Tender for Support and Maintenance of Avaya Telephone System

Tender for Support and Maintenance of Avaya Telephone System

Maintenance and support service for the council’s Avaya Telephony Infrastructures.

United Kingdom-Flintshire: Software package and information systems

2018/S 217-496605

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Flintshire County Council
County Hall, Mold
United Kingdom
Telephone: +44 1352701817
E-mail: procurement@flintshire.gov.uk
NUTS code: UKL23
Internet address(es):Main address: www.flintshire.gov.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0419

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://supplierlive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://supplierlive.proactisp2p.com/Account/Login

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Support and Maintenance of Avaya Telephone System

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Flintshire County Council’s ICT department is seeking to establish a contract with a suitably qualified and capable company to provide design, procurement, installation, maintenance and support service for the Councils Avaya Telephony Infrastructures.

II.1.5)Estimated total value

Value excluding VAT: 395 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKL23
Main site or place of performance:

Flintshire County Council.

II.2.4)Description of the procurement:

Flintshire County Council’s ICT department is seeking to establish a contract with a suitably qualified and capable company to provide design, procurement, installation, maintenance and support service for the Councils Avaya Telephony Infrastructures.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The original contract will be for a period of 36 months. There will be an option to extend for a further 12 months.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 12/12/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 12/12/2018
Local time: 13:00

Electronically via PROACTIS.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Further notice will be provided approximately 6 months before the end of the contract/contract extension if used.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:


1) Login to PROACTIS at https://supplierlive.proactisp2p.com

2) If you are already registered on the Proactis portal please Login and start at Step 14 of these instructions if not go to Step 3;

3) Click the “Sign Up” button at the bottom of the window;

4) Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. If you have a generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address;

5) Please make a note of the Organisation ID and User Name, then click “Register”;

6) You will receive an email asking you to “Click here to activate your account”. This takes you to enter organisation details;

7) Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details;

8) In the Classification screen please ensure that you select the Product Classification Codes (CPV codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your business to ensure that you get notification of opportunities that are of interest;

9) In the Buyers screen please select Denbighshire County Council (you may register with other organisations if you wish);

10) In the Primary Contact Details screen please ensure that all information is complete (please see Note 4 above);

11) Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window;

12) In the Finish screen please enter a new password and note all your Login details for future reference;

13) Now click “Complete Registration” and you will enter the Supplier Network page;

14) On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you;

15) Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one;

16) In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of them as part of your submission. There are instructions on how to complete your submission in the guidance for bidders document;

17) You can now either create your response”, or “Decline” this opportunity.

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

Detailed in the tender documentation.

(WA Ref:86906)

VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
Royal Courts of Justice
United KingdomInternet address: www.flintshire.gov.uk

VI.4.2)Body responsible for mediation procedures

Flintshire County Council
County Hall, Mold
United Kingdom
Telephone: +44 1352701817
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: