Audio Visual Supply and System Design, Integration and Maintenance.
Contract notice
Supplies
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
North Eastern Universities Purchasing Consortium
The Innovation Centre, 103 Clarendon Road
Contact point(s): https://in-tendhost.co.uk/neupc/
For the attention of: Mark Hayter
LS2 9DF Leeds
UNITED KINGDOM
Internet address(es):
General address of the contracting authority: http://www.neupc.ac.uk/
Address of the buyer profile: https://in-tendhost.co.uk/neupc/
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
Body governed by public law
I.3)Main activity
Education
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
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:
Audio Visual Supply and System Design, Integration and Maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
A combination of these
A combination of these
NUTS code UK
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 several operators
maximum number of participants to the framework agreement envisaged: 20
Range: between 20 000 000 and 25 000 000 GBP
maximum number of participants to the framework agreement envisaged: 20
Duration of the framework agreement
Duration in years: 4Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:Range: between 20 000 000 and 25 000 000 GBP
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.
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)
32321200, 50340000, 32321300
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 lot only
Tenders may be submitted for one lot only
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:
Framework Scope
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 members 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.
The framework agreement will be made available for use by the NEUPC members and by the University of Lincoln regardless of whether or not they are to be defined as contracting authorities for the purpose of the Public Contracts Regulations 2015.
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.
1. European Regional Development Fund (ERDF) or;
2. European Structural and Investment Fund (ESIF) or;
3. Research Councils UK (RCUK), the strategic partnership of the UK's seven Research Councils.
Agreement users will use their discretion to determine the most appropriate method for calling off contracts from this framework.
Note: Institutions opting out of the Public Contracts Regulations and / or their partners that access this agreement are not bound by the call off procedure which applies to Contracting Authorities
Call off processes include, but may not be limited to:
Lot 1 (not ranked):
Further competition by E-Auction:
Institutions develop a standard product schedule and all suppliers enter an on-line bidding process to secure the contract to supply.
Further competition by competitive quotation: Purchase orders against line item catalogue product offering.
Further competition by desktop exercise:
Institutions may vary the award weightings against framework scoring to suit individual contract requirements.
Further competition by mini tender:
Usually against a set specification which may result in a term contract for particular product groups, or for a full single source arrangement.
Lot 2 (ranked):
Contracts may be called off as in Lot 1.
Additionally, Lot 2 awarded suppliers will be ranked, allowing institutions to direct award to the supplier that scored the best in the framework award, or if that supplier is not capable (for instance, has no resource available for installation) then the second highest scorer is chosen and so on.
Direct award does not preclude or take precedence above further competition. It is envisaged that further competition is the preferred method for project and term or single contracts.
Institutions may approach Lot 2 suppliers to adopt a blended contracting model, for example where an institution chooses to award all its pre-defined, identified or standardised requirements to one supplier for a period of time, but continues to use further competition with all suppliers on a project by project basis for the more bespoke areas, where innovative design solutions are sought.
Framework structure and supplier coverage.
Lot 1 suppliers will be able to provide identical service to each and every one of the named agreement users. 5 suppliers are envisaged to be awarded to this lot.
Lot 2 Tenderers do not need to be able to supply all agreement users. NEUPC considers nine suppliers to be the optimum number to service the agreement users as a collective however, as tenderers will be required to state which of the named agreement users they wish to withdraw from further competition and direct award participation, it is impossible to accurately predetermine the final number of suppliers
The tender evaluation process will score all tenders and then set them against each other according to institutions that the tenderers have not excluded themselves from supplying.
It is possible, depending upon the level of interest and quality of tender submissions that award to supply one institution does not guarantee award to another.
For all Lots, NEUPC shall not be bound to accept any Tender and reserves the right not to conclude a Framework Agreement for some or all of the Services for which Tenders are invited.
Estimated value excluding VAT:
Range: between 20 000 000 and 25 000 000 GBP
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 members 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.
The framework agreement will be made available for use by the NEUPC members and by the University of Lincoln regardless of whether or not they are to be defined as contracting authorities for the purpose of the Public Contracts Regulations 2015.
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/
This framework may be used by the institutions to make purchases on projects that are fully or part-funded by European Union funds or Programs including but not limited to:1. European Regional Development Fund (ERDF) or;
2. European Structural and Investment Fund (ESIF) or;
3. Research Councils UK (RCUK), the strategic partnership of the UK's seven Research Councils.
Agreement users will use their discretion to determine the most appropriate method for calling off contracts from this framework.
Note: Institutions opting out of the Public Contracts Regulations and / or their partners that access this agreement are not bound by the call off procedure which applies to Contracting Authorities
Call off processes include, but may not be limited to:
Lot 1 (not ranked):
Further competition by E-Auction:
Institutions develop a standard product schedule and all suppliers enter an on-line bidding process to secure the contract to supply.
Further competition by competitive quotation: Purchase orders against line item catalogue product offering.
Further competition by desktop exercise:
Institutions may vary the award weightings against framework scoring to suit individual contract requirements.
Further competition by mini tender:
Usually against a set specification which may result in a term contract for particular product groups, or for a full single source arrangement.
Lot 2 (ranked):
Contracts may be called off as in Lot 1.
Additionally, Lot 2 awarded suppliers will be ranked, allowing institutions to direct award to the supplier that scored the best in the framework award, or if that supplier is not capable (for instance, has no resource available for installation) then the second highest scorer is chosen and so on.
Direct award does not preclude or take precedence above further competition. It is envisaged that further competition is the preferred method for project and term or single contracts.
Institutions may approach Lot 2 suppliers to adopt a blended contracting model, for example where an institution chooses to award all its pre-defined, identified or standardised requirements to one supplier for a period of time, but continues to use further competition with all suppliers on a project by project basis for the more bespoke areas, where innovative design solutions are sought.
Framework structure and supplier coverage.
Lot 1 suppliers will be able to provide identical service to each and every one of the named agreement users. 5 suppliers are envisaged to be awarded to this lot.
Lot 2 Tenderers do not need to be able to supply all agreement users. NEUPC considers nine suppliers to be the optimum number to service the agreement users as a collective however, as tenderers will be required to state which of the named agreement users they wish to withdraw from further competition and direct award participation, it is impossible to accurately predetermine the final number of suppliers
The tender evaluation process will score all tenders and then set them against each other according to institutions that the tenderers have not excluded themselves from supplying.
It is possible, depending upon the level of interest and quality of tender submissions that award to supply one institution does not guarantee award to another.
For all Lots, NEUPC shall not be bound to accept any Tender and reserves the right not to conclude a Framework Agreement for some or all of the Services for which Tenders are invited.
Estimated value excluding VAT:
Range: between 20 000 000 and 25 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The framework agreement will operate for 3 years duration, at which time NEUPC reserves the right to invoke an extension period of one year, subject at all times to satisfactory framework performance. Extension of one lot does not guarantee extension to any other lot.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
Description of these options: The framework agreement will operate for 3 years duration, at which time NEUPC reserves the right to invoke an extension period of one year, subject at all times to satisfactory framework performance. Extension of one lot does not guarantee extension to any other lot.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Audio Visual Equipment supply only1)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.
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)
32321200, 32321300
3)Quantity or scope
Estimated value excluding VAT:
Range: between 2 000 000 and 4 000 000 GBP
Range: between 2 000 000 and 4 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Audio visual system design, supply, integration, and maintenance
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.
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)
32321200, 50340000, 32321300
3)Quantity or scope
Estimated value excluding VAT:
Range: between 18 000 000 and 21 000 000 GBP
Range: between 18 000 000 and 21 000 000 GBP
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:
Guarantees of performance and financial stability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and several liability.
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: Included in tender documentation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Included in tender documentation.
Minimum level(s) of standards possibly required: Included in tender documentation.
Minimum level(s) of standards possibly required: Included in tender documentation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Included in tender documentation.
Minimum level(s) of standards possibly required:
Included in tender documentation.
Included in tender documentation.
Minimum level(s) of standards possibly required:
Included in tender documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
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:
AVI2003NE
IV.3.2)Previous publication(s) concerning the same contract
no
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: 18.12.2015 - 09:59
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
18.12.2015 - 10:00
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: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 18.12.2015 - 10:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Mark Hayter Senior Procurement Manager NEUPC.
Lorraine Hayes Head of Operational Procurement NEUPC.
Elizabeth Wallington Procurement Manager Sheffield Hallam University.
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Mark Hayter Senior Procurement Manager NEUPC.
Lorraine Hayes Head of Operational Procurement NEUPC.
Elizabeth Wallington Procurement Manager Sheffield Hallam University.
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 36 months.
Estimated timing for further notices to be published: 36 months.
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
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
VI.5)Date of dispatch of this notice:
17.11.2015