Tender

Omni-Channel Contact Centre Solution

PORTSMOUTH CITY COUNCIL

This public procurement record has 1 release in its history.

Tender

18 Feb 2022 at 16:15

Tender Notice
Summary of the contracting process

The Portsmouth City Council is inviting tenders for an "Omni-Channel Contact Centre Solution" aimed at enhancing customer service through various communication channels, specifically to replace existing call distribution and support services. This procurement falls under the category of goods, particularly focusing on communication software packages. The procurement process is currently in the Tender stage, with key dates including a deadline for tender submissions on 21st March 2022 and a contract award anticipated on 3rd May 2022. The successful bidder is expected to mobilise by 31st August 2022, with potential contract values ranging from £443,000 to £990,000 over an initial term of three years, extendable to five years.

This tender presents significant opportunities for businesses specialising in communication technologies, customer relationship management software, and IT services. Companies capable of delivering a certified Microsoft Teams solution, along with those offering innovative omni-channel platforms that integrate multiple communication channels such as voice, email, social media, and web chat, would be particularly well-suited to bid. This contract could facilitate business growth for suppliers looking to engage with public sector contracts and expand their client base within the local government sector.

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Notice Information

Notice Title

Omni-Channel Contact Centre Solution

Notice Description

Portsmouth City Council ('the council') is inviting tenders from suitably qualified suppliers to provide omni-channel contact centre services. The solution must be a certified Microsoft Teams solution for contact centres. The new omni-channel platform is required to replace current solutions for call distribution, call recording and interactive voice response (IVR) and to provide additional functionality to support customer service across digital channels, including email, social media and web chat, via a single omni-channel platform, to increase the use of IVR through the system to improve the customer journey and to connect online and offline customer service to support channel shift, and to enable enhanced reporting, and automated customer feedback. The Council is targeting contract commencement from end August 2022 however the very latest date for the supplier to fully implement a working solution to replace the current voice contact centre platform is end November 2022

Lot Information

Lot 1

Portsmouth City Council ('the council') is inviting tenders from suitably qualified suppliers to provide omni-channel contact centre services. The following list is a high-level description as to what the Council expects to be included. Further information on requirements can be found within the tender documentation * Agent Channels * Voice * Email * Web Chat * SMS * Twitter * FaceBook * WhatsApp * Viber * TrustPilot Capacity * No Maximum number of calls in IVR * No Maximum Queue Capacity * No Maximum Number of Agents * No Maximum Number of Licences Agent Capabilities * Handle any communication from one interface * WebRTC Softphone capability * Agent IM * Agent Video * CRM Screenpops * Wrap Codes * Corporate Directory * Omni-Channel Contact History * Voicemail Supervisor Capabilities * Same as Agent Capabilities plus: * Listen In * Whisper to Agent * Barge In * Authorise text-based communication from Agent * Broadcast to Agents * Monitor Agents * View Real-Time and Historical Reports * Threshold Alerts * Access to Agent Recordings * Change Agent States Admin Capabilities * Number and Access Point Management * Configure Auto-Attendants * Create Users * Configure User functionality * Create Extensions * Create Agent Groups * Create blended Queues * Create Queue Groups * Create Wrap Codes * Bulk Download / Upload User profiles * Configure ACD and Skills-Based Routing Call Routing Configuration * Module Can be assigned to an Admin or Supervisor User * Drag and Drop Service Creation Tool * Design IVR * Omni-Channel Scripts * Integrate with other systems to personalise journeys * Integrate with other systems to enable self-service * Nudge callers to alternative channels through SMS links * Capture Data in the IVR via DTMF, Voice Rec or NLP * String Manipulation * Incorporate AI technologies in IVR e.g., Natural Language Processing * Text to Speech * Time of Day Scheduling * Customer Journey Tracking * Build CSAT Surveys Reporting * Module Can be assigned to an Admin or Supervisor User * Create Real-Time Reports * Create Historical Reports * Create Wallboards * Display data in a variety of graphical formats e.g., Bar Chart, Line etc * Share Reports with other users * Schedule Reports via FTP, SFTP and Email * Download Reports in .CSV and PDF * Create Threshold Alerts * Pull data from Service Scripts Call and Screen Recording * Module Can be assigned to an Admin or Supervisor User * Agent Call Recording * Agent Screen Recording * Bespoke Scorecards * Automatic Recording Categorisation * Automatic Flagging of Recordings * Slow / speed up playback of recording with pitch equalisation * Stereo recording (separate agent and customer voice channel) * View and bookmark sections of the recording waveform * Report on scored recordings * Transcription * Sentiment Analysis Integrations * API documentation for integration * Office 365 * MS Teams * MS Dynamics CRM * Salesforce CRM (SFDC) * Outlook * Skype For Business * Ability to integrate with others as required Customer Relationship Management (CRM) * Fully integrated Customer Knowledge System * Bespoke and highly configurable fields * 360-degree view of the customer over all channels * Customer journey tracking * Screenpop records on incoming communication * Pull CKS data into routing scripts and reports * Store transcripts and recordings Knowledge Management * Fully Integrated Knowledge Management Solution * Automatic Next Best Action suggestions * Decision Tree formatting of Data PCI Compliant Payments * Automated Payments configurable via a scripting tool * Agent-assisted payments * Level 1 PCI-DSS compliant * Agent not exposed to sensitive card details * Recordings not exposed to sensitive card details * Calls can still be recorded * Take payments from anywhere whilst retaining compliance Data Management * Module Can be assigned to an Admin or Supervisor User * Import data into the contact centre * Use imported data for reporting, routing, dialler campaigns, etc * View Tables * Create Tables * Table Views * Create Table Views * Table Queries Artificial Intelligence * Integrate best-in-breed AI technologies * Speech Recognition * Natural Language Processing * Chatbot (voice, web chat, social media) * Image recognition Monitoring capability * Preview, Progressive and Predictive * Import your data into tables * Create Table views to design campaign logic * Create Pacing Profiles * Create Retry Profiles * Monitor progress of campaigns * Schedule Campaigns * Report on results * Blend Inbound and Outbound activity * Forecasting and Planning * Schedule Management * Adherence * Reporting and Analysis * Alerting On-Demand Video * Send an SMS / Email link to initiate video * Upload a file / image * Fully integrated with agent interface * No app download required * No Scheduling required Call Costs * No internal "transfer" costs * Clear understanding of additional costs if applicable (Hidden costs) The procurement process followed to establish the contract will be in accordance with the Open Procedure as set out within the Public Contracts Regulations (2015). The procurement procedure will be run in accordance with the following summary programme: Deadline for requests for clarification 4th March 2022 Tender return deadline 21st March 2022 Evaluation period - 21st March to 22nd April (to include interviews if required) Standstill period - from 22nd April 2022 to 2nd May 2022 Award contract - 3rd May 2022 Mobilisation period - 3rd May to 31st August 2022 Contract start date - 31st August 2022 Application is via submission of completed tender by 21st March 2022 12:00 via the Council's e-sourcing system InTend which is accessible via: https://in-tendhost.co.uk/portsmouthcc/aspx/home. The system will be used to administrate the procurement process. Additional information: Contract value: The Council estimates the total value of the contact over the potential five year term could range from PS443k based upon current customer numbers to PS990k. The potential values are non-binding and could be exceeded in the event of a significant growth in requirements above and beyond current projections.

Options: The initial term of the contract will be for three years. The contract may be extended at the option of the Council to a maximum total term of five years, in increments to be agreed.

Renewal: The initial term of the contract will be for three years. The contract may be extended at the option of the Council to a maximum total term of five years, in increments to be agreed.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-031901
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/004709-2022
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

32 - Radio, television, communication, telecommunication and related equipment

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

32500000 - Telecommunications equipment and supplies

48445000 - Customer Relation Management software package

48510000 - Communication software package

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
£990,000 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
18 Feb 20224 years ago
Submission Deadline
21 Mar 2022Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
If the contract is awarded and no extension options are taken up a further notice is likely to be published in early 2025. This will be dependent on the nature of future requirements and the need for a new contract.

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
PORTSMOUTH CITY COUNCIL
Contact Name
Procurement Service
Contact Email
procurement@portsmouthcc.gov.uk
Contact Phone
+44 2392688235

Buyer Location

Locality
PORTSMOUTH
Postcode
PO1 2BG
Post Town
Portsmouth
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ31 Portsmouth
Delivery Location
TLJ31 Portsmouth
Local Authority
Portsmouth
Electoral Ward
Charles Dickens
Westminster Constituency
Portsmouth South

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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