Managed IT Services and Infrastructure Refresh

Managed IT Services and Infrastructure Refresh

St. Anne’s Community Services is looking to outsource the management of their existing Server and Network Infrastructure and application portfolio.

UK-Leeds: IT services: consulting, software development, Internet and support

2012/S 28-045487

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

St Anne’s Community Services
6 St. Mark’s Avenue
Contact point(s): Shaw Consulting Ltd
For the attention of: Chris Shaw
LS2 9BN Leeds

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

Managed IT Services and Infrastructure Refresh.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: 6 St. Mark’s Avenue
LS2 9BN.
NUTS code UKE42

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

St. Anne’s Community Services is looking to outsource the management of their existing Server and Network Infrastructure and application portfolio. In addition, they are looking to implement the required infrastructure (be that Cloud,Server Hosting or Co-location) to provide a secure remote access solution for 1 200 remote workers to access email, data, applications and intranet services. The appointed supplier will responsible for transition of the on-premises applications and data into a managed environment and taking the responsibility for ensuring the infrastructure and access to the infrastructure from St. Anne’s office locations is resilient.
From the go-live date, the appointed organisation will take over full management of the infrastructure. This includes user support, server, network (LAN, WAN & Internet including firewall) support, management, capacity planning, backup and DR, upgrading of Hardware, Operating systems and applications through liaising with the existing 3rd party providers. When it comes to managing the applications, some of these have backend databases which will need to be maintained.
The service needs to be backed up by a robust Service Level Agreement, and within the design of the solution growth / contraction of user numbers needs to be flexible, as does the charging model. For avoidance of doubt there will be no TUPE implications with this outsourcing tender.
II.1.6)Common procurement vocabulary (CPV)

72000000, 72511000, 72250000, 48220000, 48514000, 48710000, 48820000, 32400000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

It is St. Anne’s ICT strategy to establish a secure, up-to-date and viable IT infrastructure in order to establish efficiencies from the growing use of on-line real time work processes (linked to the integration of back-office support systems) and through improved quality management through the use of integrated data and information management. The delivery of the strategy is therefore seen to be in two phases:
Securing a sustainable method for server management, network development (to achieve an efficient and cost effective remote access solution), helpdesk support and software licence management – see below.
Access Intranet, Email and files from computers not linked to St. Anne’s network, using appropriate security and encryption, thus increasing flexibility and mobility.
Connect smart-phone/PDA units to network for email synchronisation.
Work in the event of a disaster at any one of our sites or indeed from any location with a connection to the internet.
An increase in email and data server capacity is needed to meet the current and future needs of the business.
Provision of encrypted (secure) email capability.
An increase in resiliency of the systems by locating the key systems in a datacentre (migrating core servers) with appropriate resiliency, links to St. Anne’s and a much faster and more convenient backup and restore strategy. Disaster Recovery provision to be provided by a replicated environment such that systems can be quickly and easily restored to service.
Provision of managed helpdesk, second/third line, server and network support for the existing servers, network, hardware/software and user base, and to continue that support with the new infrastructure.
To provide suitable hardware and software such that the aims of Phase 2 can be fulfilled through a subsequent tender.
To establish, through the development of integrated data management, an intranet solution based on SharePoint 2010 and Office 2010 which will:
a) enable users to efficiently perform work related activities on line in real time
b) provide the management information St. Anne’s requires in order to manage both quality and efficiency.
Examples of ‘a’ include keeping care and support plans up to date, risk assessments, booking leave, booking training, booking maintenance etc. these tasks may integrate with back end systems.
Examples of ‘b’ include KPI’s and other management reports using data from back end systems.
Also included in Phase 2 is the evaluation and possible procurement of a video/web conferencing solution – this also will be a separate tender.
Integration of telephone system contracts and technology.
This procurement focuses attention on Phase 1 of the proposed ICT development although suppliers are expected to provide a suitable network and server environment such that the aims of Phase 2 can be pursued in a separate subsequent tendering exercise.
II.2.2)Information about options
II.2.3)Information about renewals
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:

Dependent on the suppliers status, a performance bond or guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

St. Anne’s specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The contract for delivery of these services is to be based on the OGC Buying Solutions Managed Services Framework model contract. For convenience areas not relevant to the provision of these services (such as MoD work, security clearance etc.) have been removed from these documents.
The contract will be initially for 3 years, with an option to extend for a further one year, followed by a further option to extend for another 1 year. The contract length detailed in ‘II.3) Duration of the contract or time limit for completion:’ of this contract notice reflects the maximum contract notice length.
The costs of responding to the tender will be borne by the respondent and St. Anne’s will not be liable for the suppliers costs.
St. Anne’s are not bound to accept any or all of the suppliers response.
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 interested parties will be sent a Pre-Qualification Questionnaire (PQQ) which needs to be completed in full and returned back no later than 12pm on the 15.3.2012.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: A Dunn & Bradstreet Compact Credit Check will need to be provided by your organisation. The credit check needs to have been carried out in the last month. Applicants assessed as having an “Average”, “Lower than average” or “Minimum” risk of business failure will pass this criterion.
Note: Failing to provide a Dunn & Bradstreet credit check will fail this criterion.
Minimum level(s) of standards possibly required: Other areas are assessed based on the responses to the PQQ questions.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluated as part of the PQQ.
Minimum level(s) of standards possibly required:
Evaluated as part of the PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
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: no

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 8
Objective criteria for choosing the limited number of candidates: Using the pre-qualification questionnaire suppliers will be short listed based on the analysis performed in the financial, legal, and technical areas. Some questions contained within the PQQ may require a “Yes” or “No” response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered “No”, St. Anne’s may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon there order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a consensus team score. Incomplete responses will reduce the suppliers chance of being short listed and in some cases will exclude the supplier.
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

15.3.2012 – 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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

St. Anne’s Community Services
6 St. Mark’s Avenue
LS2 9BN Leeds
Internet address:

Body responsible for mediation procedures

St. Anne’s Community Services
6 St. Mark’s Avenue
LS2 9BN Leeds
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals should be sent to Michael Smart, St. Anne’s Community Services, 6 St. Mark’s Avenue, Leeds, LS2 9BN.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:7.2.2012