Historic Royal Palaces: Historic Royal Palaces Digital Visitor Guide Hardware and Services provision

UK-East Molesey: Library, archives, museums and other cultural services.
Section I: Contracting Authority
      I.1) Name and addresses
             Historic Royal Palaces
             Apartment 62, East Molesey, KT8 9AU, United Kingdom
             Tel. +44 2031666076, Email: Kelly.Jefferys@hrp.org.uk
             Contact: Kelly Jefferys
             Main Address: https://www.hrp.org.uk
             NUTS Code: UKJ
      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/tenders/UK-UK-East-Molesey:-Library%2C-archives%2C-museums-and-other-cultural-services./8WV68Z84A8
      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
            Other type:: Independent Charity
      I.5) Main activity
            Recreation, culture and religion

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Historic Royal Palaces Digital Visitor Guide Hardware and Services provision       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      92500000 - Library, archives, museums and other cultural services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: HRP will be running a tender process with the intention of awarding a contract for the provision of Audio-Guide Hardware and Operational services for guided tours for our visitors. To support and deliver multimedia guide devices and associated hardware, across three of their sites. Included in the contract will be an agreement for IT Support and Maintenance provision for all sites. There is also a requirement for an operational managed service for staff resource at Tower of London only.       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,200,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      32321200 - Audio-visual equipment.
      92521100 - Museum-exhibition services.
      92521000 - Museum services.
      92520000 - Museum services and preservation services of historical sites and buildings.
      63514000 - Tourist guide services.
      
      II.2.3) Place of performance:
      UKI LONDON
      UKI6 Outer London – South
      
      II.2.4) Description of procurement: Historic Royal Palaces (HRP) is a registered charity, responsible for the care, conservation, and presentation of HM Tower of London (TOL), Hampton Court Palace (HCP), Kensington Palace State Apartments, (KP) the Banqueting House at Whitehall (BH), Kew Palace (KEW) and Hillsborough Castle and Gardens, (HCG) the official residence of HM The King in Northern Ireland and residence of the Secretary of State for Northern Ireland.  

HRP is an independent charity, receiving no government funding and derives its income principally from admissions, retail, licensing, commercial events, sponsorship and support from donors and members.

HRP is a charity for everyone. We are committed to preserving and sharing the stories of our six magnificent palaces and making them accessible to all. Through partnerships, innovation, and storytelling, we strive to break down barriers, inspire curiosity and stir the spirit in people of all ages and backgrounds

HRP will be running a tender process with the intention of awarding a contract for the provision of audio-guide Hardware and operational services for guided tours for visitors. To support and deliver multimedia guide devices and associated hardware, across three of their sites. Included in the contract will be an agreement for IT Support and Maintenance provision for all sites. There is also a requirement for an operational managed service for staff resource at Tower of London only. The contract requirement is outlined, as detailed below.

(a) provide Equipment and Software (excluding content app delivery) to all three ‘HRP’ sites;

(b) provide Maintenance and IT Support Services;

(c) provide Digital Visitor Guide Operating Services on-site (TOL)

These audio/multimedia guides should be developed and tested ready to be launched by November 2025. The contract will include the installation and ongoing maintenance, covers proactive and reactive maintenance of the hardware, including replacement where required. The new multimedia guide solution and operational services will be contracted for a period of five years. The full invitation to tender will be published on contracts finder on 1 April 2025.

It is the intention of HRP to offer a refreshed and modernised multimedia guide to all visitors to Hampton Court Palace, Kensington Palace and Tower of London, but for an additional fee at Tower of London only. The requirements include but are not limited to: Provision of 900 handsets at Kensington Palace, 500 Hampton Court and 1200 at Tower of London, peripherals including headsets, Charging racks and other solution hardware. A managed service for the day-to-day sales of the devices at Tower of London. A Maintenance and IT Support service agreement for all three sites.

HRP reserves the right to adjust the timescales for any reason necessary to ensure that a fair and equal process is followed.

HRP may at its sole discretion exercise this option.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 60       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 3
            / Maximum number: 5       
      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:       No             
      Description of options: Not provided
      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/8WV68Z84A8

Tenderers who express their interest will be issued with a selection questionnaire (SQ). Responses to the SQ will be evaluated against the criteria detailed in the SQ and suppliers who are successfully selected to continue through to the invitation to tender (ITT) phase will be issued with the ITT Pack.       


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:          
      Not Provided       
      III.1.2) Economic and financial standing       
      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
      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          
      Not Provided          
      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: No

Section IV: Procedure
   IV.1) Description RESTRICTED
      IV.1.1) Type of procedure: Restricted   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO        
         The procurement involves the setting up of a dynamic purchasing system - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   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: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 24/03/2025 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: Not Provided       
      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: Not Provided      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: Yes    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-East-Molesey:-Library%2C-archives%2C-museums-and-other-cultural-services./8WV68Z84A8

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/8WV68Z84A8
   VI.4) Procedures for review
   VI.4.1) Review body:
             Historic Royal Palaces
       Apartment 2, East Molesey, KT8 9AU, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 21/02/2025

Annex A