Provision and Maintenance of Multi functional Devices

Provision and Maintenance of Multi functional Devices

Merseytravel therefore wishes to appoint a supplier under a 4 year framework agreement for the supply of multifunctional devices and a managed service to include the replacement of consumables and maintenance of the devices.

UK-Liverpool: photocopying and offset printing equipment

2012/S 182-298838

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Merseytravel
Business Support Services, No 1 Mann Island, The Strand,
Contact point(s): tender@merseytravel.gov.uk
For the attention of: Sue Moss
L3 1BP Liverpool
UNITED KINGDOM
E-mail: tender@merseytravel.gov.uk

Further information can be obtained from: Merseytravel
No 1 Mann Island The Strand
For the attention of: Sue Moss
L3 1BP Liverpool
UNITED KINGDOM
E-mail: tender@merseytravel.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Chest
Contact point(s): www.thechest.nwce.gov.uk
UNITED KINGDOM
Internet address: www.the-chest.org.uk

Tenders or requests to participate must be sent to: The Chest
UNITED KINGDOM
Internet address: www.the-chest.org.uk

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Other: Public Transport
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:

Provision and Maintenance of Multi functional Devices.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Main site or location of works, place of delivery or of performance: Merseyside.
NUTS code UKD5

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 200 000 and 350 000 GBP

II.1.5)Short description of the contract or purchase(s)

Merseytravel have recently relocated to its new Headquarters building (No 1 Mann Island) on Liverpool’s iconic water front. As part of this move, Merseytravel rationalised its printing\scanning strategy and implemented a building wide Smart printing\scanning solution. Merseytravel now wish to extend this solution across its estate of remote locations in and around Merseyside.
Merseytravel therefore wishes to appoint a supplier under a 4 year framework agreement for the supply of multifunctional devices and a managed service to include the replacement of consumables and maintenance of the devices.
It is essential that there is compatibility with Merseytravel’s preferred multi-functional devices, the organisations bulk scanning device and compatibility with other MFD’s when the current models reach the end of their usefulness.
Currently preferred devices are:
— HP – CM6040,
— HP – CM3530FS,
— HP – M4545XS,
— HP – 2055ND,
— Xerox – 4027.
Secure permission based printing is completed via SafeCom (ver 9.42.6.1) and an external proximity reader. It is essential that there is compatibility with Merseytravel’s preferred proximity reader and the MIFARE DESFire EV1 4k Smart Card.
SafeCom version: 9.42.6.1.
Proximity reader: USB MIFARE External Reader.
Smart card: MIFARE DESFire EV1 4k.
As part of this Framework agreement, Merseytravel require all HP equipment, proximity readers, consumables and any associated software to be covered by a Support and Maintenance agreement, along with the following:
— HP Printer consumable supply and automatic replacement process oActive monitoring of the replacement of printer consumables and automatic re-ordering of a consumable when a used consumable has been replaced,
— Delivery of new consumables within specified timescales oNotification via email to the Merseytravel ICT Service desk of when an MFD Fuser unit will be delivered to a remote site to enable the ICT Service desk to schedule in the replacement of the fuser unit,
— Installation of replacement parts by a qualified engineer (Eg – MFD formatter),
—— response within specified timescales on issues escalated to the Service provider,
— Servicing of all devices (Preventative action),
—— Any preventative action taken to be documented and reported back to Merseytravel,
— Critical software updates as and when required, to include:
—— Critical Firmware updates to Multi-Functional Devices (MFDs),
—— Patching of 3rd Party software (SafeCom, ShareScan),
—— Critical Operating System updates,
— Collection of used consumables and correct recycling of the used consumables and of devices at the end of their useful life,
— Scheduled service level meetings to discuss the managed service performance, escalation process, new products, functionality, etc.
II.1.6)Common procurement vocabulary (CPV)

30120000, 50310000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Merseytravel have recently relocated to its new Headquarters building (No 1 Mann Island) on Liverpool’s iconic water front. As part of this move, Merseytravel rationalised its printing\scanning strategy and implemented a building wide Smart printing\scanning solution. Merseytravel now wish to extend this solution across its estate of remote locations in and around Merseyside.
Merseytravel therefore wishes to appoint a supplier under a 4 year framework agreement for the supply of multifunctional devices and a managed service to include the replacement of consumables and maintenance of the devices.
It is essential that there is compatibility with Merseytravel’s preferred multi-functional devices, the organisations bulk scanning device and compatibility with other MFD’s when the current models reach the end of their usefulness.
Currently preferred devices are:
— HP – CM6040,
— HP – CM3530FS,
— HP – M4545XS,
— HP – 2055ND,
— Xerox – 4027.
Secure permission based printing is completed via SafeCom (ver 9.42.6.1) and an external proximity reader. It is essential that there is compatibility with Merseytravel’s preferred proximity reader and the MIFARE DESFire EV1 4k Smart Card.
SafeCom version: 9.42.6.1.
Proximity reader: USB MIFARE External Reader.
Smart card: MIFARE DESFire EV1 4k.
As part of this Framework agreement, Merseytravel require all HP equipment, proximity readers, consumables and any associated software to be covered by a Support and Maintenance agreement, along with the following:
— HP Printer consumable supply and automatic replacement process oActive monitoring of the replacement of printer consumables and automatic re-ordering of a consumable when a used consumable has been replaced,
— Delivery of new consumables within specified timescales oNotification via email to the Merseytravel ICT Service desk of when an MFD Fuser unit will be delivered to a remote site to enable the ICT Service desk to schedule in the replacement of the fuser unit,
— Installation of replacement parts by a qualified engineer (Eg – MFD formatter),
—— response within specified timescales on issues escalated to the Service provider,
— Servicing of all devices (Preventative action),
—— Any preventative action taken to be documented and reported back to Merseytravel,
— Critical software updates as and when required, to include:
—— Critical Firmware updates to Multi-Functional Devices (MFDs),
—— Patching of 3rd Party software (SafeCom, ShareScan),
—— Critical Operating System updates,
— Collection of used consumables and correct recycling of the used consumables and of devices at the end of their useful life,
— Scheduled service level meetings to discuss the managed service performance, escalation process, new products, functionality, etc.
Estimated value excluding VAT:
Range: between 200 000 and 350 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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:

To be advised in the Invitation to Tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

In the case of a group of bidders, any successful tenderer will be a legally recognised personae and will be held jointly and severally liable for the performance of any contract awarded under this procurement.
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Via a Pre-Qualification Questionnaire.
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 of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Via a Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Via a Pre-Qualification Questionnaire.
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;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given:
— where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority,
— where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
(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;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
Information and formalities necessary for evaluating if requirements are met:
Via a Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Via a 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

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 8
Objective criteria for choosing the limited number of candidates: Applicants will be invited to tender if they meet Merseytravels requirement in terms of:
— technical competence,
— company background/history,
— financial stability,
— safety,— equality,
— environmental.
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PROC093
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

19.10.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

7.11.2012
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 19.11.2012 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority reserves the right not to award or enter into any contract/agreement as a result of htis tendering process.
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:17.9.2012