Supply and Maintenance of Video Conferencing Equipment

Supply and Maintenance of Video Conferencing Equipment for Scottish Prison Service

The SPS is part of the national cross justice video conferencing project and requires Video Conferencing facilities to allow multi-disciplinary meetings to take place at a number of prisons.

United Kingdom-Edinburgh: Audio-visual equipment

2013/S 220-382800

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Scottish Prison Service
Calton House, 5 Redheughs Rigg
Contact point(s): PPSD
For the attention of: Adele Rae
EH12 9HW Edinburgh
UNITED KINGDOM
Telephone: +44 1312448654
Fax: +44 1312445705

Internet address(es):

General address of the contracting authority: http://www.sps.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00384

Further information can be obtained from: Scottish Prison Service
Calton House, 5 Redheughs Rigg
Contact point(s): PPSD
For the attention of: Adele Rae
EH12 9HW Edinburgh
UNITED KINGDOM
Telephone: +44 1312445704
E-mail: adele.rae@sps.pnn.gov.uk
Fax: +44 1312445705
Internet address: http://www.sps.gov.uk

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

Regional or local authority

I.3)Main activity

Public order and safety

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 Video Conferencing Equipment.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Various Sites accross Scotland.
NUTS code UKM

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 Scottish Prison Service (SPS) is an Agency of the Scottish Government (Justice Department) and is responsible for the management of Her Majesty’s Prisons and Young Offenders Institutions in Scotland. There are currently 14 public prisons in Scotland, an Edinburgh based Headquarters, an SPS College, and a Central Store facility. The SPS currently manages a daily population of approximately 6 500 – 7 000 prisoners in the publically operated prison estate. There are also two privately operated prisons (HMP Kilmarnock and HMP Addiewell). Further background information is available from the SPS website: www.sps.gov.uk

The SPS is part of the national cross justice video conferencing project and requires Video Conferencing facilities to allow multi-disciplinary meetings to take place at a number of prisons. Video Conferencing facilities are currently operational in a number of SPS establishments and the new equipment is to replace equipment at the end of its operational life or to provide additional facilities to support projects to enable video conferencing between the SPS, Scottish Courts and with legal agents.
In the summer of 2013, a pilot project was launched involving SPS establishments’ video conferencing with Scottish Courts and with legal agents. This pilot has identified an ongoing requirement for the provision and maintenance of video conferencing equipment. This Contract shall facilitate all video conferencing equipment requirements and maintenance services applicable. The Specification will be included in the invitation to tender document. However, a draft copy of the requirement can be found in Appendix 1 of this PQQ. Please note, the SPS reserve the right to amend the details held in Appendix 1 prior to the issuing of the invitation to tender document.
The successful Supplier must be able to deliver the required range of products and have the logistical capacity to meet the requirements of the SPS. The supplier must comply with all security considerations when delivering to the sites.
Potential suppliers or contractors should note that Disclosure Scotland criminal record checks will be required for individuals engaged by suppliers and contractors whose duties require them to enter or work within SPS premises. Individuals who may have direct, unescorted prisoner contact will need a Disclosure Scotland certificate at Enhanced level. Delivery drivers, maintenance staff and those entering prisons regularly (on an escorted basis) will require Disclosure Scotland at Basic level. A criminal record (apart from minor offences) will generally disqualify individuals from working in prisons.
SPS may also refuse to admit individuals to our premises that are unable to evidence that valid Disclosure Scotland checks have been undertaken. In such cases, the supplier or contractor would remain liable for performance of the contract.
Further information about Disclosure Scotland, the processes, timescales and fees associated with obtaining Disclosures are available from: http://www.disclosurescotland.co.uk

The SPS will not guarantee annual volumes for individual Goods and Services throughout its Sites. Similarly, there will be no guarantee of minimum order quantities or values.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=284548

II.1.6)Common procurement vocabulary (CPV)

32321200, 32320000, 50300000, 50340000

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:

Please see PQQ.

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: 24 (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:

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

III.2.2)Economic and financial ability

III.2.3)Technical capacity

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

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:

01212

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

12.12.2013 – 10:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

23.12.2013

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

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

(SC Ref:284548)

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:12.11.2013