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ICT services procurement for Westminster City Council, the London Borough of Hammersmith and Fulham, the Royal Borough of Kensington and Chelsea and other participating authorities in London

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

City of Westminster
14th Floor, 64 Victoria Street
For the attention of: Andrew Curtois
SW1E 6QP London
UNITED KINGDOM
Telephone: +44 2076412551
E-mail:

Internet address(es):

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

Electronic access to information: http://esourcing.bravosolution.co.uk

Electronic submission of tenders and requests to participate: http://esourcing.bravosolution.co.uk

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

Wandsworth Council
Town Hall, Wandsworth High Street
SW18 2PU London
UNITED KINGDOM

Merton Council
Civic Centre, London Road
SM4 5DX Morden
UNITED KINGDOM

Royal Borough of Kingston upon Thames
Guildhall, High Street
KT1 1EU Kingston upon Thames
UNITED KINGDOM

London Borough of Sutton
Civic Offices, St Nicholas Way
SM1 1EA Sutton
UNITED KINGDOM

London Borough of Hammersmith and Fulham
Town Hall, King Street
W6 9JU London
UNITED KINGDOM

The Royal Borough of Kensington and Chelsea
The Town Hall, Hornton Street
W8 7NX London
UNITED KINGDOM

London Borough of Ealing
Perceval House, 14-16 Uxbridge Road
W5 2HL London
UNITED KINGDOM

London Borough of Hackney
Town Hall, Mare Street
E8 1EA London
UNITED KINGDOM

City of London Corporation
Guildhall, PO Box 270
EC2P 2EJ London
UNITED KINGDOM

The London Borough of Camden
Camden Town Hall, Judd Street
WC1H 9JE London
UNITED KINGDOM

The London Borough of Bromley
Civic Centre, Stockwell Close
BR1 3UH London
UNITED KINGDOM

The London Borough of Hillingdon
Civic Centre, High Street
UB8 1UW Middlesex
UNITED KINGDOM

London Borough of Bexley
Bexley Civic Offices, Broadway
DA6 7LB Kent
UNITED KINGDOM

Harrow Council
Station Road
HA1 2XY Harrow
UNITED KINGDOM

London Borough of Havering
Town Hall, Main Road
RM1 3BB Romford
UNITED KINGDOM

London Borough of Hounslow
Civic Centre, Lampton Road
TW3 4DN Hounslow
UNITED KINGDOM

Lambeth Council
Lambeth Town Hall
SW2 1RW London
UNITED KINGDOM

The London Borough of Lewisham
Laurence House, 1 Catford Road
SE6 4RU London
UNITED KINGDOM

London Borough fo Newham
Newham Dockside, 1000 Dockside Road
E16 2QU London
UNITED KINGDOM

London Borough of Redbridge
Town Hall, 128-142 High Road
IG1 1DD Essex
UNITED KINGDOM

London Borough of Islington
222 Upper Street
N1 1XR London
UNITED KINGDOM

London Borough of Richmond upon Thames
Civic Street, 44 York Street
TW1 3BZ Middlesex
UNITED KINGDOM

Southwark Council
PO Box 64529
SE1P 5LX London
UNITED KINGDOM

Tower Hamlets Council
Town Hall, Mulberry Place
E14 2BG London
UNITED KINGDOM

London Borough of Waltham Forrest
Waltham Forrest Town Hall, Forrest Road
E17 4JF Walthamstow
UNITED KINGDOM

London Borough of Barking and Dagenham
Civic Centre
RM10 7BN Dagenham
UNITED KINGDOM

London Borough of Barnet
North London Business Park, Oakleigh Road South
N11 1NP London
UNITED KINGDOM

Brent Council
Brent Town Hall, Forty Lane
HA9 9HD Middlesex
UNITED KINGDOM

London Borough of Croydon
Taberner House, Park Lane
CR9 3JS Croydon
UNITED KINGDOM

London Borough of Enfield
Civic Centre, Silver Street
EN1 3XA Enfield
UNITED KINGDOM

Royal Borough of Greenwich
The Woolwich Centre, 35 Wellington Street
SE18 6HQ London
UNITED STATES

Harringey Council
Civic Centre, High Road
N22 8LE London
UNITED KINGDOM

City West Homes
21-24 Grosvenor Road
SW1X 7EA London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
ICT services procurement for Westminster City Council, the London Borough of Hammersmith and Fulham, the Royal Borough of Kensington and Chelsea and other participating authorities in London
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

NUTS code UKI

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: 4

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

Estimated value excluding VAT:
Range: between 3 000 000,00 and 1 100 000 000,00 GBP
II.1.5)Short description of the contract or purchase(s)
Information technology services. Help-desk and support services. Data analysis services. Application service providers. Software programming and consultancy services. Platform interconnectivity software development services. Systems and technical consultancy services. Information systems or technology strategic review and planning services. Information systems or technology strategic review services. Information systems or technology planning services. Information technology requirements review services. System implementation planning services. Database services. Data preparation services. Data management services. Disaster recovery services. Software package and information systems. Information systems and servers. Information systems. Electronic message and information services. Electronic information services. Information-processing equipment. Maintenance and repair of information technology equipment. Maintenance of information technology equipment. Repair of information technology equipment. Installation services of computers and information-processing equipment. Installation services of information-processing equipment. Value-added information services. Maintenance of information technology software. Repair of information technology software. Hardware. Hardware installation services. Networking, Internet and intranet software package. Internet and intranet software package. Internet browsing software package. Web server software package. Electronic mail software package. Document creation, drawing, imaging, scheduling and productivity software package. Document creation software package. Document management software package. Desktop-publishing software package. Presentation software package. Word-processing software package. Database and operating software package. Database software package. Personal computer (PC) operating system software package. Backup or recovery software package. Virus protection software package. Anti-virus software package. Miscellaneous software package and computer systems. Office automation software package. Training software package. Drivers and system software package. Configuration management software package. Spreadsheets and enhancement software package. Spreadsheet software package. Networking, Internet and intranet software development services. Software support services. Software development services. Software implementation services. Software maintenance and repair services. Software supply services. Network servers. Computer servers. File servers. Data storage services. Westminster City Council (WCC) intends to create a framework agreement for the provision of ICT services to "the Tri-Borough Authorities" of Westminster, Hammersmith & Fulham and Kensington & Chelsea and the other London Boroughs named within this notice. Also included in this Framework Agreement will be any arms' length management organisations, charitable organisations subsidiaries, other companies or business providing public services within the geographical location of the named authorities. It is envisaged that the core requirements will comprise delivery of service desk through an integrated solution that optimises the user's ability to self serve, data centre services incorporating infrastructure as a service where appropriate and end user computing.
The services will need to be operational by November 2014 for WCC (transitioning from early 2014), by October 2016 for the London Borough of Hammersmith and Fulham and as required, based on business case, for the Royal Borough of Kensington and Chelsea and all of the other Participating Authorities.

The three boroughs will hold a Supplier Day on 10.4.2013 where further information on the forthcoming procurement will be discussed. Suppliers interested in some or all of the scope in this procurement should e-mail Andrew Curtois, , to request an invitation to participate and a prospectus for the day. The three boroughs are not liable for any costs, fees or expenses incurred by any party participating in the Suppliers' day.

Currently the council and other participating boroughs each use a variety of service providers to supply different parts of their IT services. Some are run and managed in-house or hosted and managed externally, and some are a combination of these. This means that the requirements of the participating authorities will vary. Some may issue call offs for each lot and some may not. Interested suppliers should note that due to differences in current service provision, participating authorities will select which services within that lot they require and that in respect of each lot not all services may be required by the council or any other participating authority. This means that service providers will have to be flexible in that which they offer to the council and other participating authorities. The Council and other participating authorities may also offer call-off contracts at different times during the life of the framework including during the last year of the terms of the framework agreement. Interested service providers should also note that there is no guarantee that any call-off contracts will be awarded by the council or any other participating authority under the framework agreement.
The framework agreement will consist of three lots. Only one successful service provider will be appointed to each lot. Interested service providers will be invited to bid for one or more lots. They are:
Lot 1: Distributed Computing with a mimimum annual value of GBP 1 500 000;
Lot 2: Service Desk with a minimum annual value of GBP 600 000;
Lot 3: Data Centre Services with a minimum annual value of GBP 1 000 000.
The requirement is for ICT services that are delivered to service level agreements in a consistently efficient and effective manner. The successful service provider will need to support the transition of the relevant participating authorities receiving ICT services under that lot to a set of common processes and it may involve the service provider investing in the service delivery. The aim is not only to provide outsourced technology but for the successful service provider to demonstrate that the underpinning technology ensures that the Council and the other Participating Authorities receive: streamlined ICT services, improved process efficiency and cost-effectiveness, capacity for self-service where appropriate, improved efficient reporting, identified savings and of course quality of service. The proposed procurement route is the restricted process. The aim is to appoint one successful supplier for each lot, however the same service provider could if successful be appointed to provide two or three lots. For each lot, a single comprehensive solution is being sought. Submissions for each lot will therefore be considered from prime contractors and consortia provided that the relevant prime contractor or consortium can provide a single comprehensive solution for that lot.
The Council and participating authorities are committed to ensuring fairness, openness and transparency and to following EU procurement regulations. The procurement will be carried out in accordance with the provisions of the Public Contracts Regulations 2006 (as amended).
II.1.6)Common procurement vocabulary (CPV)

72222300, 72253000, 72316000, 72416000, 72200000, 72212211, 72220000, 72222000, 72222100, 72222200, 72223000, 72224100, 72320000, 72312100, 72322000, 72251000, 48000000, 48800000, 48810000, 64216000, 64216200, 42965000, 50312600, 50312610, 50312620, 51610000, 51612000, 64216210, 72267100, 72267200, 44316400, 51611100, 48200000, 48220000, 48221000, 48222000, 48223000, 48300000, 48310000, 48311000, 48315000, 48316000, 48317000, 48600000, 48611000, 48624000, 48710000, 48760000, 48761000, 48900000, 48920000, 48931000, 48960000, 48982000, 48990000, 48991000, 72212200, 72261000, 72262000, 72263000, 72267000, 72268000, 48821000, 48822000, 48823000, 72317000

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: yes
Tenders may be submitted for one or more lots
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:
It is intended that a four year framework agreement be established. The duration of an individual call-off contract under the framwork agreement will be governed by the terms of the call-off contract concerned. It is envisaged that participating authorities may seek to ensure that call-off contracts are co-terminus.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Distributed Computing
1)Short description
2)Common procurement vocabulary (CPV)

72222300, 42965000, 48000000, 48800000, 48810000, 50312600, 50312610, 50312620, 51610000, 51612000, 64216000, 64216200, 72222000, 72222100, 72222200, 72223000, 44316400, 51611100, 48200000, 48220000, 48221000, 48222000, 48223000, 48300000, 48310000, 48311000, 48315000, 48316000, 48317000, 48330000, 48331000, 48332000, 48516000, 48517000, 48611000, 48624000, 48710000, 48760000, 48761000, 48900000, 48920000, 48931000, 48960000, 48982000, 48990000, 48991000, 72212200, 72261000, 72263000, 72267000, 72267100, 72267200, 72268000, 30213300

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Service Desk
1)Short description
2)Common procurement vocabulary (CPV)

42965000, 48810000, 50312600, 50312610, 50312620, 64216210, 72222000, 72222100, 72222200, 72222300, 72223000, 72253000, 72267100, 72267200

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Data Centre Services
1)Short description
2)Common procurement vocabulary (CPV)

42965000, 48800000, 48810000, 50312600, 50312610, 50312620, 64216210, 72222000, 72222200, 72222300, 72223000, 72251000, 48820000, 48821000, 48822000, 48823000, 72317000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Requirements will be set out in the invitation to tender (ITT) document and may include performance bonds and/or guarantees including parent company guarantees and/or other froms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payment arrangements will be for ICT services provided under the call-off contracts awarded will be addressed with those interested service providers who are invited to the Invitation to Tender stage of the procurement.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed in accordance with Regulations 23 to 26 of the Public Contracts Regulations 2006 as amended and articles 45 to 50 of Directives 2004/18/EC and on the basis of information provided in response to the pre-qualification questionnaire ("PQQ) copies of which will be made available via the portal. Completed PQQs must be returned to the Council via the portal before the deadline specified in Section IV 3.4 below.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: The following minimum level should be satisfied by each interested service provider in respect of each lot to which it is submitting a PQQ response:
- It should have a 3 year mean average turnover (based on information supplied in response to the PQQ) which is equal to or exceeds 3 times the estimated minimum annual contract value for the relevant lot ("Turnover Threshold).
Interested service providers are directed to the information below regarding who is subject to these tests and how they are carried out, depending on whther the service provider is a single organisation or consortium.
For the avoidance of doubt where an interested service provider is constituted by way of:
- A single organisation, the single organisation must pass the Turnover Threshold.
- A single consortium (i.e. 2 or more persons, at least one of whom is an economic operator, acting jointly for the purpose of being awarded a public contract) the consortium must pass the Turnover Threshold. In order to calculate whether a consortium service provider passes the Turnover Threshold the 3 year mean average turnover for each consortium member (based on information supplied in response to the PQQ) will be calculated and for each consortium member the result will be mulitplied by their (actual and anticipated) percentage equity stake (as identified in the response to the PQQ) in the legal entity to be formed to deliver the services under the Framework Agreement and the totals will then be added together. It is this combined figure that will need to pass the Turnover Threshold. Please see the PQQ for further information.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 15
Objective criteria for choosing the limited number of candidates: Envisaged number of operators: 5-7 per lot.
Objective criteria for choosing the limited number of candidates: The Council intends to invite the 5 highest scoring interested service providers per lot to tender on the basis of the ranking of interested service providers at the pre-qualification evaluation stage at which the evaluation criteria will be assessed and evaluated. Where there is in respect of any lot, more than one interested service provider ranked in fifth place, then all interested service providers ranked in 5th place in such lot shall be invited into the ITT.
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: 2013/S 17-024643 of 24.1.2013

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
3.5.2013 - 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
IV.3.8)Conditions for opening of tenders

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
There is no minimum level of business guaranteed by the framework and the council and the other participating authorities expressly reserve their rights:
(I) Not to award any framework and/or call off contract(s) as a result of the procurement process commenced by the publication of this notice;
(II) To make whatever changes they see fit to the content and structure of the tendering competition;
(III) To award a framework and/or call-off contract(s) in respect of any part(s) of the ICT services and any part(s) of the services within the lots that constitute the ICT services;
(IV) To award the framework and/or any call-off contracts in stages. And in no circumstances will the Council or any other participating authorities be liable for any costs incurred by the candidates;
(V) For technical assistance in accessing the PQQ information, please call the Bravosolution technical help desk on +44 8003684805. GO Reference: GO-201342-PRO-4701477
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
The Strand
WC2A 2LL London
UNITED KINGDOM

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:
2.4.2013