Telecare - Portsmouth - Equipment, Customer Management Software & Alarm Receiving Centre

{
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    "id": "ocds-h6vhtk-02cd73-2021-07-28T16:00:10+01:00",
    "date": "2021-07-28T16:00:10+01:00",
    "ocid": "ocds-h6vhtk-02cd73",
    "initiationType": "tender",
    "tender": {
        "id": "ocds-h6vhtk-02cd73",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
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        "title": "Telecare - Portsmouth - Equipment, Customer Management Software & Alarm Receiving Centre",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "32429000",
            "description": "Telephone network equipment"
        },
        "mainProcurementCategory": "goods",
        "description": "Portsmouth City Council - the 'Council' - is inviting applications from suitably qualified and experienced suppliers for the provision of Telecare Equipment, Customer Management Software (CMS) and an Alarm Receiving Centre (ARC) solution. The elements are split into 3 specific Lots as follows: * Lot 1 - Telecare Equipment * Lot 2 - Customer Management Software (CMS) * Lot 3 - Alarm Receiving Centre (ARC) Suppliers may apply for one or any combination of the Lots with no limit to the number of Lots that may be awarded to a single supplier. The Council may subsequently allow for variant bids based upon combined Lot proposals when bids are invited from shortlisted suppliers at tender stage. The Council offers a telecare service to vulnerable residents who live within the PO1 - PO6 post code area. The Council has approximately 1,000 customers living within both privately owned homes and accommodation provided by the Council. The Council will be actively seeking to increase its customer base over the coming years through service development, expansion of the service to cover the wider PO postcode area in future years and extensive marketing. Over 1,000 alarm units and over 500 items of peripheral equipment has been provided to customers including for various detectors, sensors, monitors, cords and switches. All equipment runs on an open protocol basis and has primarily comprises of models manufactured by Tynetec and Alert It. This equipment utilises traditional analogue Public Switched Telephone Network (PSTN) communication networks and as such will need to be replaced with digital equipment in advance of the digital upgrade of the UK's telecoms infrastructure in 2025 after which the analogue networks that the current equipment relies upon will be switched off. All equipment is installed and maintained directly by the Council using its in-house team of technical operatives. This model will remain in place and as such this particular service element does not fall within the scope of this procurement exercise. The current CMS and ARC systems are provided by Jontek and are accessed by the Council via a shared services arrangement with Southampton City Council who hold the direct contracts for these systems. The Council is targeting to have awarded contracts for all Lots by 17th December 2021 to allow for implementation of the new CMS and ARC systems by April 2022. Installation of the new digital equipment will then follow immediately after with all existing analogue equipment to have been replaced by April 2023. The Council will run the procurement process in accordance with the 'Restricted' procedure as set out within the Public Contracts Regulations (2015) in line with the following programme: * FTS Notice & SSQ stage issue - Thursday 28th July 2021 * SSQ return deadline - Tuesday 31st August 2021 14:00 * ITT issued to shortlisted suppliers (all Lots) - Monday 20th September 2021 * Tender return deadline (all Lots) - Friday 29th October 2021 14:00 * Award notification and start of standstill period - Monday 6th December 2021 * End of standstill period - Thursday 16th December 2021 23:59 * Award (all Lots) - Friday 17th November 2021 * Go live commencement (all Lots) - April 2022 Application is via completion and submission of a project specific Supplier Selection Questionnaire (SSQ) by the deadline stated. The SSQ documentation is accessible via the Council's e-sourcing solution which will be used to administrate the procurement process and is accessible free of charge via the link below: https://in-tendhost.co.uk/portsmouthcc/aspx/home/",
        "value": {
            "amount": 890000,
            "currency": "GBP"
        },
        "lotDetails": {
            "awardCriteriaDetails": "Suppliers may apply for one or any combination of the Lots with no limit to the number of Lots that may be awarded to a single supplier. The Council may subsequently allow for variant bids based upon combined Lot proposals when bids are invited from shortlisted suppliers at tender stage."
        },
        "lots": [
            {
                "id": "1",
                "title": "Lot 1 - Telecare Equipment",
                "description": "In respect of Lot 1 (Telecare Equipment) the Council will establish a multi-supplier framework agreement made up of 3-5 suppliers. The framework agreement will be let using the Council's standard framework terms. Call off contracts will be let primarily via direct award on a ranked basis with next ranked suppliers generally only used in the event of performance, capacity, availability, pricing, etc. issues with the top ranked supplier. However, the Council will also have the ability to let call off contracts via mini-competition. Call off contracts will ideally be let using the Council's standard IT terms & conditions. However, the Council may allow for alterations to the terms and may even allow for use of supplier terms subject to accommodation of key non-negotiable elements set by the Council within said supplier terms. A copy of the Council's standard IT terms & conditions along with the current draft technical specification have been made available as part of the procurement documentation accessible via the Council's e-sourcing solution InTend. Suppliers are encouraged to review these documents and provide any feedback within their application submissions. The framework agreement will be for the sole use of the Council and will run for a term of 4 years. The total value of contracts let via Lot 1 over the 4 year term could range from PS250k based upon current customer numbers to PS600k if customer numbers increase by the amount projected. These values are non-binding and could be significantly exceeded in the event of a significant growth in customers above and beyond current projections. Such modifications in terms of volume will be subject to application of agreed unitised commercial rates and honouring of contractual terms, specification, service levels, etc. agreed at award of contract in accordance with the allowances for modification of contracts during their term set out within Regulation 72 (1) (a) of the Public Contracts Regulations (2015). Suppliers must be able to provide equipment which operates on a full Open Protocol basis and as such is able to integrate with any number of CMS, ARC and other associated systems without restrictions. The equipment must also not be subject to any installation or servicing restrictions which could impede the Council's in-house team of technical operatives. Suppliers will be required to work in partnership with the Council and other suppliers in the event that contracts are awarded to separate suppliers for each of the Lots.",
                "value": {
                    "amount": 600000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "durationInDays": 1440
                },
                "hasRenewal": false,
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 5
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                "selectionCriteria": {
                    "description": "Application is via completion and submission of a project specific Supplier Selection Questionnaire (SSQ). Applications will be assessed via application of the criteria set out within the SSQ documentation. The highest ranking 5 suppliers will then be invited to tender. The SSQ documentation is accessible via the Council's e-sourcing solution which will be used to administrate the procurement process and is accessible free of charge via the link below: https://in-tendhost.co.uk/portsmouthcc/aspx/home/"
                },
                "submissionTerms": {
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                "id": "2",
                "title": "Lot 2 - Customer Management Software (CMS)",
                "description": "In respect of Lot 2 (CMS) the Council will enter into a single supplier contract which will run for a base term of 5 years extendable at the sole option of the Council on a rolling basis in increments of no less than 1 year and no more than 5 years for any single extension period. The contract will ideally be let using the Council's standard IT terms & conditions. However, the Council may allow for alterations to the terms and may even allow for use of supplier terms subject to accommodation of key non-negotiable elements set by the Council within said supplier terms. A copy of the Council's standard IT terms & conditions along with the current draft technical specification have been made available as part of the procurement documentation accessible via the Council's e-sourcing solution InTend. Suppliers are encouraged to review these documents and provide any feedback within their application submissions. The estimated value of the contract for Lot 2 could range from PS60k to PS100k over 5 years dependent upon whether customer numbers increase in line with projections. These values are non-binding and could be significantly exceeded in the event of a significant growth in customers above and beyond current projections and / or significant utilisation of the rolling contract term extension option. Such modifications in terms of contract duration and / or volume will be subject to application of agreed unitised commercial rates and honouring of contractual terms, specification, service levels, etc. agreed at award of contract in accordance with the allowances for modification of contracts during their term set out within Regulation 72 (1) (a) of the Public Contracts Regulations (2015). Suppliers must be able to provide a CMS system which operates on a full Open Protocol basis and as such is able to integrate with any number of ARC and other associated systems along with different equipment types, manufacturers and models without restrictions. The system must have dual analogue and digital capability to ensure that existing analogue equipment deployed within customer's properties remains effective whilst the 1st year digital replacement programme is completed.",
                "value": {
                    "amount": 100000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "In respect of Lot 2 (CMS) the Council will enter into a single supplier contract which will run for a base term of 5 years extendable at the sole option of the Council on a rolling basis in increments of no less than 1 year and no more than 5 years for any single extension period."
                },
                "secondStage": {
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                    "description": "Application is via completion and submission of a project specific Supplier Selection Questionnaire (SSQ). Applications will be assessed via application of the criteria set out within the SSQ documentation. The highest ranking 3 - 5 suppliers will then be invited to tender. The SSQ documentation is accessible via the Council's e-sourcing solution which will be used to administrate the procurement process and is accessible free of charge via the link below: https://in-tendhost.co.uk/portsmouthcc/aspx/home/"
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                "submissionTerms": {
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                "options": {
                    "description": "See Sections II.2.4. and II.2.7. above."
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                "id": "3",
                "title": "Lot 3 - Alarm Receiving Centre (ARC)",
                "description": "In respect of Lot 3 (ARC) the Council will enter into a single supplier contract which will run for a base term of 5 years extendable at the sole option of the Council on a rolling basis in increments of no less than 1 year and no more than 5 years for any single extension period. The contract will ideally be let using the Council's standard IT terms & conditions. However, the Council may allow for alterations to the terms and may even allow for use of supplier terms subject to accommodation of key non-negotiable elements set by the Council within said supplier terms. A copy of the Council's standard IT terms & conditions along with the current draft technical specification have been made available as part of the procurement documentation accessible via the Council's e-sourcing solution InTend. Suppliers are encouraged to review these documents and provide any feedback within their application submissions. The estimated value of the contract for Lot 3 could range from PS125k to PS190k over 5 years dependent upon whether customer numbers increase in line with projections. These values are non-binding and could be significantly exceeded in the event of a significant growth in customers above and beyond current projections and / or significant utilisation of the rolling contract term extension option. Such modifications in terms of contract duration and / or volume will be subject to application of agreed unitised commercial rates and honouring of contractual terms, specification, service levels, etc. agreed at award of contract in accordance with the allowances for modification of contracts during their term set out within Regulation 72 (1) (a) of the Public Contracts Regulations (2015). Suppliers must be able to provide a ARC solution which operates on a full Open Protocol basis and as such is able to integrate with any number of CMS and other associated systems along with different equipment types, manufacturers and models without restrictions. The solution must have dual analogue and digital capability to ensure that existing analogue equipment deployed within customer's properties remains effective whilst the 1st year digital replacement programme is completed.",
                "value": {
                    "amount": 190000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "In respect of Lot 3 (ARC) the Council will enter into a single supplier contract which will run for a base term of 5 years extendable at the sole option of the Council on a rolling basis in increments of no less than 1 year and no more than 5 years for any single extension period."
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