Kings College Hospital NHS Foundation Trust is using Delta eSourcing to run this tender exercise
Notice Summary |
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Title: | PBX Maintenance including supply of Mitel Enterprise Licenses and Handsets |
Notice type: | Contract Notice |
Authority: | Kings College Hospital NHS Foundation Trust |
Nature of contract: | Services |
Procedure: | Restricted |
Short Description: | The contract is for the maintenance, support and development of the Trust’s highly complex heterogeneous telecoms network and the provision of Mitel handsets and enterprise licences to replace the existing Aastra IP Handsets. |
Published: | 01/10/2014 16:23 |
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Section I: Contracting Authority
I.1)Name, Addresses and Contact Point(s):
King's College Hospital Foundation Trust
Procurement Department, 129 Coldharbour Lane, Camberwell, London, SE5 9NY, United Kingdom
Tel. +44 2032994528, Fax. +44 2032993812, Email: garethborer@nhs.net, URL: http://www.kch.nhs.uk
Contact: Procurement Department, Attn: Gareth Borer
Electronic Access URL: https://www.delta-esourcing.com/delta/index.html
Electronic Submission URL: https://www.delta-esourcing.com/delta/index.html
Further information can be obtained at: As Above
Specifications and additional documents: As Above
Tenders or requests to participate must be sent to: As Above
I.2)Type of the contracting authority:
Body governed by public law
I.3) Main activity:
Health
I.4) Contract award on behalf of other contracting authorities:
The contracting authority is purchasing on behalf of other contracting authorities: No
Section II: Object Of The Contract: SERVICES
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority: PBX Maintenance including supply of Mitel Enterprise Licenses and Handsets
II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES
Service Category: 5
II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract
II.1.5)Short description of the contract or purchase:
IP Telephone services. Telephone equipment. Telephone network maintenance services. The contract is for the maintenance, support and development of the Trust’s highly complex heterogeneous telecoms network and the provision of Mitel handsets and enterprise licences to replace the existing Aastra IP Handsets.
II.1.6)Common Procurement Vocabulary:
64215000 - IP Telephone services.
32550000 - Telephone equipment.
50334110 - Telephone network maintenance services.
II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): No
II.1.8)Lots:
This contract is divided into lots: No
II.1.9)Information about variants:
Variants will be accepted: Not Provided
II.2)Quantity Or Scope Of The Contract
II.2.1)Total quantity or scope:
About the Telephony Service at King’s College. The Trust’s Telecoms network spans across The Trust main sites, King’s College Hospital at Denmark Hill, Princess Royal University Hospital (PRUH) in Farnborough, Orpington Hospital in Orpington and Beckenham Beacon in Beckenham serving around 11500+ extensions provided via the main three PBX systems: Mitel MCD, Unify iSDX and Aastra MD110.All the PBXs are inter-connected and calls are routed to provide traffic optimisation and best value for the Trust.A Unified Dial Plan has been implemented in 2014 to give the illusion of a single phone network across all sites and plans are underway to extend all the main services (Voicemail, Contact Centre, MAJAX and Patient Reminders) to all the main sites. Below is a brief summary breakdown of the equipment to be covered – a full listing will be made available in the ITT:KCH Denmark Hill Mitel Cluster (MCD 5.0 SP2 PR)MCD on ISS:2MXe III Trunking Gateways:8AX Analugue Controllers:7vMAS (AWC):1Mitel Border Gateway (TW):1IP User Licences:4697ONS Licences:1144Hambleden Realitis iSDX-L Rev. 11Controller Cards:2Cabs:3DLI Cards:28Ops Consoles (AC-WIN):12Shelves:12Analogue Extensions: 2000Bromley Sites (PRUH, Orpington, Beckenham Beacon)Mitel Cluster (MCD 7.0 SP1)MXE III User Gateways:3Mxe III Trunking Gateways:2ASU II:2IP User Licenses:200ONS Licences:48Aastra MD110 (TSW BC13 SP7)LIMs:9Operators: 10Group Switch Link:22DPNSS Licences: 360External Line ISDN:360DNAServer V.4:1IPLU:9IP Extensions:600Analogue Extensions: 1800Digital Extensions: 250At Denmark Hill there is a 5-year project underway to decommission the iSDX infrastructure and move to the Mitel MCD platform (IP and Analogue) this project is in its 5th year and envisaged it will be completed by March 2015 yet one iSDX will be retained for Operator Consoles and analogue backup lines. There is a desire long-term to have the Mitel PBX platform across the Trust to ensure availability of standard feature sets and ease of support.To that effect a second Mitel cluster has been created at the PRUH which will form the basis of the migration to the Mitel infrastructure from the Aastra MD110. It is planned to migrate the Aastra MD110 IP handsets to Mitel at the PRUH, Orpington and Beckenham Beacon sites in the first phase. 3.3.The Current Contractual SituationKing’s College Hospital NHS Foundation Trust is currently reviewing their supplier PBX Maintenance after the recent acquisition of Princess Royal University Hospital, Orpington Hospital and Beckenham Beacon sites following the dissolution of South London Healthcare. King’s College Hospital NHS Foundation Trust is looking for the on-going maintenance and support to developments of all the Trusts Main PBXs across the main sites previously mentioned. As this is a newly formed enlarged organisation there is a requirement to bring the overall PBX Maintenance contracts together to get better value for the Trust and streamline support and maintenance. The current contracts will co-terminate in March 2015.Whilst the Trust is looking for offers for the above they will also seek as part of the offer process innovative and alternative solutions for support should this offer better value, enhanced support levels and does not compromise the existing services, service flexibility and agility to respond to the Trust’s rapidly changing priorities.The requirement will include:- •Clear service management response and agreed timeframes; •Realistic supplier penalties for none performance •Full Project management to novate maintenance from existing supplier(s)•Provision of regular service management reports against a defined set of key performance indictors on a quarterly basis linked to payments; •24/7/365 Support for all the PBXs and associated systems with a 4 hour equipment on site SLA (Handset maintenance is not required) – Man on site SLA may be required, but it is desired to be billed on a time basis ad hoc as required.•Named lead technical consultant•12 days Consultancy annually which may be on any of the maintained systems for development and installation work as chosen by the Trust•Allowance for amendments to the services and service levels•Supply of 700 Mitel Enterprise Licenses and 5312 handsets for the replacement of the existing Aastra IP handsets•Software AssuranceCore requirements: The service provider must demonstrate compliance and alignment with relevant legislative Acts of the United Kingdom, and EU, especially Data Protection Act given that the service needs to remain highly secure. It is anticipated this service will operate with a charging model which allows new sites or organisations to join during the contract should they wish, subject to review and costs.The Contract should be flexible to cater for additional optional requirements such as: •Addition of new Participating Organisations after contract award; •Removal of sites/systems from the service with reduction in costs;•Provision of service for enhancements (e.g. upgrades, additional capacity, maintenance, calibration) or similar adviceThe service to be provided will be based on all equipment being maintained and includes servicing, training, helpdesk and management services being consolidated into an agreed yearly or quarterly payment. 3.4Contract PeriodThe Trust would like to choose from two options: - (1) 5 years (from award of contract) plus 2 x12 months extension options or (2) 3 years (from award of contract) plus 2 x12 months extension options.3.5Objectives of this procurementThe requirement is the delivery of:•Overall cost-saving for the Trust expenditure on PBX Maintenance and associated services•Single point of support and account management•Replacement Mitel Handsets and Enterprise User Licenses for the Aastra IP phones•Agreement of a Mitel list Price Discount to allow the Trust to purchase devices/systems for the longer term migration from MD110 to Mitel at the Bromley Sites
Estimated value excluding VAT: 800,000
Currency: GBP
II.2.2)Options: No
II.2.3)Information about renewals:
This contract is subject to renewal: Yes
Number of possible renewals: 2
If known, in the case of renewable supplies or service contracts, estimated time-frame for subsequent contracts:
Duration in months: 12
II.3)Duration Of The Contract Or Time-Limit For Completion
Duration in months: 60 (from the award of the contract)
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:
Participants will be advised if this is necessary during the procurement. Parent company and/ or other gurantees of performance and financial liability may be required by the Contracting Authority.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Not Provided
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
One member of any grouping/ consortium of suppliers will be required to accept prime contractorship
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:
The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
III.2.2)Economic and financial capacity
Economic and financial capacity - means of proof required:
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity
Technical capacity - means of proof required
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
III.2.4)Information about reserved contracts: Not Provided
III.3)Conditions Specific To Service Contracts
III.3.1)Information about a particular profession:
Execution of the service is reserved to a particular profession: Not Provided
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: Not Provided
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:
Not Provided
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: W/163/14
IV.3.2)Previous publication(s) concerning the same contract: No
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:
Not Provided
IV.3.4)Time-limit for receipt of tenders or requests to participate
Date: 02/11/2014
Time: 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: 22/11/2014
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up: Any EU official language
Section VI: Complementary Information
VI.1)This Is A Recurrent Procurement: Not Provided
VI.2)Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: Not Provided
VI.3)Additional Information: Suppliers must read this set of instructions and follow the process to respond to this oppotunity. The information and/ or documents for this opportunity are available on https://www.delta-esourcing.com/delta/index.html. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the delta homepage. Suppliers must log in, go to your response manager and add the following Access Code: 56HBAT94BR. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents. The contract will be for a period of 3years with an option to extend for up to 24 months.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-IP-Telephone-services./357V76RNT2
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/357V76RNT2
GO-2014101-PRO-6055318 TKR-2014101-PRO-6055317
VI.4)Procedures For Appeal
VI.4.1)Body responsible for appeal procedures:
King's College Hospital
Procurement Department, 129 Coldharbour Lane, Camberwell, London, SE5 9NY, United Kingdom
Tel. +44 2032997878, Fax. +44 2032993812, URL: http://www.kch.nhs.uk/
VI.4.2)Lodging of appeals: Not Provided
VI.4.3)Service from which information about the lodging of appeals may be obtained:
Not Provided
VI.5) Date Of Dispatch Of This Notice: 01/10/2014
ANNEX A