PBX Maintenance Tender Including Supply of Mitel Enterprise Licenses and Handsets

PBX Maintenance Tender Including Supply of Mitel Enterprise Licenses and Handsets

The contract is for the maintenance, support and development of the Trust’s highly complex heterogeneous telecoms network and the provision of Mitel handsets and enterprise licences to replace the existing Aastra IP Handsets.

United Kingdom-London: IP telephone services

2014/S 192-339347

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

King’s College Hospital Foundation Trust
Procurement Department, 129 Coldharbour Lane, Camberwell
Contact point(s): Procurement Department
For the attention of: Gareth Borer
SE5 9NY London
Telephone: +44 2032994528
E-mail: garethborer@nhs.net
Fax: +44 2032993812

Internet address(es):

General address of the contracting authority: http://www.kch.nhs.uk

Electronic access to information: https://www.delta-esourcing.com/delta/index.html

Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com/delta/index.html

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


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:

PBX Maintenance including supply of Mitel Enterprise Licenses and Handsets

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

Service category No 5: Telecommunications services
NUTS code

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)

IP Telephone services. Telephone equipment. Telephone network maintenance services. The contract is for the maintenance, support and development of the Trust’s highly complex heterogeneous telecoms network and the provision of Mitel handsets and enterprise licences to replace the existing Aastra IP Handsets.

II.1.6)Common procurement vocabulary (CPV)

64215000, 32550000, 50334110

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

The contract is covered by the Government Procurement Agreement (GPA): no


This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

About the Telephony Service at King’s College. The Trust’s Telecoms network spans across The Trust main sites, King’s College Hospital at Denmark Hill, Princess Royal University Hospital (PRUH) in Farnborough, Orpington Hospital in Orpington and Beckenham Beacon in Beckenham serving around 11500+ extensions provided via the main three PBX systems: Mitel MCD, Unify iSDX and Aastra MD110.All the PBXs are inter-connected and calls are routed to provide traffic optimisation and best value for the Trust.A Unified Dial Plan has been implemented in 2014 to give the illusion of a single phone network across all sites and plans are underway to extend all the main services (Voicemail, Contact Centre, MAJAX and Patient Reminders) to all the main sites. Below is a brief summary breakdown of the equipment to be covered – a full listing will be made available in the ITT:KCH Denmark Hill Mitel Cluster (MCD 5.0 SP2 PR)MCD on ISS:2MXe III Trunking Gateways:8AX Analugue Controllers:7vMAS (AWC):1Mitel Border Gateway (TW):1IP User Licences:4697ONS Licences:1144Hambleden Realitis iSDX-L Rev. 11Controller Cards:2Cabs:3DLI Cards:28Ops Consoles (AC-WIN):12Shelves:12Analogue Extensions: 2000Bromley Sites (PRUH, Orpington, Beckenham Beacon)Mitel Cluster (MCD 7.0 SP1)MXE III User Gateways:3Mxe III Trunking Gateways:2ASU II:2IP User Licenses:200ONS Licences:48Aastra MD110 (TSW BC13 SP7)LIMs:9Operators: 10Group Switch Link:22DPNSS Licences: 360External Line ISDN:360DNAServer V.4:1IPLU:9IP Extensions:600Analogue Extensions: 1800Digital Extensions: 250At Denmark Hill there is a 5-year project underway to decommission the iSDX infrastructure and move to the Mitel MCD platform (IP and Analogue) this project is in its 5th year and envisaged it will be completed by March 2015 yet one iSDX will be retained for Operator Consoles and analogue backup lines. There is a desire long-term to have the Mitel PBX platform across the Trust to ensure availability of standard feature sets and ease of support.To that effect a second Mitel cluster has been created at the PRUH which will form the basis of the migration to the Mitel infrastructure from the Aastra MD110. It is planned to migrate the Aastra MD110 IP handsets to Mitel at the PRUH, Orpington and Beckenham Beacon sites in the first phase. 3.3.The Current Contractual SituationKing’s College Hospital NHS Foundation Trust is currently reviewing their supplier PBX Maintenance after the recent acquisition of Princess Royal University Hospital, Orpington Hospital and Beckenham Beacon sites following the dissolution of South London Healthcare. King’s College Hospital NHS Foundation Trust is looking for the on-going maintenance and support to developments of all the Trusts Main PBXs across the main sites previously mentioned. As this is a newly formed enlarged organisation there is a requirement to bring the overall PBX Maintenance contracts together to get better value for the Trust and streamline support and maintenance. The current contracts will co-terminate in March 2015.Whilst the Trust is looking for offers for the above they will also seek as part of the offer process innovative and alternative solutions for support should this offer better value, enhanced support levels and does not compromise the existing services, service flexibility and agility to respond to the Trust’s rapidly changing priorities.The requirement will include:- -Clear service management response and agreed timeframes; -Realistic supplier penalties for none performance -Full Project management to novate maintenance from existing supplier(s)-Provision of regular service management reports against a defined set of key performance indictors on a quarterly basis linked to payments; -24/7/365 Support for all the PBXs and associated systems with a 4 hour equipment on site SLA (Handset maintenance is not required) – Man on site SLA may be required, but it is desired to be billed on a time basis ad hoc as required.-Named lead technical consultant-12 days Consultancy annually which may be on any of the maintained systems for development and installation work as chosen by the Trust-Allowance for amendments to the services and service levels-Supply of 700 Mitel Enterprise Licenses and 5312 handsets for the replacement of the existing Aastra IP handsets-Software AssuranceCore requirements: The service provider must demonstrate compliance and alignment with relevant legislative Acts of the United Kingdom, and EU, especially Data Protection Act given that the service needs to remain highly secure. It is anticipated this service will operate with a charging model which allows new sites or organisations to join during the contract should they wish, subject to review and costs.The Contract should be flexible to cater for additional optional requirements such as: -Addition of new Participating Organisations after contract award; -Removal of sites/systems from the service with reduction in costs;-Provision of service for enhancements (e.g. upgrades, additional capacity, maintenance, calibration) or similar adviceThe service to be provided will be based on all equipment being maintained and includes servicing, training, helpdesk and management services being consolidated into an agreed yearly or quarterly payment. 3.4Contract PeriodThe Trust would like to choose from two options: – (1) 5 years (from award of contract) plus 2 x12 months extension options or (2) 3 years (from award of contract) plus 2 x12 months extension options.3.5Objectives of this procurementThe requirement is the delivery of:-Overall cost-saving for the Trust expenditure on PBX Maintenance and associated services-Single point of support and account management-Replacement Mitel Handsets and Enterprise User Licenses for the Aastra IP phones-Agreement of a Mitel list Price Discount to allow the Trust to purchase devices/systems for the longer term migration from MD110 to Mitel at the Bromley Sites
Estimated value excluding VAT: 800 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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:

Participants will be advised if this is necessary during the procurement. Parent company and/ or other gurantees of performance and financial liability may be required by the Contracting Authority.
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:

One member of any grouping/ consortium of suppliers will be required to accept prime contractorship

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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
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
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

2.11.2014 – 16:00

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

Any EU official language
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

Suppliers must read this set of instructions and follow the process to respond to this oppotunity. The information and/ or documents for this opportunity are available on https://www.delta-esourcing.com/delta/index.html. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the delta homepage. Suppliers must log in, go to your response manager and add the following Access Code: 56HBAT94BR. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents. The contract will be for a period of 3years with an option to extend for up to 24 months.

For more information about this opportunity, please visit the Delta eSourcing portal at:


To respond to this opportunity, please click here:


GO Reference: GO-2014101-PRO-6055318

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

King’s College Hospital
Procurement Department, 129 Coldharbour Lane, Camberwell
SE5 9NY London
Telephone: +44 2032997878
Internet address: http://www.kch.nhs.uk/
Fax: +44 2032993812

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: