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Notice Summary

Title:
United Kingdom-Edinburgh: Provision of Replacement Sound, Voting and Interpretation System
Document Ref:
119919-2020
Document Type:
Contract Notice - Restricted Procedure
Published By:
Scottish Parliamentary Corporate Body
Date Published:
11 March 2020
Deadline Date:
07 April 2020
Document Source:
Framework/DPS:
No
Alert Profile:
Labels:

Notice Abstract

The Scottish Parliament Corporate Body (SPCB) requires a specialist contractor to replace its current sound and voting (S&V) system. The associated microphones and speakers will provide broadcast quality audio and high-quality sound reinforcement in the debating chamber.This business-critical system will allow Members of the Scottish Parliament (MSPs) to positively log-in and log-out of the consoles and register votes on matters being discussed.The S&V system must be capable of importing and exporting and live flow of data. The system must ensure that exported data is indexed to imported data, aggregated where required and able to be exported to further business systems. This will require the contractor to undertake and support a level of integration between the new S&V system and existing services and systems that run on the Scottish Parliament Corporate IT network.The contractor must also be able to provide full training for system users, planned and reactive maintenance on the entire system and possess the capability to undertake future upgrade/project works when requested.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting entity

I.1) Name and addresses

Scottish Parliamentary Corporate Body

The Scottish Parliament, Procurement Services

Edinburgh

EH99 1SP

UK

Contact person: Emma O'Sullivan

Telephone: +44 1313486625

E-mail: emma.o'sullivan@parliament.scot

NUTS: UKM75

Internet address(es)

Main address: http://www.parliament.scot

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10284

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

http://www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

http://www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Other: Devolved Parliament

I.5) Main activity

Other: Legislative Body

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Provision of Replacement Sound, Voting and Interpretation System

Reference number: NIC-G&S-80

II.1.2) Main CPV code

51000000

 

II.1.3) Type of contract

Services

II.1.4) Short description

The Scottish Parliament Corporate Body (SPCB) requires a specialist contractor to replace its current sound and voting (S&V) system. The associated microphones and speakers will provide broadcast quality audio and high-quality sound reinforcement in the debating chamber.

This business-critical system will allow Members of the Scottish Parliament (MSPs) to positively log-in and log-out of the consoles and register votes on matters being discussed.

The S&V system must be capable of importing and exporting and live flow of data. The system must ensure that exported data is indexed to imported data, aggregated where required and able to be exported to further business systems. This will require the contractor to undertake and support a level of integration between the new S&V system and existing services and systems that run on the Scottish Parliament Corporate IT network.

The contractor must also be able to provide full training for system users, planned and reactive maintenance on the entire system and possess the capability to undertake future upgrade/project works when requested.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

32210000

45232331

32342410

32350000

32351000

32330000

51313000

II.2.3) Place of performance

NUTS code:

UKM75

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: No

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

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.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

In relation to the ESPD:

4A.1 not used

4A.2 not used

III.1.2) Economic and financial standing

List and brief description of selection criteria:

Question 4B.6 only applies to this selection criteria.

The Scottish Parliamentary Corporate Body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of bidders. Bidders are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at http://www.creditsafe.com/products/business-credit-reports/

If a bidder does not agree with the credit rating it has been given by Creditsafe, it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a bidder is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.

Minimum level(s) of standards required:

Bidders should have a Creditsafe credit rating of 40 or higher to demonstrate satisfactory financial standing. If a bidder has a lower credit rating score and has the backing of a parent company with a credit rating of 40 or higher, then the provision of a parent company guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the bidder may be rejected.

III.1.3) Technical and professional ability

List and brief description of selection criteria:

Section 4C.1

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4) of the contract notice.

Section 4C.2

Bidders will be required to confirm details of the technicians or technical bodies who they can call upon.

Section 4C.4

Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4) in the contract notice or the relevant section of the site notice.

Sections 4C.3, 4C.5 and 4C.6 are not used.

Section 4C.7

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.

4C.10

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

Sections 4C.8, 4C.9, 4C.11, 4C.12 are not used.

Minimum level(s) of standards required:

Please note that there are minimum requirements concerning cyber security for this contract to which a pass/fail marking will attach. Bidders will be required to complete an online supplier assurance questionnaire using the Scottish Cyber Assessment Service (SCAS) at ITT stage. A link to SCAS can be found here: https://cyberassessment.gov.scot.

The questionnaire will be aligned to a cyber risk profile that has been established for the contract, based on the SPCB’s assessment of cyber risk.

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

In order to ensure the highest standards of service quality in this contract the SPCB requires the contractor to take a positive approach to fair work practices. Full details of all performance conditions are set out in the ITT documents.

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted 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 175-426343

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 07/04/2020

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 15/06/2020

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

February 2030

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

A bidder's conference will be held at the Scottish Parliament Building in June/July 2020. Further details will be provided in the tender

documentation.

System demonstrations will form part of the tender evaluation. It is anticipated that these will be held at the Scottish Parliament Building in June/July 2020. Further details will be provided in the tender documentation.

The successful contractor will be required to work with the SPCB to establish any community benefits that are achievable under the

contract.

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Website at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=612687

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:612687)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=612687

VI.4) Procedures for review

VI.4.1) Review body

Edinburgh Sheriff Court House

27 Chambers Street

Edinburgh

EH1 1LB

UK

VI.5) Date of dispatch of this notice

06/03/2020

Current Notes