Managed Intranet and Telephony Service

Managed Intranet and Telephony Service

The University of Edinburgh are re-tendering for the delivery of a fully managed Intranet data and telephony service for use by both students and commercial guests.

United Kingdom-Edinburgh: Installation services of line telephony equipment

2013/S 179-309288

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: George Reid
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: george.reid@ed.ac.uk
Fax: +44 1316502154

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: https://in-tendhost.co.uk/edinburgh/

Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: George Reid
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: george.reid@ed.ac.uk
Fax: +44 1316502154
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: George Reid
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: george.reid@ed.ac.uk
Fax: +44 1316502154
Internet address: https://in-tendhost.co.uk/edinburghuni

Tenders or requests to participate must be sent to: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: George Reid
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316502508
E-mail: george.reid@ed.ac.uk
Fax: +44 1316502154
Internet address: https://in-tendhost.co.uk/edinburghuni

I.2)Type of the contracting authority

Other: University
I.3)Main activity

Education
Other: University
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:

EC/0599/Resnet4- Managed Intranet and Telephony Service.
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: Edinburgh
NUTS code UK

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 University of Edinburgh are re-tendering for the delivery of a fully managed Intranet data and telephony service for use by both students and commercial guests. The service will be delivered to approximately 6 000 bedrooms in multiple locations throughout the south side of the city of Edinburgh. The number of rooms is expected to increase to ~8 000 rooms during the period of the contract. The period of the contract is expected to be for 5 years starting on 1.9.2014. In addition to a hard wired service to bedrooms, it is expected that the provision of WiFi will be widespread across the estate. A VoIP telephony service will be delivered to ~2 300 rooms across 2 main and to all family accommodation.
II.1.6)Common procurement vocabulary (CPV)

51340000, 32412120

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:

Accommodation Services (AS) is a self funding Business Unit within The University of Edinburgh (UoE) responsible for the provision of accommodation to students and, also to commercial guests throughout the year. The Unit’s main administrative support activities are carried out at Pollock Halls of Residence. The Unit’s current stock consists of approximately 5 900 bedrooms including 3 all-year-round facilities offering a total of 196 rooms & apartments a fully commercial basis. There is a further year round commercial property (Salisbury Green) whose data service is currently outside the scope of the current contract. It is the intention to bring this property into line with all other commercial properties with regard to the data service. The accommodation is predominantly owned by The University of Edinburgh but there are some residences under short and long lease agreements. The long lease properties have lease dates which end after the proposed period of the contract, but the University will seek written permission to extend the service provision in these areas. This is not envisaged to be an issue as it was granted by the landlords in relation to the current contract. Please note that none of the short lease properties in the AS stock fall into this category and they do not form part of this ITT.
There are approximately 5 900 bedrooms from which UoE students have access to a managed Internet (32Mbs) and VoIP Telephony service. The major concentration of these bedrooms is at Pollock Halls (~2 250). The remaining residences are located at various sites located mainly in the south of the City within a 2 mile radius of Pollock Halls of Residence. The number of study bedrooms will increase by ~570 in September 2014; ~730 in 2015 and ~430 in 2016. There is potential for a further 200+ beds in 2017 or later. All the new accommodation will form part of this contract. Due to some of the complexities of the delivery of this project, full consideration must be given to lead times for service provision e.g. fibre links and restrictions imposed by The City of Edinburgh Council around the central areas at certain times of the year; the cost of upgrading or extending power supplies to deliver the specified services and transfer or otherwise of telephone number range.
Student Tenancy Agreements for all properties are of varying lengths but will not exceed 52 weeks in any one year. The data and telephony services are currently delivered by one supplier (apart from Salisbury Green whose data services are provided by The University). It is expected that the following will be delivered within the scope of the new contract – a hard wired data service to all individual bedrooms and some communal areas, which must be quick and easy to register for; a VoIP telephony service to the largest accommodation site, Pollock Halls, and all commercial properties; an extensive WiFi coverage to both communal areas and bedrooms that will ensure a high quality and reliable service. The WiFi service delivered must have a minimum specification of 802.11n.
The current contractual agreement with the UoE terminates at the end of the 2013/14 academic year, the actual end date is 10.9.2014. The new contract is expected to start on the 1.9.2014. This is prior to Coming Up Weekend for the academic year 2014/15, which is when all new students are due to arrive.
During the summer months when the residences are not occupied by students the accommodation is used for commercial letting activity. Therefore, a major challenge for this procurement will be to maintain continuity of services during any transitional period and minimise disruption to student and/or commercial customers. Consequently, the flexibility of the suppliers approach to meeting the demands of this challenge will play a significant part of the evaluation of their submission. It should also be noted that in relation to new properties the planning of the implementation and the experience of the project manager will be key to ensuring that there are no delays in delivery of the services described, or that such delivery has any impact on the actual delivery of the buildings under the construction contract.
It is expected that the service will also be supported remotely via a Helpdesk. The availability of the Helpdesk must be at least 362 days per annum and at least 18 hours per day including peak times. It will be expected that there will be more than one method available to enable the user to contact the Helpdesk. In addition the supplier is expected to provide on-site support at critical times of the year, and facilitate on-site engineering support to minimise any un-planned downtime.
Estimated value excluding VAT:
Range: between 3 000 000 and 4 500 000 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

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

Plc
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As stated in the ITT.
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: Conditions as stated in the Selection Criteria in the ITT.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the Selection Criteria in the ITT.
Minimum level(s) of standards possibly required: As stated in the Selection Criteria in the ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the Selection Criteria in the ITT.
Minimum level(s) of standards possibly required:
As stated in the Selection Criteria in the ITT.
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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. Infrastructure and Project Delivery. Weighting 30

2. Service Levels and Support Requirements. Weighting 30

3. Service Delivery Requirement. Weighting 20

4. Registration Process. Weighting 7

5. Telephony Service. Weighting 5

6. Support and Guidance Materials. Weighting 5

7. Additional Services. Weighting 3

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:

EC/0599/Resnet4
IV.3.2)Previous publication(s) concerning the same contract
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: 18.10.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

23.10.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 23.10.2013 – 12:00
Place:

Edinburgh

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: The service will be re-tendered at the end of this service.
VI.2)Information about European Union funds
VI.3)Additional information

Additional Information
Some but not all of the following Mandatory Requirements are given below to give suppliers information on the scale, scope and complexity of this project.
The supplier must ensure that the answers to the Mandatory requirements are referenced to ITT scored questions. It is expected that all answers must be supported by examples; drawings; diagrams and other evidence.
M1.1
The supplier must explain how they will provide a wired internet service to all bedrooms as specified in Appendix 1, 2 and 3.
— This is to include the provision of the necessary in-room network cable to connect one computer.
M1.2
The supplier must explain how they will provide a wireless internet service to all common areas as specified in Appendices 1 and 5, in order to ensure there is a usable signal strength to both study and seating areas within each common area. All wireless access points must be POE.
M1.3 The supplier must explain in detail how they will extend the current wireless coverage to provide a wireless internet service to all bedrooms as specified in Appendix 1, 2 and 3. The wireless service must provide a usable signal strength to study, seating and bed areas within each bedroom. All wireless access points must be POE.
M1.4
The supplier must provide a high level project plan with a clear explanation of the detail with regard to the major milestones, tasks and timeframes for the delivery of all required services in all properties specified in Appendices.
M1.5
The supplier must explain how they will ensure a consistent and reliable internet service to the administrative offices, CCTV and door entry equipment as specified in Appendices 6 and 7. This service must be in the form of a VLAN link or equivalent to the University of Edinburgh network (EdLAN).
M1.6
The supplier must explain how they will provide an internet service to the site laundries as specified in Appendix 9, and how they will liaise with laundry provider to ensure service continuity.
M1.7
The supplier must explain how they will achieve the delivery of all services by 31.8.2014.
M1.8 The Salisbury Green Hotel on the Pollock Halls site is a commercial property currently using the University Network for wired and wireless access to all rooms. It is a requirement that the supplier install the wired and wireless data solution to all rooms to replace this system, please explain how this change would be achieved.
M1.9 The supplier must explain how they will provide an external wireless service to the areas specified in Appendix 16.
M2.1
The supplier must provide a monthly report to Accommodation Services and explain how the report will reflect the continuity of service and customer support.
M2.2 Please provide details of the issues that operational review meetings cover. The meetings must be held in person with the University at least 3 times each year.
M3.1
The wired internet service delivered to all rooms must start at a minimum of 32 Mb/s with an annual increment for each year of the contract.
M3.2
The wired data service must allow easy, fast and secure login methods.
M3.3 The wireless data services must allow easy, fast and secure login methods.
M3.4 Residents must be able to connect more than one device in their room.
M3.5
Data services must have no download caps or blocking of access to internet sites or protocols except those required by law or for the security of the users.
M3.6 The wireless service delivered must have a minimum specification of 802.11n.
M3.7 The wireless service must include eduroam for student use to provide full compatibility with the University of Edinburgh wireless networks. A separate system must be available for commercial guests.
M4.1
The registration process for the internet must be on-line, and present as a “plug & play” experience to users
M4.2
The registration and payment mechanism(s) process for the telephone service must be easy for the user to complete.
M5.1
A telephone service must be delivered to bedrooms or common areas as specified in Appendix 1, 2 & 3.
M5.2
A telephone service must be delivered to site offices as specified in Appendix 6.
M5.3 The service must consist of a hardware telephone in each room specified.
M5.4
All telephones must be able to call emergency services numbers directly.
M5.5
All telephones must allow free calls between room phones.
M5.6 All telephones must allow free calls to and from the Accommodation Services administrative telephone system.
— Note – this is currently achieved by a link to our admin telecommunications hub at Holland House.
M5.7
The charging mechanism must consist of 2 distinct features:
— All telephones must allow free calls to the list of welfare and support numbers specified in the Appendix 15.
— Student and commercial users must be charged directly for phone usage.
M5.8
There should be no restriction placed on access to low call cost providers especially in relation to international services.
M5.9
An option for prepayment must be available for users without credit cards (e.g. Prepaid vouchers or phone cards).
M5.10 Handsets must use Power Over Ethernet or equivalent. Separate power supplies are not acceptable.
M6.1
A support desk must be staffed and available for a minimum of 18 hours per day.
M6.2
The support desk must be contactable by phone and email.
M7.1 The University will not accept any form of advertising on the product delivered to student rooms.
(SC Ref:275320)
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:11.9.2013