Concierge Centralisation Project

Concierge Centralisation Project

Newcastle City Council.

UK-Newcastle upon Tyne: surveillance and security systems and devices

2012/S 22-035424

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Newcastle City Council
Newcastle Civic Centre, Barras Bridge
For the attention of: Daniel Warnock
NE1 8PR Newcastle upon Tyne
Telephone: +44 1912784384
Fax: +44 1912788768

Internet address(es):

General address of the contracting authority:

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

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: yes

Leazes Homes
YHN House, Benton Park Road
NE7 7LX Newcastle upon Tyne

Byker Community Trust
YHN House, Benton Park Road
NE7 7LX Newcastle upon Tyne

Section II: Object of the contract

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

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

Realisation, by whatever means of work, corresponding to the requirements specified by the successful tenderer
Main site or location of works, place of delivery or of performance: Newcastle upon Tyne.
NUTS code UKC22

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)

Your Homes Newcastle (YHN) is an Arms-Length Management Organisation (ALMO) that was established by Newcastle City Council in 2004 to manage its housing stock. YHN operates a Concierge Service across over 60 multi-storey blocks having over 5 000 flats which are occupied by approximately 6 000 tenants and leaseholders. The Concierge Service is currently located on each site in a lodge.
The Concierge Service is provided through the use of extensive CCTV, intercom and door access systems, all operating on a local site basis. The equipment is reaching the end of its useful life and is in need of renewal.
YHN seeks to centralise this Service by upgrading the equipment within the blocks and then linking each service back to a newly created central enquiry, monitoring and contact centre at YHN House. All works will be carried out within occupied premises with all services needing to be maintained during the course of the works.
YHN invites expressions of interest from suitably experienced Contractors to pre-qualify for invitation to tender (ITT) for the overall on site management, supply and installation of systems required to deliver the project, together with the provision of an optional multi-year framework agreement for post installation planned preventative maintenance and fully inclusive support of the installations.
The works will include:
Remote Blocks: De-commissioning of existing Concierge systems. Provision of new intercom, CCTV and door access systems using a structured cabling IP based network including local digital video recording. All associated works including buildersworks, containment, new equipment room services M&E services and un-interruptible power supplies.
Central Enquiry Centre: Provision of central system servers, testing and commissioning of network interfaces from remote blocks to new operator workstations and including operator training. Software integration across systems will be required in order to provide an effective and efficient operator interface. Additionally, integration with YHN’s Customer Relationship Management System will be required.
The communications network used to link the blocks back to YHN House will be provided by others and the enquiry centre accommodation and associated infrastructure is already in place.
II.1.6)Common procurement vocabulary (CPV)

35120000, 45222300, 45200000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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 contractor will supply and install all equipment needed for the Concierge Centralisation Project and all anciliary work. It is anticipated that the upgrades to the blocks will be ‘staggered’ rather than all at once – the work is expected to last 2-3 years. The sites are scattered across Newcastle upon Tyne.
This work may also encompass properties owned by Leazes Homes and the Byker Community Trust, organisations that the Council has a stake in, and that YHN currently manages, but are indepenent from both. Therefore this contract may be accessed by Leazes Homes or Byker Community Trust.
Estimated value excluding VAT: 9 000 000,00 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, insurance, or any other form of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

To be set out in the contract documents.
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: All applicants are required to complete and return a detailed pre-qualification questionnaire prepared by the Contracting Authority and provide such supporting evidence as may be requested by the deadline stated in IV.3.4. The PQQ can be downloaded from the Contracting Authority’s e-tender portal –

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire.
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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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
Objective criteria for choosing the limited number of candidates: As stated in the Pre-Qualification Questionnaire.
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:

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

29.2.2012 – 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

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: 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

1. Under this procurement, the contractor is required to participate actively in the economic and social regeneration of the locality of, and surroundings of, the place of delivery for the procurement. Contract performance conditions may therefore relate in particular to social and environmental considerations.
2. The Contracting Authority reserves the right in line with Regulation 14 (1) (d) (ii) of the Public Contract Regulations 2006 (Article 31 (4) (b) of Directive 2004/18/EC) to award further contracts to the successful provider where these are a repetition of the services to be provided under this contract.
3. This contract may be utilised by Leazes Homes and Byker Community Trust.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1.
If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) Regulations 2009 (SI 2009 No. 2992) 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 which does not seek a declaration of ineffectiveness must be brought promptly (and in any event within 3 months). An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract and a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into.
Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into. The commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:30.1.2012