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Notice Details

Title: Council Digital Call Warden System – Supply, Implementation, Support and Licensing/Maintenance from Analogue to Digital Operation
OCID: ocds-h6vhtk-041e0e
Published by: East Renfrewshire Council
Authority ID: AA22126
Publication Date: 01/12/2023
Deadline Date: 26/01/2024
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: No
Has SPD: No
Abstract:

East Renfrewshire Council is currently inviting bids from suitably qualified contractors for the provision of a Sheltered Housing Call Warden System.

Housing Services have an obligation to switch the call warden system within these complexes from analogue to digital, which will align with the Government requirement for BT to switch off all analogue services by 2025. This tender will focus upon the Housing Services remit.

The contract will be awarded to a sole contractor after evaluation.

Contracts Duration - 60 Months with 2 options to extend for up to 12 months each at sole discretion of the council.

The total budget indicated below of 514,000 GBP for the duration of the contract including the 2 x 12 extension periods.

114,00 GBP of this budget including the extension periods is for the Support & Maintenance averaging around 19k GBP per annum. Excluding year 1 as part of bid.

Contract notice

Section I: Contracting authority

I.1) Name and addresses

East Renfrewshire Council

Eastwood HQ, Eastwood Park,

Giffnock

G46 6UG

UK

Contact person: May Harvey-Welsh

Telephone: +44 1415773669

E-mail: may.harvey-welsh@eastrenfrewshire.gov.uk

NUTS: UKM83

Internet address(es)

Main address: http://www.eastrenfrewshire.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00183

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://www.publictendersscotland.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://www.publictendersscotland.publiccontractsscotland.gov.uk


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

II.1.1) Title

Council Digital Call Warden System – Supply, Implementation, Support and Licensing/Maintenance from Analogue to Digital Operation

Reference number: ERC000326

II.1.2) Main CPV code

48810000

 

II.1.3) Type of contract

Supplies

II.1.4) Short description

East Renfrewshire Council is currently inviting bids from suitably qualified contractors for the provision of a Sheltered Housing Call Warden System.

Housing Services have an obligation to switch the call warden system within these complexes from analogue to digital, which will align with the Government requirement for BT to switch off all analogue services by 2025. This tender will focus upon the Housing Services remit.

This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T). We will apply a one stage Open procedure.

Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PSC-T, and may be required to submit Means of Proof before contract award. Bidders must refer to the specific requirements listed in Section III in this OJEU Contract Notice when completing the SPD in PCS-T.

II.1.5) Estimated total value

Value excluding VAT: 514 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48810000

44316400

51611100

48000000

II.2.3) Place of performance

NUTS code:

UKM83

II.2.4) Description of the procurement

East Renfrewshire Council is currently inviting bids from suitably qualified contractors for the provision of a Sheltered Housing Call Warden System.

Housing Services have an obligation to switch the call warden system within these complexes from analogue to digital, which will align with the Government requirement for BT to switch off all analogue services by 2025. This tender will focus upon the Housing Services remit.

The contract will be awarded to a sole contractor after evaluation.

Contracts Duration - 60 Months with 2 options to extend for up to 12 months each at sole discretion of the council.

The total budget indicated below of 514,000 GBP for the duration of the contract including the 2 x 12 extension periods.

114,00 GBP of this budget including the extension periods is for the Support & Maintenance averaging around 19k GBP per annum. Excluding year 1 as part of bid.

II.2.5) Award criteria

Criteria below:

Quality criterion: Community Benefits / Weighting: 5

Quality criterion: Fair Working Practices / Weighting: 5

Quality criterion: Solution Functionality / Weighting: 25

Quality criterion: Reporting / Weighting: 10

Quality criterion: Technical Requirements / Weighting: 20

Quality criterion: Future Development / Weighting: 8

Quality criterion: Service & Support / Weighting: 12

Quality criterion: Recycling Waste/Recovery of Materials / Weighting: 5

Quality criterion: Demonstration Day / Weighting: 10

Price / Weighting:  30

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

Duration in months: 60

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 months options to exetend

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.

Quality weighting above are sub weighting and the overall weighting for quality is 70%.

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

List and brief description of conditions:

Due to the nature of the works it is mandatory the successful contractor’s staff or staffs of a sub-contractor(s) are accredited under the:

Telecare Services Association (TSA)

III.1.2) Economic and financial standing

List and brief description of selection criteria:

Bidders will be required to have a minimum yearly “general” turnover of 2 x Annual Value of 19,000 = 38,000 GBP

The Council reserves the right at its own discretion to seek information from the applicant in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to determine the Applicant’s economic and financial standing. East Renfrewshire Council requires to ensure that the economic operator has the necessary economic and financial capacity to perform and complete the contract. In the current difficult economic environment, the Council seeks to ensure that the contractor who undertakes the works has suitable financial strength and capacity to complete these goods, works or services.

Where an economic operator wishes to be considered for selection under this contract but cannot meet the turnover and/or Credit Safe score of 30 that economic operator must provide financial information which will satisfy the Council that they have an equivalent level of economic and financial standing; and must provide related guarantees or formal assurances to support their right to participate and be considered for any contract award (Regulation 61(8)). Please note that any financial information disclosed should evidence the financial strength of the economic operator tendering, therefore additional supporting information will need to be provided where joint or group accounts are provided in support of a bid to explain to the Council the relevance of that information.

Where the economic bidder relies upon or intends to reply upon any Key Subcontractors in performance of the contract, then the Council reserves the right to assess the financial strength and suitability the Key subcontractor as part of the qualification process; Where the economic operator relies upon a parent company to provide financial assurance in support of their bid, the Council will also reserve the right to seek financial information on the strength and suitability of the parent company; and Where the economic operator relies upon the capacity of other parties in respect of selection and/or performance of the contract, then dependent on the nature of the arrangement the Council may require full disclosure of financial information in support of the bid. For example, where the bidder identifies as a consortium the Council will require that the consortium, as a group, can meet the financial selection requirements contained in the procurement documents. Where a bidder is part of a Consortium, it shall procure the execution and delivery to the Employer of a Consortium Guarantee (in the form provided by the council) executed by each member of the Consortium (acting as Consortium guarantor) in Self Proving Form.

The Council reserves the right to monitor that the economic operator continues to meet the financial selection requirements upon receipt of the invitation to tender or after evaluation has been completed and prior to any award being made. Economic operators must inform the Council of any changes to any submission made by them in respect of their financial and or economic situation. The Council will further reserve the right to remove any economic operator from the tendering process where they are no longer able to fulfil any of the selection requirements as directed within the procurement documents. Further detail is contained within the procurement documents. Bidders who cannot meet the required level of turnover will be excluded from this tender.

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 5 million GBP

Public Liability Insurance 5 million GBP

Professional Indemnity Insurance 2 million GBP

Third Party Motor Vehicle Insurance


III.1.3) Technical and professional ability

List and brief description of selection criteria:

Selection criteria as stated in the procurement documents.

Bidders who intend to use a supply chain to deliver the requirements detailed in the Contract Notice, must confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Bidders must provide a response at SPD Q4.C.4 and this will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and provide evidence when requested of:

a) their standard payment terms.

b) ≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year.

Bidders unable to confirm (b) must provide an improvement plan, signed by their Director, which improves payment performance. It should be noted that where a bidder is unable to confirm or provide a satisfactory improvement plan the Council reserves the right to remove you from the process.

Bidders are required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

Bidders who intend to subcontract more than 25% to any individual organisation must ensure the SPD (Scotland) - Subcontractors Supplier Response is completed and uploaded at question 2C.1 of the qualification envelope.


III.2) Conditions related to the contract

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

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

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

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

Date: 26/01/2024

Local time: 12:00

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

EN

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

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 26/01/2024

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

after the 60 months contract period expires we have option of 2 x 12 month extension

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

Prompt Payment-The successful tenderer shall, as a condition of being awarded the contract, be required to demonstrate to the council's satisfaction that all funds due to the tenderer's permitted sub-contractors in respect of these services are paid timeously and that as a minimum invoices rendered by subcontractors shall(unless formally disputed by the tenderer)be paid within 30 days

of receipt. The successful tenderer shall also impose this condition on its subcontractors in respect of payments due to any sub-sub-contractors, if any.

The Council reserves the right to request copies of insurance certificates from bidders at any point during the contract period. Failure to supply the information within timeframe requested may result in your bid being rejected & the Council proceeding with the procurement exercise to the next appropriate bidder. Additional information pertaining to this contract notice is contained within the Tender documents. Applicants must ensure they read in line with this contract notice.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 25377. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/

A summary of the expected community benefits has been provided as follows:

Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/

A summary of the expected community benefits has been provided as follows:

East Renfrewshire Council is committed to maximising community benefits from contracts for works, goods and services in which the

Council has an interest. Community benefits should improve the economic, social or environmental wellbeing of the area. Under this contract the successful Contractor will be requested to support East Renfrewshire Council’s economic, environmental and social regeneration objectives to achieve benefits for our identified beneficiary hierarchy.

Tier 1. Targeted recruitment and training for priority employability groups.

Tier 2. Work experience placements for the same target groups.

Tier 3. Curriculum support for schools and those on employability pathways.

Tier 4. Community Enhancement for community groups and projects.

Tier 5. Small and Medium Enterprises and Social Enterprise Organisations supply chain support.

Community Benefits has been included as a mandatory requirement. Minimum Community Benefit Points (CBP) Required - 30.

(SC Ref:751717)

VI.4) Procedures for review

VI.4.1) Review body

Paisley Shariff Court and Justice of the Peace

Paisley

PA3 2HW

UK

E-mail: paisley@scotcourts.gov.uk

VI.5) Date of dispatch of this notice

30/11/2023


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: may.harvey-welsh@eastrenfrewshire.gov.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
44316400HardwareIronmongery
51611100Hardware installation servicesInstallation services of computers
48810000Information systemsInformation systems and servers
48000000Software package and information systemsComputer and Related Services

Delivery Locations

Delivery Locations
IDDescription
100UK - All

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

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