II.2.2) Additional CPV code(s)
II.2.3) Place of performance
Main site or place of performance:
Scottish Parliament, Holyrood, Edinburgh, EH99 1SP.
II.2.4) Description of the procurement
The SPCB requires a contractor to replace its current Sound and Voting (S&V) system and maintain the new system to ensure exemplary levels of availability. The new S&V system will provide at least 131 consoles in the debating chamber. Consoles must be aesthetically pleasing and fit in with building architecture and be adaptable and configurable to ensure that users with accessibility requirements are considered.
Consoles must allow Members of the Scottish Parliament (MSPs) to register a vote on matters being discussed. Consoles will allow MSPs to register a request to speak with requests managed at a central point on the chamber podium. A microphone and speaker will be provided at each desk. Desk microphones will be enabled/disabled individually from this central point with audio from microphones integrated into the chamber audio and PA system. MSPs must receive confirmation of their vote on the console and consoles must have screens to allow MSPs to see voting options.
MSPs must be able to positively log in/out of consoles and be positively identified on the S&V system through this method. Currently a corporate photographic ID card with an embedded chip is used to perform this function. These same proxy cards will be used on the new S&V system and perform the same function. Suppliers are expected to ensure that their system is compatible with these existing RFID cards and undertake any changes to their consoles necessary to ensure this.
The S&V system must accept data inputs from a variety of sources and allow flexibility in the administration of this data in real-time (e.g. ability to manipulate the order in which votes are taken and adding items on which a vote will be called). Sources of data will include services and systems running on the Scottish Parliament Corporate IT network (IT network) and via direct file transfer i.e. portable memory device. The S&V system should provide the ability to output data, on demand and in real-time, in a format(s) that can be integrated with current and future Scottish Parliament systems. Data must be transferable with the IT network using standard data interchange formats, including XML and JSON and mechanisms such as file import/export or API integration. Typical information that the S&V system must be able to accept includes data fields such as vote names and identifying attributes like numbers and letters. Data collected by the S&V system must be associated with inputted data assigned to users by the S&V system and, where appropriate, aggregated and exported in several formats. The contractor must provide any and all integration work required to ensure accurate and secure capture and transfer of data to and from the S&V system to the IT network.
The contractor must where required repurpose existing equipment and transition this along with new items into their solution as part of their installation. During installation of the new S&V system the existing system will remain in operation and only removed once the new system has been demonstrated as being fully operational and meeting agreed standards.
The contractor will provide all training for users and provide a planned and reactive maintenance service covering new and retained parts of the system. All maintenance work must be targeted to ensure that agreed availability targets for the whole system are achieved. This system is business critical, to minimise impact the contractor must be able to provide immediate fault resolution. During the contract minor upgrade and project works may be requested, this could include refresher training for users. The contractor will be expected to deliver any works to agreed timescales and costs. Installation, commissioning, testing and user training for new consoles must take place in a specific, limited time period. The contractor must be able to mobilise sufficient skilled resources to ensure successful delivery in this period. It is anticipated installation will take place during July and August 2021.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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:
The contract will have the option to extend for a period/periods of up to 60 months at the sole discretion of the SPCB.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
It is envisaged that the top 5 scoring bidders will be invited to tender. If there is a tie for fifth place then the bidder who scored highest from the tied bidders in question 4C1.2(i) will be invited. If there is still a tie after question 4C1.2(i) has been considered then the bidder who scored highest from the tied bidders in question 4C1.2(iv) will be invited.
The ESPD Part 4, Section C:
4C.1 Technical and Professional Ability (60 %)
Bidders will be required to demonstrate experience of delivering all of the services detailed in part II.2.4) of the contract notice.
Please note that when demonstrating experience, a minimum of three examples be submitted. Each example should be wholly relevant to all, or part, of the services to be provided and collectively they should demonstrate experience in all parts of the services. In answering the question, a simple assertion will not be acceptable evidence; bidders should provide detailed evidence to demonstrate the breadth of their experience, capability, capacity, value of contract to be similar. Each example should be limited to a maximum of 2 A4 pages using Arial Font 12 point. Supplementary diagrams or images directly relating to the example may be provided up to a maximum of 2 A4 pages per example.
This includes but is not restricted to:
(i) supply and installation of sound and voting consoles in a legislative or similar environment;
(ii) supply and installation of sound reinforcement systems in a legislative or similar environment;
(iii) integration of data from a conferencing system into a customer’s IT system;
(iv) integration of audio into professional broadcasting systems;
(v) undertaking of planned and immediate reactive maintenance on a sound and voting system;
(vi) the provision of training for customers staff. This should cover the training of different staff groups using the system and how you ensured that staff were competent following the training.
Question 4C2 (10 %)
Bidders must demonstrate that their organisation and/or service provider has the breadth and depth of managerial staff and demonstrate the skills, experience and qualifications covering both management and technical competencies which will enable them to deliver all services including the full installation and provision of on-going support. In their response the bidders should consider:
(i) the installation of this system will be undertaken within a limited time period and in a high-profile building;
(ii) the contractor will need to work collaboratively with a number of key project stakeholders;
(iii) on-going support and maintenance of the installed system.
Question 4C.4 (15 %)
Bidders will be required to confirm that they, and any key subcontractors, have supply chain management systems and processes in place to deliver the requirements detailed in part II.2.4) of the contract notice. These systems and processes should demonstrate how components and materials are sourced, the appropriate labour resources are obtained and managed and what processes are followed for the selection, auditing and management of materials and sub-contractors.
Bidders should demonstrate that they have relationships with sound and voting system manufacturers and have experience in the successful management of a supply chain relevant to this project scope which ensured the delivery of works to an agreed schedule and within agreed budgets.
Question 4C7: 15 %
Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements:
(i) a description of the organisation’s approach to environmental management;
(ii) detail on how the organisation’s own suppliers meet their environmental commitments which are appropriate to the work for which they are being engaged.
Should any candidate invited to tender withdraw from the process at any point, for any reason, then the SPCB reserves the right to invite the bidder ranked next in the process as a replacement.
II.2.10) Information about variants
Variants will be accepted:
II.2.11) Information about options
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
II.2.14) Additional information
During the contract, including installation and later stages, the contractor will have to work with many stakeholders including consultants, contractors and SPCB staff. They must be prepared to operate in an environment which requires a high level of interaction and cooperation between stakeholders. All personnel involved in this project will have to obtain security clearance to CTC level.