Tender for the Provision of Vehicle Telemetrics Hardware and Software

United Kingdom-Exeter: Telematics system

2014/S 244-430185

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Police and Crime Commissioner for Devon, Cornwall and the Isles of Scily
Endeavour House, Woodwater Park, Pynes Hill
Contact point(s): The South West Police Procurement Department (SwPPD)
For the attention of: Eyan Naylor
EX2 5WH Exeter
UNITED KINGDOM
Telephone: +44 1929460127
E-mail: eyan.naylor@devonandcornwall.pnn.police.uk

Internet address(es):

General address of the contracting authority: http://www.devon-cornwall.police.uk

Electronic access to information: https://uk.eu-supply.com/login.asp?B=BLUELIGHT

Electronic submission of tenders and requests to participate: https://uk.eu-supply.com/login.asp?B=BLUELIGHT

Further information can be obtained from: The South West Police Procurement Department (SWPPD)
Police Headquarters, Middlemoor
Contact point(s): Fleet Category Manager
For the attention of: Mr Eyan Naylor
EX2 7HQ Exeter
UNITED KINGDOM
Telephone: +44 1929460127
E-mail: eyan.naylor@devonandcornwall.pnn.police.uk
Internet address: https://uk.eu-supply.com/login.asp?B=BLUELIGHT

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The South West Police Procurement Department (SWPPD)
Police Headquarters, Middlemoor
Contact point(s): Fleet Category Manager
For the attention of: Eyan Naylor
EX2 7HQ Exeter
UNITED KINGDOM
Internet address: https://uk.eu-supply.com/login.asp?B=BLUELIGHT

Tenders or requests to participate must be sent to: The South West Police Procurement Department (SWPPD)
Police Headquarters, Middlemoor
EX2 7HQ Exeter
UNITED KINGDOM
Internet address: https://uk.eu-supply.com/login.asp?B=BLUELIGHT

I.2)Type of the contracting authority

Body governed by public law

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: yes

The Police and Crime Commissoner for Gloucestershire
No. 1 Waterwells, Waterwells Drive
GL2 2AN Quedgeley
UNITED KINGDOM

Avon and Somerset Police and Crime Commissioner
Police Headquarters, Valley Road
BS20 8JJ Portishead
UNITED KINGDOM

The Police And Crime Commissioner for Dorset
Dorset Police Headquarters, Winfrith
DT2 8DZ Dorchester
UNITED KINGDOM

The Police And Crime Commissioner for Wiltshire and Swindon
London Road
SN10 2RD Devises
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Tender for The Provision of Vehicle Telemetrics Related Hardware and Associated Services.

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

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Primarily within the South West Region of the UK however may expand depend on operational application.

NUTS code UKK

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: 6
Justification for a framework agreement, the duration of which exceeds four years: It is envisaged that the contract will commence in 2015 and run for an initial period of 4 years with an option to extend the duration of this contract up to an aggregate maximum extension of 2 years. Each individual extension shall be for a minimum period of 6 months and shall be for the period notified in writing. The notice will be given within one month prior to the end of the initial term of the contract or if already previously extended, prior to the end of the most recent extension.
The Justification for this term exceeding the usual 4 years is due to the anticipated average retention time of vehicles within the force being circa six years meaning that it would be counter productive to install units into vehicles which would take 12 months minimum to obtain baseline data for that vehicle only to have to then replace with an alternative unit before its anticipated end of life.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 10 000 000 GBP

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

The Force requires a commercial of the shelf (COTS) Single platform with modular functionality to deliver an open and scalable fleet asset tracking capability via a web based secure access portal and associated hardware to be installed within force vehicles. At its core, the solution will provide three levels of functionality; Telemetrics, Enhanced Telemetrics and Satellite Navigation. It is anticipated that the platform will offer additional benefits such as improved command and control (C2), situational awareness (SA), targeted training and reduced Road Safety Risks. Accurate and dynamic business information is a critical deliverable to enable decision support to improve fleet safety, efficiency and thus Value for Money. Software As A Service (SAAS) will give scalable back office functionality for regional fleet collaboration and comparison.
It should be noted that the framework will be awarded to a single provider for all SAAS and hardware provision.
The Solution must be one of modular and scalable functionality that allows operational demands to dictate which functionality “modules” are needed to fulfil the particular capability gap and to have the flexibility to add, subtract, or amend which modules are fitted in the vehicles.
To be clear this means that the solution will operate effectively when utilising:
‘telemetric’ functionality only;
‘telemetric’ and ‘enhanced telemetric’ Functionality;
‘telemetric’ and ‘SAT.NAV.’ functionality; and/or
‘telemetric’, ‘enhanced telemetric’ and ‘SAT.NAV.’ Functionality.
Without affecting the efficacy and function of the system provided.

II.1.6)Common procurement vocabulary (CPV)

32441300 – FB03 – MA07 – JA07, 32441100 – JA07, 32440000 – MA07 – FB03, 32441000 – MA07 – FB03

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:

The Force(s) in question have varied fleet requirements and as such the anticipated demand will vary both inter and intra Force, as the functionality they require from the solution will be determined by operational demands not the capability of the vehicle. It is likely that ‘Bluelight Capability’ vehicles will require a greater level of telemetric capability than the ‘Non-Bluelight’ capable vehicles.
The Force(s) will require a degree of flexibility within the solution offered, as it will need to meet the changing needs of the Force(s). This should be borne in mind when developing responses. It should therefore be noted that the Force(s) will not accept any ‘minimum order quantity’ requirements under this Framework as the ability to procure additional singular units and associated support may be required in order to allow for the replacement of damaged equipment or if the ‘Total Fleet Requirement’ (TFR) changes beyond it’s current status due to unforeseen circumstances.
Estimated value excluding VAT:
Range: between 1 000 000 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: 72 (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 per Tender Documentation.

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

As per Tender Documentation.

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

As per Tender Documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As per Tender Documentation.

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 per Tender Documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per Tender Documentation.
Minimum level(s) of standards possibly required: As per Tender Documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per Tender Documentation.
Minimum level(s) of standards possibly required:
As per Tender Documentation.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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:

80F_Vehicle Telemetrics

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

Prior information notice

Notice number in the OJEU: 2014/S 162-290000 of 26.8.2014

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: 23.1.2015 – 17:00
Payable documents: no

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

2.2.2015 – 17:00

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

in days: 243 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 2.2.2015 – 17:15

Place:

Via eTendering site as per instructions within the documentation.

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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

For the avoidance of Doubt, It should be noted that this requirement is for the provision of all required Hardware, for the provision of Software As A Service (SAAS) and associated support for a commercial off the shelf (COTS) Single platform with modular functionality to deliver an open and scalable fleet asset tracking capability via a web based secure access portal.
It should also be noted that this procurement is being undertaken to conclude a framework agreement between the Police and Crime Commissioner for Devon and Cornwall, and the successful Bidder under which the police services listed below can purchase a synonymous solution.

List of Police Forces: http://www.police.uk/?view=force_sites#force_sites

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

The South West Police Procurement Department (SWPPD)
Devon and Cornwall Police HQ Middlemoor
EX2 7HQ Exeter
UNITED KINGDOM
E-mail: eyan.naylor@devonandcornwall.pnn.police.uk
Telephone: +44 1929460127
Internet address: http://www.devon-cornwall.police.uk

VI.5)Date of dispatch of this notice:

15.12.2014