Bedfordshire Fire and Rescue Authority: Provision of a Replacement Integrated Communication Control System and Mobilising Solution

UK-Bedford: Communications network.
Section I: Contracting Authority
      I.1) Name and addresses
             Bedfordshire Fire and Rescue Authority
             92 Southfields Road, Kempston, Bedford, MK42 7NR, United Kingdom
             Tel. +44 1234845140, Email: procurement@bedsfire.gov.uk
             Contact: Elli Nikolaou
             Main Address: https://www.bedsfire.gov.uk/home.aspx, Address of the buyer profile: https://www.bedsfire.gov.uk/home.aspx
             NUTS Code: UKH24
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      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: Not provided
      I.4) Type of the contracting authority
            Regional or local authority
      I.5) Main activity
            Other activity:

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Provision of a Replacement Integrated Communication Control System and Mobilising Solution       
      Reference Number: BF0581
      II.1.2) Main CPV Code:
      32412000 - Communications network.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Bedfordshire Fire and Rescue Service, trading as Bedfordshire Fire and Rescue Authority (the 'Authority'), is inviting expressions of interest from organisations wishing to enter into a contract for the design, implementation, installation and maintenance of a replacement integrated communication control system and mobilising solution.

The main deliverables of the Solution will include the following:
•Provision of all hardware, including but not limited to workstation and server based hardware;
•Provision of the Core Command and Control Software;
•Provision of resilience / fall back arrangements by way of establishing a Secondary Control location;
•Design, development, implementation, configuration, testing, user transition and training;
•Provision of maintenance and support services throughout the life of the contract; and
•Provision of a new Incident Reporting System (IRS)       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,800,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKH24 Bedford
      
      II.2.4) Description of procurement: Bedfordshire Fire and Rescue Service, trading as Bedfordshire Fire and Rescue Authority (the 'Authority'), is inviting expressions of interest from suitably qualified organisations wishing to enter into a contract for the design, implementation, installation and maintenance of a replacement integrated communication control system and mobilising solution.

The main deliverables of the Solution will include the following:
•Provision of all hardware, including but not limited to workstation and server based hardware;
•Provision of the Core Command and Control Software;
•Provision of resilience / fall back arrangements by way of establishing a Secondary Control location at the Authority's Reference Site;
•Design, development, implementation, configuration, testing, user transition and training;
•Provision of maintenance and support services throughout the life of the contract; and
•Provision of a new Incident Reporting System (IRS)

During the contract term, the Solution will need to obtain ESN accreditation and smoothly and successfully transition from the current Airwave Tetra system to the Emergency Services Network.

The Authority is conducting this procurement under the Competitive Procedure with Negotiation (“CPN”) pursuant to Regulation 29 of the Public Contracts Regulations 2015, as amended. In the event the Authority exercises the right to award on the basis of initial tenders without negotiation as prescribed by Regulation 29. it is anticipated that the contract will be awarded in January 2020 and the formal Services Phase shall commence on 14th January 2020 for a period of five (5) years from the Go Live Date with an option to extend for any period or periods of up to four (4) years in twelve (12) or twenty-four (24) month blocks, such extension to be exercised at the Authority’s discretion.

The Authority has set an overall affordability envelope for the delivery of the Contract. Submissions with a Total Whole Life Cost over the initial five (5) year contract term in excess of £1.8m will be disqualified.

The Authority is not prescribing any specific technologies and / or hosting arrangements and as such all technical solutions put forward will be considered, providing they are capable of meeting the Authority's requirements.

The Authority is procuring this contract on the basis of an outcomes-based specification with the view of encouraging innovative solutions and ensuring that continuous improvement and further technological development can be achieved during the contract term.

The Authority reserves its position as to whether it will (or not) enter into contractual arrangements. Subsequently, the publication of the Selection Questionnaire Instructions Pack and the Invitation to Submit Initial Tenders (ISIT) Pack in no way commits the Authority to enter into any contractual relationship with the Bidders or any other party.

The Authority reserves the right to:
- cancel, postpone, suspend or abort the selection and evaluation process at any stage of this procurement in its entirety;
- vary the Project timetable or procurement process, including without limitation, to introduce further submission requirements; and
- amend, vary or digress from the process set out in the ISIT Pack. In the event of any change to the process, the Authority will inform all Bidders of the change.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quality (Technical Quality Questions and Scenario Testing / Weighting: 70
                        
            Cost criterion - Name: Price (Whole Life Costs) / Weighting: 30
                              
      II.2.6) Estimated value:
      Value excluding VAT: 1,800,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 108       
      This contract is subject to renewal: Yes       
      Description of renewals: In the event the Authority exercises the right to award on the basis of initial tenders without negotiation as prescribed by Regulation 29 of the Public Contract Regulations 2015, as amended, it is anticipated that the contract will be awarded in January 2020 and the formal Services Phase shall commence on 14th January 2020 for a period of five (5) years from the Go Live Date (14th January 2021) with an option to extend for any period or periods of up to four (4) years in twelve (12) or twenty-four (24) month blocks, such extension to be exercised at the Authority’s discretion.

The procurement assumes an Implementation Period of or around 12 months.

As such, the earliest renewal date will be in January 2026.
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 3
             
      Objective criteria for choosing the limited number of candidates: Not provided
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       Yes             
      Description of options: In the event the Authority exercises the right to award on the basis of initial tenders without negotiation as prescribed by Regulation 29 of the Public Contract Regulations 2015, as amended, it is anticipated that the contract will be awarded in January 2020 and the formal Services Phase shall commence on 14th January 2020 for a period of five (5) years from the Go Live Date (14th January 2021) with an option to extend for any period or periods of up to four (4) years in twelve (12) or twenty-four (24) month blocks, such extension to be exercised at the Authority’s discretion.
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/Y4A5FXQUEN       


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:          
      Bidders are requested to refer to the Selection Questionnaire Instructions Pack and the Invitation to Submit Initial Tenders (ISIT) Pack.    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions       
      Bidders are requested to refer to the Selection Questionnaire Instructions Pack and the Invitation to Submit Initial Tenders (ISIT) Pack.          
      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: Yes    

Section IV: Procedure
   IV.1) Description NEGOTIATED
      IV.1.1) Type of procedure:   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue: Yes.
   IV.1.5) Information about negotiation: Yes.
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: 2019/S 70 - 165196       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 25/09/2019 Time: 16:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 18/10/2019       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 3
      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: Yes    
   Estimated timing for further notices to be published: July 2024
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. 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 homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: Y4A5FXQUEN Please ensure you follow any instruction provided to you here.

The use of the Delta eSourcing portal is compulsory and will be the main means of communication and exchange of documents between the Authority and Bidders, although the Authority reserves the right at its sole discretion to communicate and/or exchange documents by other means.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Bedford:-Communications-network./Y4A5FXQUEN

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/Y4A5FXQUEN
   VI.4) Procedures for review
   VI.4.1) Review body:
             Bedfordshire Fire and Rescue Authority
       92 Southfields Road, Kempston, Bedford, MK42 7NR, United Kingdom
       Tel. +44 1234845023, Email: procurement@bedsfire.gov.uk
       Internet address: https://www.bedsfire.gov.uk/home.aspx
   VI.4.2) Body responsible for mediation procedures:
             Bedfordshire Fire and Rescue Authority
          92 Southfields Road, Kempston, Bedford, MK42 7NR, United Kingdom
          Tel. +44 1234845023, Email: procurement@bedsfire.gov.uk
          Internet address: https://www.bedsfire.gov.uk/home.aspx
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Reviews and appeals will be referred to the Bedfordshire Fire and Rescue Service Assistant Chief Fire Officer or the Deputy Chief Fire Officer.

The procurement, negotiations and any resulting contract will be subject to English law and the exclusive jurisdiction of the English courts.    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
          Bedfordshire Fire and Rescue Authority
       92 Southfields Road, Kempston, Bedford, MK42 7NR, United Kingdom
       Tel. +44 1234845023, Email: procurement@bedsfire.gov.uk
       Internet address: https://www.bedsfire.gov.uk/home.aspx
   VI.5) Date Of Dispatch Of This Notice: 19/08/2019

Annex A