Tender for Unified Communications Solution

Tender for Unified Communications Solution

The unified communications system will need to integrate with or replace the Council’s current contact centre technology, and be compatible with CCC’s ICT Strategy.

UK-Coventry: Telecommunications equipment and supplies

2013/S 016-022980

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Coventry City Council
Earl Street
For the attention of: Tom Northcote
CV1 5RR Coventry
Telephone: +44 2476787554
E-mail: tom.northcote@coventry.gov.uk

Internet address(es):

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

Electronic access to information: http://www.coventry.gov.uk/etendering

Electronic submission of tenders and requests to participate: http://www.coventry.gov.uk/etendering

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

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Solhull Metropolitan Borough Council
Council House, Homer Road
B91 9QS Solihull

Warwickshire County Council
Shire Hall, Warwick
CV34 4RL Warwickshire

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

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

Main site or location of works, place of delivery or of performance: Coventry. Provision within the resulting contract for Warwickshire and Solihull to establish their own agreements at a later date.

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 Council is required by Central Government strategy to reduce its overall expenditure significantly over the next few years. One of the responses to this is to introduce new ways of working initiatives across the organisation. These include:
– Office space consolidation and hot desking
– Location independent working
– Home working
– Field based working
The replacement of the telecommunications system is a key project in enabling this, and the Council’s strategic business requirement is to migrate away from basic telephony functionality to a unified business communications platform capable of meeting the technological demands of present and future service delivery.
The unified communications system will need to integrate with or replace the Council’s current contact centre technology, and be compatible with CCC’s ICT Strategy.
The initial scope will focus on Coventry City Council’s requirements, but the contract will include provision to be extended to meet future requirements of Solihull MBC and Warwickshire CC.
II.1.6)Common procurement vocabulary (CPV)

32500000, 64200000, 72000000, 48510000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The initial contract will be for 5 years, with potential extension options of up to a further 5 years.
Estimated value excluding VAT:
Range: between 1 500 000 and 10 000 000 GBP
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: 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:

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

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

As detailed in the PQQ
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: As detailed in PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As Detailed in PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in PQQ.
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

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: A maximum of 8 suppliers that pass the minimum requirements detailed in the PQQ, and acheive at least 50% in each evaluation sub-criteria will be invited to tender. The Council is satisfied this is a sufficient number to allow the Council to test the market.
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

Prior information notice

Notice number in the OJEU: 2012/S 159-265872 of 21.8.2012

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: 27.2.2013 – 10:00
IV.3.4)Time limit for receipt of tenders or requests to participate

27.2.2013 – 10:00
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

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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2022.
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The details of Warwickshire CC and Solihull MBC have been included within Annex A, however, there is no commitment from these Authorities at this time.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Coventry City Council

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:21.1.2013