CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

The framework agreement will be made available for use by the NEUPC members, and by the University of Lincoln. Membership of this community may be subject to change due to strategic realignment or the inclusion of new members. A complete listing of the current NEUPC member institutions can be viewed at: http://www.neupc.ac.uk/our-members, and the University of Lincoln web address is: http://www.lincoln.ac.uk/home/

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

Purchase		Rent		Lease
Hire-purchase		Combination of these

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

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

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

NEUPCs existing AV equipment agreement has been consistently supported by institutions, and is expected to have delivered expenditure of approximately GBP 20 000 000 over its four year duration by the time the agreement expires on 5.2.2016.

NEUPC is looking to establish a new framework agreement for audio visual equipment supply and the design, supply, installation and support of integrated AV systems, delivering improved pricing and service, with demonstrable savings against those arrangements currently in place.

The intended outcome will be a framework in two lots. Lot 1 will provide institutions with a route to market for audio visual equipment on a supply only basis. Lot 2 will provide institutions with access to Audio Visual Integrators, those suppliers that provide AV equipment and install AV systems. Lot 2 also provides for Audio visual equipment and services on a hire basis

There is no opportunity for tenderers to bid for segments of the scope in either lot, however lot 2 tenderers will be required to identify which of the agreement users they do not seek to form contracts with.

Suppliers will be awarded to either lot 1 or to lot 2 therefore tenderers may only bid for Lot 1 or Lot 2, and not both lots.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

Guarantees of performance and financial stability.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

Joint and several liability.

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Included in tender documentation.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

AVI2003NE

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Mark Hayter Senior Procurement Manager NEUPC.Lorraine Hayes Head of Operational Procurement NEUPC.Elizabeth Wallington Procurement Manager Sheffield Hallam University.

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

Responding to consultation with NEUPC members, the introduction of Lot 1 (Supply Only), is a new strategic direction within the NEUPC Audio Visual framework arrangements.

Historically, Audio Visual products have been provided on a supply only basis within a holistic Audio Visual Framework, serviced by systems integrators whose strengths and added value are found in system design and installation. This arrangement for supply has been challenged in key areas which this new framework aims to address:

— That institutions have previously had to undertake a full further competition with all (up to nine) awarded suppliers when using the framework to purchase single and low value items of equipment,

— That AV equipment is more competitively priced and widely available through distribution channels than via systems integrators unable to provide added value to a supply only transactions

Category analysis suggests that supply only requirements may be accountable for a significant proportion of ‘in-scope, but off framework’ expenditure. This new framework provision seeks to increase the proportion of in-scope expenditure captured by the framework.

Lot 1 is designed to be used by institutions that already know their equipment requirements and therefore do not require technical guidance on product selection, but do require an efficient and cost effective route to purchase. Indeed, any institution that seeks technical support is directed to use Lot 2.

The supply of goods will require minimal personnel interaction, and Lot 1 providers will demonstrate proficiency and expertise in logistics management.

Efficient logistics underpinning the Lot 1 arrangement will offer institutions improved pricing.

Suppliers bidding for Lot 1 will not be eligible to bid for Lot 2, and vice versa.

Specification.

Suppliers will offer to sell audio visual products to institutions on a supply only basis.

Suppliers awarded to Lot 1 will be required to provide and maintain price files that are compatible with E-marketplaces and which are only issued for institutions' use following NEUPC approvals process.

All purchase orders placed will be responded to by the supplier with a purchase order acknowledgement which confirms the availability of product, delivery service level, and any special instruction regarding returns procedures exceptional to the agreed ‘standard service’.

Institutions placing orders under Lot 1 will be assured that goods ordered are in stock, and available for next day delivery.

Where a ‘not in stock’ or ‘stock on allocation’ status exists, Lot 1 suppliers will immediately inform the purchaser of stock status and guaranteed delivery date.

Suppliers will ensure that all deliveries will be made in accordance with purchase order instructions, especially in respect of ‘deliver to’ address, ‘required for delivery on’ date, and any specific delivery access restrictions.

Delivery charges will not apply unless accepted in writing by Us prior to supplier issuing any purchase order acknowledgements.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

Lot 2 suppliers will provide design services for integrated audio visual systems, and will have the capability and resources required to engineer, install and maintain those systems. Suppliers will also offer to sell audio visual products to institutions on a supply only basis.

The structure of Lot 2 builds on the success of the NEUPC's previous framework arrangements of supply and installation combined, and seeks to enhance mutual benefit by:

1. Improving engagement with suppliers to positively impact system and environment design opportunities.

2. Encouraging longer term commitment contracts that offer significant efficiency benefits.

3. Clarifying the call off procedures allowed and improving direct award options.

4. Improving and maintaining competitiveness at institutions' further competition stages.

Lot 2 is designed to be used by institutions that do not already know their equipment requirements, and therefore require technical guidance on product selection. Indeed, any institution that seeks technical support is directed to use Lot 2.

Instances of supply only of goods will be allowed in Lot 2 where interaction with suppliers' personnel is required. Lot 2 providers will demonstrate proficiency and expertise in technical sales support and account management, where an understanding of the institution's estate and installed requirements will lead to improved value for money

Suppliers bidding for Lot 2 will not be eligible to bid for Lot 1, and vice versa. NEUPC does not recommend, although does not preclude, institutions use Lot 1 for supply only and then use Lot 2 for installation only.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots