Southend-on-Sea Borough Council: Tender for the Provisioning of a Central Management System for Luminaires

UK-Southend-on-Sea: Electrical machinery, apparatus, equipment and consumables; Lighting.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Southend-on-Sea Borough Council
      Civic Centre, Southend-on-Sea, SS2 6ER, United Kingdom
      Tel. +44 1702215000, Email: eprocurement@southend.gov.uk
      Electronic Access URL: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm
      Electronic Submission URL: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm

      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:
      Regional or local authority

   I.3) Main activity:
      General Public Services

   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: Tender for the Provisioning of a Central Management System for Luminaires
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 27

         Region Codes: UKH31 - Southend-on-Sea         
      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:
      Electrical machinery, apparatus, equipment and consumables; Lighting. Street-lighting equipment. Control, safety,signalling and light equipment. The aim of this tender exercise is to procure a Provider of a Central Management System (CMS) to ensure that the Council is able to maximise the potential energy savings in relation to street lighting in over 14,000 luminaires. This contract continues the good work started by the Council through the upgrading of Luminaires to LED and the replacement of street lighting columns thereby enabling the Council to realise further savings in relation to energy costs and a continuing reduction in CO2 emissions.
The Council does not seek to be prescriptive about the configuration of the CMS, leaving this up to the expertise of the market. This in turn should result in a highly competitive process open to as many organisations as possible. However, the Tenderers will be required to detail how they will achieve the desired outputs of the Specification within their Tender Response as part of the Technical Questionnaire.
In parallel to the growth of the population, the Council is looking to grow both the level of investment and use of technology in the Borough. This procurement is looked upon as significant in this area of development; not least of all because of the positive impact it could have towards the aspirations of the Southend-on-Sea to enjoy a “Smart Cities” status.
The Council is a member of the EU Smart Cities European Innovation Partnership. As such, the Council is keen to make traditional infrastructures and networks more efficient through better planning and coordinated approaches where possible; with a goal of linking and upgrading infrastructures, technologies and services within the borough (transport, buildings, energy and ICT) in a smart way that will improve the quality of life, competitiveness and sustainability of Southend.
Although the Tender’s primary focus is the implementation of a CMS to result in further energy savings; it is strongly believed that the equipment installed as part of the CMS will bring a significant level of added value, and possible revenue generation, to enable lighting columns to deliver some smart characteristics / features either by the Council or interested Third Parties. These may include but may not be limited to the added functionality to install and control Environmental and Traffic Sensors, CCTV and Digital Signage. At the very least, the Council believes that the potential functionality made possible by the equipment procured by the Council for its CMS maybe used to increase the efficiency and joint working between the Council’s services areas, which traditionally have been provisioned in isolation.
This is an exciting and emerging market and the Council is keen to ensure the deployment of its CMS can be aligned and promoted in the coming years in conjunction with areas that may include, but not be limited to; future ICT based procurements, cloud computing, data protocols and device enabling infrastructure.
Nevertheless, the Council would advise all Tenderers that the possible additional functionality delivered as part of the Contract in the future will not be permitted to have a negative impact on the provisioned CMS Capabilities of the Council.

Tender Documents can be accessed via: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm

Further information on Alternative Bids and their acceptance is detailed within Section A of the Tender Document.
         
      II.1.6)Common Procurement Vocabulary:
         31000000 - Electrical machinery, apparatus, equipment and consumables; Lighting.
         
         34928500 - Street-lighting equipment.
         
         34990000 - Control, safety,signalling and light equipment.
         

      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: Yes    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      Not Provided                  
         Estimated value excluding VAT:
         Range between: 900,000 and 1,200,000
         Currency: GBP
               
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 84 (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:
      Not Provided
      
      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:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      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;
         
         Information and formalities necessary for evaluating if requirements are met:
         Further clarification on this is available in Section D of the Tender Documents.         
         Minimum Level(s) of standards possibly required:
         The evaluation of a Tenderers financial standing (on a Pass/Fail basis) will make use of the minimum levels confirmed in the Public Contract Regulations 2015 (58(9)) as well as other criteria detailed in Section A of the Tender Document
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      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: Open
   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated below
            Criteria - Weighting
            Price - 60
            Quailty (Technical Submission) - 30
            Quality (Presentation & Interview) - 10

      IV.2.2)Information about electronic auction:
         An electronic auction will be used: Not Provided
   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: A3JD-3VXARR      
      IV.3.2)Previous publication(s) concerning the same contract: Not Provided
      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 13/11/2015
      Time-limit for receipt of requests for documents or for accessing documents: 13:00      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 27/11/2015
         Time: 14:00      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         
      IV.3.7)Minimum time frame during which the tenderer must maintain the tender Not Provided      
      IV.3.8)Conditions for opening tenders
         Not Provided

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: 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.
To view this notice, please click here:
https://www.paessex.gov.uk/delta/viewNotice.html?noticeId=168432942
GO-20151023-PRO-7231869 TKR-20151023-PRO-7231868
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Not Provided

      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: 23/10/2015

ANNEX A