64200000, 64210000, 64214000, 64214200, 64227000, 32523000, 32543000, 79511000, 92222000

II.1.7)Information about Government Procurement Agreement (GPA)

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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: 408 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.4.2015. Completion 31.3.2019

Information about lots

Lot No: 1Lot title: Out of Hours Telephone Support

1)Short description

RCT Homes manages 650 properties including 25 sheltered housing schemes and 2 supported housing projects, employing a team of scheme coordinators and support staff to provide housing management and support services to our tenants and residents. The housing schemes have ‘warden call’ alarms and hard wired fire alarm systems that link into the central control systems along with a small number dispersed alarms in the sheltered complexes.

2)Common procurement vocabulary (CPV)

32412100, 64200000, 64210000, 64214000, 64214200, 64227000, 32523000, 79511000

3)Quantity or scope

1. Log all emergency calls requiring action and refer these to the on call Duty Officer. The log of calls and action taken is to be e-mailed to RCT Homes the next working day. If a call does not relate to a repair, there is a requirement for the successful provider to log the call so that staff at RCT Homes can deal with it the following working day if appropriate.
2. The successful supplier will be required to provide a termination point (dedicated telephone number / ideally 0300) to which our priority telephone lines will connect.
RCT Homes has a named member of staff on call to deal with emergencies which cannot be dealt with by the out of hours emergency contractors. This will be provided to the successful supplier upon contract award.
Overall stock numbers for the general needs properties are 10 064.
Average Sheltered calls per year = 58 490.
Average Repair calls per year = 11 558.
Average ASBO calls per year = 150.
Suppliers may also be required to provide these support services within general office hours if RCT Homes headquarters and premises close due to evacuation or Business Continuity Planning scenarios; or on isolated occasions to be pre-determined at contract award.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

It is estimated that the combined value per annum of Lot 1 and 2 is 72 000 GBP — values per Lot will be provided at the ITT stage.

Lot No: 2Lot title: Monitoring and Door Entry Access Services

1)Short description

A door entry system provides an increased level of security and protection to residents and door entry calls may be diverted to the successful supplier in the absence of a response from a resident or member of scheme staff.

2)Common procurement vocabulary (CPV)

64214200

3)Quantity or scope

In the event of request for access to the scheme the successful supplier shall:
— Check if the caller has called the relevant flat;
— Where possible, check CCTV to validate ID of caller;
— Establish the caller’s name;
— Establish the name and flat number of the resident they are visiting;
— Ask the caller to wait whilst checking with the resident;
— Contact the resident with the caller’s details; and only if the resident agrees, release the door lock and admit the caller.
Where a password for named persons which may include Client staff has been agreed with the Scheme Manager or other designated support staff, the successful supplier must list these details on the door entry records. This will be provided to the successful supplier upon contract award and as and when required subject to amendments.
If the caller is a doctor/emergency services the successful supplier must follow the steps set out above unless their visit is at the request of the Monitoring Centre when immediate entry should be allowed following verification of their identity.
If the resident is too ill to respond in the event of a visit from the doctor then the successful supplier must establish the doctor’s identify by asking for the residents’ full name, date of birth and reason for visit; if this is not satisfactory, the successful supplier must get alternative verification. This procedure will be outlined within the ‘Tier’ document which will be provided to the successful supplier upon contract award.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

It is estimated that the value per annum for Lots 1 and 2 is 72 000 GBP — a value per Lot will be provided at the ITT Stage.

Lot No: 3Lot title: CCTV Monitoring

1)Short description

RCT Homes operates a number of CCTV systems across Rhondda Cynon Taff comprising:
— 113 Overt Cameras located across its estates- a mixture of PTZ and static cameras located on columns in public spaces, on and inside its housing blocks. Across the borough the cameras are distributed as follows: Rhondda x 48 cameras, Cynon x 45 cameras, Taff x 20 Cameras.
— 2 Redeployable WCCTV Covert Nano CCTV cameras.
— 1 Redeployable WCCTV Mini Dome and slave camera.
— Internal and external cameras located on it’s Head Office and four Area Offices.
The WCCTV systems are operated via the 3g network, whilst all other systems have currently store data on internal hard drives stored securely on site in the vicinity of the camera locations and are accessed via broadband and dedicated BT lines.
The current stock of cameras and associated equipment are in excess of 8 years old and large portions of the cameras are not operational. The CCTV provision of RCT Homes is currently under review pending further renewal. To date, the following numbers of cameras have been upgraded and are in a monitorable state:
Rhondda: 35
Cynon: 10
Taff: 2
All office, overt and covert cameras are operational.
The successful provider will provide a pricing structure to accommodate the pending review of CCTV provision which encompasses variations in camera type (fixed or PTZ), number and location.
1.6.1 The PQQ will be used to assess potential partners to go forward to be invited to respond to the Invitation to Tender (ITT).
1.6.2 It is expected that all partners will have a commitment to co-operative and inclusive working to share best practice and to develop consistent reporting, Key Performance Indicators (KPI’s) and benchmarking. The detail and administrative burden of reporting will be appropriate to the size of any contract issued.
1.6.3 Commencement is generally intended for April 2015 and the duration is intended to be for 4 years (48 months). Progression from year to year will be subject to a formal annual performance review (the final adjudicator of performance being the Client).

2)Common procurement vocabulary (CPV)

32234000, 92222000

3)Quantity or scope

As above.
Estimated value excluding VAT: 30 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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 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:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) 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.
(3) 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.
(4) 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.
(5) 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.
(6) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(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.
(10) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
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 minimum number 5: and maximum number 10
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:

RCT022

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

Other previous publications

Notice number in the OJEU: 2014/S 151-271588 of 5.8.2014

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

27.10.2014 – 10:00

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

10.11.2014

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

Please note, TUPE may apply to this contract for 5 FTE’s, however this will only apply to Lot 1 of the contract — Out of Hours Telephone Support.
Confirmation of potential TUPE implications will be confirmed at Invitation To Tender stage.
This contract will have a 3 month mobilisation period which will allow time for the TUPE transfer to take place.
(WA Ref:15119)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Tenderers are expected to commit to the delivery of Community Benefits. Within their proposals suppliers may offer delivery of one or more of the following:
1. Provide sponsorship to support to GrEW’s Driving School,
2. Facilitation of work experience placements,
3. Contribute labour and/or materials for RCT Homes Give and Gain days within the community,
4. Donation commitment to Meadow Prospect RCT Homes charitable subsidiary,
5. Provide pro-bono services to RCT Homes and its partners’,
6. Employ staff who reside within the RCT Homes unitary authority,
7. Donation commitment to RCT Homes Apprentice Academy,
8. Appointment of a new direct supplier employed apprentice.
Note: The list above is not definitive or exhaustive and suppliers may wish to offer alternative methods and mechanisms of providing Community Benefits.
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:

18.9.2014