Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Devon County Council
County Hall, Topsham Road
Exeter
EX2 4QD
UK
Contact person: Miss Andrea Greenhough
Telephone: +44 1392383000
E-mail: andrea.greenhough@devon.gov.uk
NUTS: UKK43
Internet address(es)
Main address: http://www.devon.gov.uk
Address of the buyer profile: http://www.devon.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
CP1653-18 Audio Visual Equipment, Maintenance and Services for the Committee Suite
Reference number: DN398318
II.1.2) Main CPV code
32320000
II.1.3) Type of contract
Supplies
II.1.4) Short description
This tender is inviting qualified audio-visual specialists to respond to the requirements of Devon County Council for upgrading existing or installing new audio-visual systems within the committee suite with a continued support and maintenance service.
This contract is also to work where necessary with partners or 3rd party suppliers to secure that all new solutions are integrated with our existing infrastructure services. DCC is therefore looking to award a contract to a single supplier to provide a managed service for all the elements to the committee suite portfolio.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Lowest offer:
90 000.00
GBP/ Highest offer:
400 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
50340000
II.2.3) Place of performance
NUTS code:
UKK43
Main site or place of performance:
This is for the Committee Suite within Devon County Council, County Hall, Topsham Road, Exeter, EX2 4QD.
II.2.4) Description of the procurement
The supplier will be responsible for supplying and installing the equipment needed to provide the requirements and functionalities including all necessary cabling, switches, mounts, recording equipment and software to the manufacturers’ instructions, with minimum disruption and within timescales required around committee meeting dates.
The maintenance and introduction of new solutions must be balanced with both the needs of the Council and the constrains of operations within these rooms as the committee suite is a listed building and any alterations may require special permission and for this reason, removal and installation works need to be sympathetic to the listed status and with care and respect for the materials which make up the fabric of the building.
The committee suite meets the democratic needs of the Council and consist of 4 Committee rooms, a Council Chamber an ante room and a chair’s room as well as 2 political offices.
Also, key to the strategy is that all the technology is easy to operate and access by different devices be reliable and allowing for majority of the rooms to be easily reconfigurable or opened out to make larger spaces to accommodate bigger audiences to meet the needs of the next meeting/presentation.
Initially the audio-visual equipment upgrade is limited to the Daw Room which is the most versatile and utilised spaced and is very much seen as the window into the Council. Therefore, any new solutions will need to match the need of the current technology on the market and be future proofed.
The main issues with this key room are the mix of aging systems and equipment with no clear departmental ownership and a limited in-depth knowledge of audio-visual equipment. This results in only minimal maintenance being possible. This is particularly difficult as the room is used for member meetings which have public attendance and failure of equipment is damaging to the council’s reputation and professional image due to the poor performance of the equipment.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 80
Price
/ Weighting:
20
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
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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 056-128892
Section V: Award of contract
Contract No: CP1653-18
Title: CP1653-18 Audio Visual Equipment, Maintenance and Services for the Committee Suite
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
18/06/2019
V.2.2) Information about tenders
Number of tenders received: 8
Number of tenders received from SMEs: 7
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
GV MultiMedia Ltd
Hounslow
TW3 2EB
UK
NUTS: UKK43
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
Lowest offer:
185 000.00
GBP
/ Highest offer:
400 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Devon County Council
Exeter
EX2 4QD
UK
VI.5) Date of dispatch of this notice
19/06/2019