Tender for Digital Video Archive System

Digital Video and Audio Recording, Storing and Archive System.

United Kingdom-Edinburgh: Video recording or reproducing apparatus

2015/S 096-173652

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Contact point(s): Procurement Services
For the attention of: Linda Stewart
EH99 1SP Edinburgh
UNITED KINGDOM
Telephone: +44 1313486620
E-mail: procurement@scottish.parliament.uk
Fax: +44 1313486621

Internet address(es):

General address of the contracting authority: http://www.scottish.parliament.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10284

Electronic access to information: https://in-tendhost.co.uk/scottishparliament/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/scottishparliament/aspx/Home

Further information can be obtained from: Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Contact point(s): Procurement Services
For the attention of: Linda Stewart
EH99 1SP Edinburgh
UNITED KINGDOM
Telephone: +44 1313486620
E-mail: procurement@scottish.parliament.uk
Fax: +44 1313486621
Internet address: http://www.scottish.parliament.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

Body governed by public law

I.3)Main activity

Other: Devolved Government

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:

Digital Video and Audio Recording, Storing and Archive System.

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: Scottish Parliament, Edinburgh, EH99 1SP, Scotland, UK.

NUTS code UKM25

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 Parliamentary Corporate Body is looking to replace its existing system of recording, storing and archiving both video and audio from the Scottish Parliaments Debating Chamber and 6 Committee Rooms.
It is therefore seeking a contractor for the provision and maintenance of a digital video and audio recording, storing and archive system. The following is an indication of the potential elements required during the contract period.
— Decommissioning,
— Provision of all hardware and software,
— Installation/Implementation,
— Training,
— Documentation,
— Maintenance/Support,
— System enhancements – both hardware and software.
The SPCB does not give any guarantee to what will be purchased and the quantity during the contract period.
It is vital that the Contractor can demonstrate that it has experience in providing a digital video and audio recording, storage and archiving system that provides files capable of being delivered to Broadcasting organisations.
Also Contractors must be able to demonstrate that it has experience in providing audio recording, storage and archiving system in a Parliamentary or other Legislative environment where transcription is provided.

II.1.6)Common procurement vocabulary (CPV)

32333000, 32300000, 32353000, 72260000, 48822000

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:

II.2.2)Information about options

Options: yes
Description of these options: The maintenance of the system will be required for 5 years from the Brought Into Service (BIS) date, with the option of extending the contract for a period up to 60 months at the sole discretion of the SPCB. The SPCB may also require system enhancements, software upgrades, spare parts and other associated goods/services during the contract term.

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: 120 (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:

Bank or Parent Company Guarantees may be required.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms are 30 days from receipt of a valid invoice.
Stage payments will be linked to the successful delivery of key milestones.

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

Consortium bids must be formed as a legal entity prior to the award of the contract. The contract will be subject to the SPCB’s Conditions of Contract for the Provision of a Digital Video and Audio Recording, Storing and Archive System.

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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(2) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(3) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

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

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 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:

ICT/G&S/74

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2014/S 227-400521 of 25.11.2014

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: 12.6.2015

IV.3.4)Time limit for receipt of tenders or requests to participate

15.6.2015 – 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

IV.3.8)Conditions for opening of tenders

Date: 15.6.2015 – 13:00

Place:

using the Scottish Parliament’s electronic e-procurement system.

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

The SPCB has adopted an electronic system for managing the tendering process – ‘In-tend’.

Documentation for this contract will be issued and collected electronically via the “Current tenders” tab on the e-tendering website: https://in-tendhost.co.uk/scottishparliament

For guidance on how to download these documents please use the help facility through the e-procurement website (address as above).
For further assistance on using the e-tendering website please contact Procurement on +44 131 348 6620.
The SPCB does not commit to letting a contract for all or any of the requirements listed. The SPCB will not be liable for any costs incurred by those expressing interest in or tendering for this contract. Any contract awarded shall be governed by and construed in accordance with the laws of Scotland and both parties submit to the exclusive jurisdiction of the Scottish Courts. As part of the SPCB responsibilities under the Freedom of Information (Scotland) Act 2002, the SPCB may be required to disclose information provided by you in relation to this requirement, to anyone who makes a request under the Act. The SPCB provided no guarantee of the volume or the value of business that may be
procured from the contract throughout its term.
(SC Ref:342777).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The SPCB will incorporate a minimum of 10 calendar days standstill period at the point at which information on the decision to award the contract is communicated to the tenderers (the “standstill notification”). An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.5.2015