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Notice Summary

Title:
United Kingdom-Paisley: Door Access and Time Management System
Document Ref:
303060-2019
Document Type:
Contract Notice - Open Procedure
Published By:
Renfrewshire Council
Date Published:
01 July 2019
Deadline Date:
29 July 2019
Document Source:
Framework/DPS:
No
Alert Profile:
Labels:

Notice Abstract

Renfrewshire Council seeks a contractor to provide a single integrated secure door access and time management system. A high-level description of the requirements is detailed below (but not limited to):— secure controlled door entry at various Council buildings throughout Renfrewshire enabling traceability of employees,— software system that will allow for a complete flexible working system for all employees and record time and attendance,— provide ID cards that can be customised and will enable employees to access the building,— multiple ways of clocking in and out,— works — provide and install hardware and software for the system proposed,— cloud hosted system,— integration with the Council system.The contract has been split into 3 lots however the Council will award 1 lot to a contractor who can fulfil all requirements for software (services) and works. It is anticipated that the contract will be awarded October 2019 and the new system must be implemented before 1.4.2020.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Renfrewshire Council

Renfrewshire House, Cotton Street

Paisley

PA1 1JB

UK

Contact person: Gillian Gordon

Telephone: +44 1416187043

E-mail: gillian.gordon@renfrewshire.gov.uk

NUTS: UKM83

Internet address(es)

Main address: http://www.renfrewshire.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400

I.3) Communication

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

https://www.publictendersscotland.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://www.publictendersscotland.publiccontractsscotland.gov.uk


Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

https://www.publictendersscotland.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Door Access and Time Management System

Reference number: RC-CPU-18-270

II.1.2) Main CPV code

35125200

 

II.1.3) Type of contract

Services

II.1.4) Short description

Renfrewshire Council seeks a contractor to provide a single integrated secure door access and time management system. A high-level description of the requirements is detailed below (but not limited to):

— secure controlled door entry at various Council buildings throughout Renfrewshire enabling traceability of employees,

— software system that will allow for a complete flexible working system for all employees and record time and attendance,

— provide ID cards that can be customised and will enable employees to access the building,

— multiple ways of clocking in and out,

— works — provide and install hardware and software for the system proposed,

— cloud hosted system,

— integration with the Council system.

The contract has been split into 3 lots however the Council will award 1 lot to a contractor who can fulfil all requirements for software (services) and works. It is anticipated that the contract will be awarded October 2019 and the new system must be implemented before 1.4.2020.

II.1.5) Estimated total value

Value excluding VAT: 800 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

II.2) Description

Lot No: 1

II.2.1) Title

Lot 1 - Option 1

II.2.2) Additional CPV code(s)

31711300

35125200

42961100

II.2.3) Place of performance

NUTS code:

UKM83

Main site or place of performance:

Renfrewshire area.

II.2.4) Description of the procurement

Lot 1: all components to be replaced (this includes Card Reader, Maglock, Concentrator, ‘Push to Exit’ Button, Emergency Egress button and Isolator Key switch) and associated control wiring to these. Allow for final connections to existing fire alarm interface, power supply and ICT data points. Each door will require an independent 230 V power supply, and RJ45 data point and connection to existing fire alarm interface unit should be installed where not existing.

The contractor will supply, support and maintain all components and associated door control cabling. The fire alarm and 230 V power supply and data cabling will be maintained by another Council Contractor.

The contractor is to remove all redundant wiring and associated equipment.

The full specification is detailed in the tender documents in the supplier attachment area in PCS Tender site under each lot.

The weightings for Lot 1 are Quality 70 %/Price 30 % full breakdown of the quality can be found in the ITT document in supplier attachment area in PCS Tender site.

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: 120

This contract is subject to renewal: Yes

Description of renewals:

The contract is for a period of 7 years with an option to extend for a further 2 x 12 months then a further 12 months period subject to satisfactory operation and performance by the contractor. Any extension will be at the sole discretion of Renfrewshire Council.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The proposed system will need to be flexible and scalable, to meet demand and changing business needs. Aspects of the software i.e licences will vary depending on users. The integration with Business World is also optional. The hardware will also be subject to change due to changes in the Council building estate, changes to locations and equipment being obsolete.

II.2.12) Information about electronic catalogues

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 2

II.2.1) Title

Lot 2: Option 2

II.2.2) Additional CPV code(s)

31711300

35125200

42961100

II.2.3) Place of performance

NUTS code:

UKM83

Main site or place of performance:

Renfrewshire Area.

II.2.4) Description of the procurement

Replace card readers and door controllers only. Allow for replacement of associated control wiring to these. Each door will require an independent 230 V power supply, and RJ45 data point and connection to existing fire alarm interface unit and these should be installed where not existing.

The contractor will supply, support and maintain all door access components (for clarification this includes Card Reader, Maglock, Concentrator, ‘Push to Exit’ Button, Emergency Egress button and Isolator Key switch) and door access cabling. The fire alarm and 230 V power supply and data cabling will be maintained by another Council Contractor.

The contractor is to remove all redundant wiring and associated equipment.

Full specification can be found in the tender documents in supplier attachment area within PCS tender site for each lot.

The weightings for Lot 2 are Quality 70 %/Price 30 % full breakdown of the quality can be found in the ITT document in supplier attachment area PCS Tender site.

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: 120

This contract is subject to renewal: Yes

Description of renewals:

The contract will be for 7 years with the option to extend for up to a further 2 x 12 months and a further 12 month period, subject to satisfactory operation and performance by the contractor. Any extension will be at the sole discretion of Renfrewshire Council.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The proposed system will need to be flexible and scalable, to meet demand and changing business needs. Aspects of the software i.e licences will vary depending on users. The integration with Business World is also optional. The hardware will also be subject to change due to changes in the Council building estate, changes to locations and equipment being obsolete.

II.2.12) Information about electronic catalogues

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 3

II.2.1) Title

Lot 3: Option 3

II.2.2) Additional CPV code(s)

31711300

35125200

42961100

II.2.3) Place of performance

NUTS code:

UKM83

Main site or place of performance:

Renfrewshire Area.

II.2.4) Description of the procurement

Card readers and door Controllers replaced only. Retain and connect to existing wiring Inc. Fire alarm interface unit, 230 V power supply and RJ45 data point.

The contractor will supply, support and maintain all door access components (for clarification this includes Card Reader, Maglock, Concentrator, ‘Push to Exit’ Button, Emergency Egress button and Isolator Key switch) and door access cabling. The fire alarm and 230 V power supply and data cabling will be maintained by another Council Contractor.

The full specification is detailed in the tender documents in the supplier attachment area in PCS Tender site for each lot.

The weightings for Lot 3 are Quality 70 %/Price 30 % full breakdown of the quality can be found in the ITT document in supplier attachment area in PCS Tender site.

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: 120

This contract is subject to renewal: Yes

Description of renewals:

The contract will be for 7 years with the option to extend for up to a further 2 x 12 months then a further 12 month period, subject to satisfactory operation and performance by the Contractor. Any extension will be at the sole discretion of Renfrewshire Council.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The proposed system will need to be flexible and scalable, to meet demand and changing business needs. Aspects of the software i.e licences will vary depending on users. The integration with Business World is also optional. The hardware will also be subject to change due to changes in the Council building estate, changes to locations and equipment being obsolete.

II.2.12) Information about electronic catalogues

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

List and brief description of selection criteria:

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

— employers liability: statutory minimum 5 000 000 GBP, each and every claim,

— public and products liability: minimum 2 000 000 GBP, each and every claim,

— professional indemnity: minimum 2 000 000 GBP, each and every claim (however we can accept cover in the aggregate so long as at least 1 automatic annual reinstatement of this sum is permitted within the policy year),

— please also submit evidence of statutory third party motor vehicle insurance by way of a valid MV certificate in the company name, OR where there is no company fleet and employees use their own vehicles instead, a letter signed by a person of appropriate authority confirming that the provider has ongoing arrangements in place to ensure that employees' vehicles are appropriately insured and maintained for business purposes,

— contractors all risk: 250 000 GBP each and every claim.

Please note tenderers are required to have minimum Dun and Bradstreet (D&B) failure score of 20.

Minimum level(s) of standards required:

The Council will use Dun and Bradstreet (D&B) to assist in its determination of the organisations financial status and risk. It is recommended that tenderers review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, tenderers consider that the D&B Failure Score does not reflect their current financial status, the tenderer should attach a document to this section giving a detailed explanation, together with any relevant supporting independent evidence. The Council will review any such information as part of the evaluation of tenderer’s financial status. Where the tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their tender submission in order that the Council may assess these to determine the suitability of the tenderer to undertake a contract or contracts of this size. Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. Where the tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum financial turnover requirements or minimum D&B Failure Score (or equivalent) as a company, in order to progress to stage 2 of the evaluation they must provide as part of their tender submission, written confirmation from an authorised signatory of the parent company, that either a parent company guarantee will be provided within 2 weeks of request. The parent company must meet the minimum financial requirements as assessed by the Council. The parent company guarantee will be in the form provided in the tender documentation. Tenderers who fail to meet the minimum requirements noted above following evaluation, will be deemed as non compliant and may be excluded from the tender process.

III.1.3) Technical and professional ability

List and brief description of selection criteria:

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in Part II.2.4 of the OJEU Contract Notice or the relevant section of the ESPD (Scotland).

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

III.2) Conditions related to the contract

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

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

Date: 29/07/2019

Local time: 12:00

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

Tender must be valid until: 24/12/2019

IV.2.7) Conditions for opening of tenders

Date: 29/07/2019

Local time: 12:30

Place:

Renfrewshire Council, Renfrewshire House, Cotton Street, Paisley.

Information about authorised persons and opening procedure:

The tender documents will be opened in line with the Council Standing order relating to contracts.

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

Anticipated 2028.

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

1) The specification for software for this project can be located in ITT Document within the supplier attachment area in PCS Tender.

2) The specification for the Works for each lot is located within the relevant lot folder within the supplier attachment area in PCS Tender.

3) The full breakdown of the quality scoring can be located in the ITT Document in PCS tender documents to be submitted as part of the tenderers submission;

4) S7 declaration: complete the document, this document is attached within the commercial envelope;

5) A completed copy of the Supporting Documents (sdocs) uploaded within the general attachments area in PCS Tender Portal. Please note that documents must be signed by an authorised signatory.

Request for documentation:

The Council will request the following documentation once all bids have been received:

6) Evidence of your company's insurance certificates detailing the required level of insurance's as per the levels stated within this Contract Notice and ESPD (Scotland);

7) A completed health and safety questionnaire. This document is contained within the general attachments area in PCS Tender Portal;

8) Data processing agreement document. The successful contractor will be required to sign a copy of the data processing agreement on award;

9) Any contract awarded as a result of this tender exercise will be subject to Scots Law and the exclusive jurisdiction of the Scottish Courts;

10) Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT in PCS-Tender project relevant to this procurement and the other procurement documents for further information;

11) The value stated in the Contract Notice is rough estimate for the overall contract period for service and works (including extension periods). The service (software element) is estimated at 400 000 GBP for the duration of the contract. The works value, 800 000 GBP for the duration of the contract. This value is estimated if Option 1 is identified as best value to the Council.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 13824

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A subcontract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Community benefits are included in this requirement. Further information on community benefits can be found in the ITT document and ITT document in PCS Tender portal.

(SC Ref:587251)

VI.4) Procedures for review

VI.4.1) Review body

Please see VI.4.3)

Please see VI.4.3)

UK

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2105/446) (as amended) may bring proceedings in the Sheriff Court or Court of Session.

VI.5) Date of dispatch of this notice

26/06/2019

Current Notes