CCTV operation and maintenance.
CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1)NAME, ADDRESSES AND CONTACT POINT(S)
London Borough of Bromley
Civic Centre, Stockwell Close
Attn: Susan Haynes
BR1 3UH Bromley
UNITED KINGDOM
E-mail:
Further information can be obtained at: London Borough of Bromley
Civic Centre, Stockwell Close
Attn: John Dell
BR1 3UH Bromley
UNITED KINGDOM
Tel. +44 2083134744
E-mail:
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s)
Tenders or requests to participate must be sent to: As in above-mentioned contact point(s)
I.2)TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Regional or local authority
General public services
The contracting authority is purchasing on behalf of other contracting authorities Yes
General public services
The contracting authority is purchasing on behalf of other contracting authorities Yes
SECTION II: OBJECT OF THE CONTRACT
II.1)DESCRIPTION
II.1.1)Title attributed to the contract by the contracting authority
CCTV operation and maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category: No 1
Service category: No 1
NUTS code UKI22
II.1.3)The notice involves
A public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Surveillance services. Surveillance and security systems and devices. The London Borough of Bromley and the London Borough of Lewisham (The Authorities) are looking to procure a service provider capable of delivering the activities identified within this notice jointly to each authority. While each Council will make its own contracting decisions (and reserves the right to place any of the contracts identified separately), both are looking to secure a joint arrangement in the placement of the specified service, providing it secures value for money (in terms of the criteria to be set out in the contract documentation) for each authority. The contract will be divided into 2 lots; Lot 1: CCTV control room management and operational services lot 2: maintenance of CCTV equipment bidders may submit tenders for either one or both Lots. The Authorities reserve the right to appoint a separate contractor for each Lot, or a single contractor for both lots.
II.1.6)Common procurement vocabulary (CPV)
79714000, 35120000
II.1.7)Contract covered by the Government Procurement Agreement (GPA)
No
II.1.8)Division into lots
Yes
tenders should be submitted for one or more lots
tenders should be submitted for one or more lots
II.1.9)Variants will be accepted
No
II.2)QUANTITY OR SCOPE OF THE CONTRACT
II.2.1)Total quantity or scope
Excluding VAT
Range between 3 500 000 and 4 900 000 GBP
Range between 3 500 000 and 4 900 000 GBP
II.2.2)Options
Yes
description of these options: Option to extend the contract annually for a period of up to 2 years at the Authorities' discretion and subject to satisfactory performance by the contractor(s). The Council reserves the right to enter into negotiations with the successful contractor regarding contract extension beyond this 2 year period where permissable.
provisional timetable for recourse to these options: in days: (from the award of the contract)
Number of possible renewals 2
in the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts: in months: 12 (from the award of the contract)
description of these options: Option to extend the contract annually for a period of up to 2 years at the Authorities' discretion and subject to satisfactory performance by the contractor(s). The Council reserves the right to enter into negotiations with the successful contractor regarding contract extension beyond this 2 year period where permissable.
provisional timetable for recourse to these options: in days: (from the award of the contract)
Number of possible renewals 2
in the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts: in months: 12 (from the award of the contract)
II.3)DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION
Duration in months: 60 (from the award of the contract)
INFORMATION ABOUT LOTS
LOT NO: 1 TITLE CCTV control room management and operational services1)SHORT DESCRIPTION
Lewisham and Bromley Council each own a CCTV control room for the management and operation of their public safety CCTV and related systems. The Councils’ CCTV divisions are key strategic assets and community safety partners in dealing with crime and the fear of crime within the boroughs. A contractor(s) is required to supply a fully managed service including supervision and trained and SIA licensed CCTV operators to operate and manage the 24-hour CCTV control rooms at Eros House, Catford and Bromley Civic Centre.
The contractor is expected to have a proven track record in CCTV control room management or duties of a similar nature and will be the single point of contact for all CCTV and related services within the scope of this contract. The contractor is to be responsible for the day to day running of the individual CCTV control rooms, including compliance with all relevant legislation, client liaison, housekeeping, management of data, fault reporting on the whole system and dealing with some technical issues relating to the use of the system.
The Lewisham Council CCTV control room is responsible for the council’s community safety CCTV systems that includes fixed "town centre" PTZ cameras, safer stations systems and a re-locatable camera scheme, all of which are operated and recorded 24 hours / day. At present there are about 160 cameras in total but there are plans to expend through the integration of a separate CCTV control room that is responsible for the systems installed on the council’s housing estates. The Bromley Council CCTV control room is responsible for approximately 165 cameras that, again, includes fixed town centre and re-locatable cameras operated and recorded 24 hours / day.
The services will include but not be limited to: - operation and management of the CCTV camera control and recording systems, - identifying and reporting incidents to the police and other agencies, - liaison with partner agencies including use of the Metropolitan Police radios, - preparation on video evidence for enforcement agencies and other requests for video images and information, - operation of the town centre radio systems, - identifying and reporting equipment faults to the council’s contractors and service suppliers - control of "out of hours" access to the building, - response to alarms, and - technical advice.
The successful contractor must have its own 24-hour control centre to manage and support its staff in the delivery of this contract.
The contractor is expected to have a proven track record in CCTV control room management or duties of a similar nature and will be the single point of contact for all CCTV and related services within the scope of this contract. The contractor is to be responsible for the day to day running of the individual CCTV control rooms, including compliance with all relevant legislation, client liaison, housekeeping, management of data, fault reporting on the whole system and dealing with some technical issues relating to the use of the system.
The Lewisham Council CCTV control room is responsible for the council’s community safety CCTV systems that includes fixed "town centre" PTZ cameras, safer stations systems and a re-locatable camera scheme, all of which are operated and recorded 24 hours / day. At present there are about 160 cameras in total but there are plans to expend through the integration of a separate CCTV control room that is responsible for the systems installed on the council’s housing estates. The Bromley Council CCTV control room is responsible for approximately 165 cameras that, again, includes fixed town centre and re-locatable cameras operated and recorded 24 hours / day.
The services will include but not be limited to: - operation and management of the CCTV camera control and recording systems, - identifying and reporting incidents to the police and other agencies, - liaison with partner agencies including use of the Metropolitan Police radios, - preparation on video evidence for enforcement agencies and other requests for video images and information, - operation of the town centre radio systems, - identifying and reporting equipment faults to the council’s contractors and service suppliers - control of "out of hours" access to the building, - response to alarms, and - technical advice.
The successful contractor must have its own 24-hour control centre to manage and support its staff in the delivery of this contract.
2)COMMON PROCUREMENT VOCABULARY (CPV)
79714000
3)QUANTITY OR SCOPE
Annual cost of contract:
Bromley - 240 000 GBP.
Lewisham - 240 000 GBP.
Excluding VAT
Range between 2 400 000 and 3 360 000 GBP
Bromley - 240 000 GBP.
Lewisham - 240 000 GBP.
Excluding VAT
Range between 2 400 000 and 3 360 000 GBP
4)INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR STARTING/COMPLETION
5)ADDITIONAL INFORMATION ABOUT LOTS
LOT NO: 2 TITLE Maintenance of CCTV equipment
1)SHORT DESCRIPTION
The contract requires a contractor to repair and maintain the CCTV control rooms and CCTV equipment installed at various locations throughout the boroughs and will provide for:
- routine servicing of equipment and installations together with a 24-hour, 365 day per year emergency call-out and breakdown repair service,
- fault identification and first call service for all faults identified with the CCTV equipment including leased fibre circuits, power supplies, cameras and telemetry, microwave transmission equipment, private fibre network, digital recording equipment, displays, matrix and camera control systems,
- the repair/maintenance of the parking and bus lane CCTV enforcement unit at Bromley which has a separate control room based on site at the civic centre. All enforcement cameras, transmission, recording and control equipment, both on street and within the enforcement control room to be included,
- re-location of fixed and re-deployable cameras and,
- operation of a remote access service to identify faults, repair and upgrade the digital recorder, control system and matrix,
- one preventive maintenance round per year on all the equipment resulting in a report/recommendations on the findings of that maintenance round,
- routine servicing and repair of the vehicle access system located at the pedestrian only area of Bromley High Street and operated from the CCTV control room.
The successful service provider may also be required to replace unserviceable and install further CCTV cameras and associated equipment.
- routine servicing of equipment and installations together with a 24-hour, 365 day per year emergency call-out and breakdown repair service,
- fault identification and first call service for all faults identified with the CCTV equipment including leased fibre circuits, power supplies, cameras and telemetry, microwave transmission equipment, private fibre network, digital recording equipment, displays, matrix and camera control systems,
- the repair/maintenance of the parking and bus lane CCTV enforcement unit at Bromley which has a separate control room based on site at the civic centre. All enforcement cameras, transmission, recording and control equipment, both on street and within the enforcement control room to be included,
- re-location of fixed and re-deployable cameras and,
- operation of a remote access service to identify faults, repair and upgrade the digital recorder, control system and matrix,
- one preventive maintenance round per year on all the equipment resulting in a report/recommendations on the findings of that maintenance round,
- routine servicing and repair of the vehicle access system located at the pedestrian only area of Bromley High Street and operated from the CCTV control room.
The successful service provider may also be required to replace unserviceable and install further CCTV cameras and associated equipment.
2)COMMON PROCUREMENT VOCABULARY (CPV)
35120000, 32234000, 38621000, 32231000, 32235000
3)QUANTITY OR SCOPE
Annual cost of contract:
Bromley - 120 000 GBP.
Lewisham - 100 000 GBP.
Excluding VAT
Range between 1 100 000 and 1 540 000 GBP
Bromley - 120 000 GBP.
Lewisham - 100 000 GBP.
Excluding VAT
Range between 1 100 000 and 1 540 000 GBP
4)INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR STARTING/COMPLETION
5)ADDITIONAL 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
Performance Bond or parent company guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Joint and several liability.
III.1.4)Other particular conditions to which the performance of the contract is subject
III.2)CONDITIONS FOR PARTICIPATION
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if requirements are met: (a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgement which has he force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by ay means which the contracting authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of article 1 of the convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgement which has he force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by ay means which the contracting authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of article 1 of the convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial capacity
Information and formalities necessary for evaluating if requirements are met: (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;
(c) A statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
(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;
(c) A statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if requirements are met:
(a) A list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) A list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years;
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(a) A list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) A list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years;
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
III.2.4)Reserved contracts
No
III.3)CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1)Execution of the service is reserved to a particular profession
No
III.3.2)Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service
Yes
IV.1)TYPE OF PROCEDURE
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5 maximum number 8
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)AWARD CRITERIA
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)An electronic auction will be used
No
IV.3)ADMINISTRATIVE INFORMATION
IV.3.1)File reference number attributed by the contracting authority
IV.3.2)Previous publication(s) concerning the same contract
No
IV.3.3)Conditions for obtaining specifications and additional documents
Time limit for receipt of requests for documents or for accessing documents 15.7.2011 - 17:00
Payable documents No
Payable documents No
IV.3.4)Time-limit for receipt of tenders or requests to participate
22.7.2011 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
IV.3.8)Conditions for opening tenders
SECTION VI: COMPLEMENTARY INFORMATION
VI.1)THIS IS A RECURRENT PROCUREMENT
VI.2)CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS
No
VI.3)ADDITIONAL INFORMATION
Evaluation of the tender will be based on the CIPFA standing guide to the commissioning of local authority work and services tender evaluation model and in full compliance with EU Directives, the Council's Contract Procedure Rules and in accordance with the stated criteria.
Anticipated start of the contract will be April 2012 or as directed by the Council.
The Council works closely with a number of its surrounding local authorities on procurement activity and is a member of the South East London Procurement Group (comprising of the London Boroughs of Bromley, Bexley, Lewisham, Greenwich, Lambeth and Southwark). In addition to the partner organisation identified above, in appropriate circumstances and in compliance with any legal and regulatory requirement, the opportunity for services to be provided through this contract may also be offered to members of this organisation and who may have similar usage volumes.
GO reference: GO-2011616-PRO-2432317.
Anticipated start of the contract will be April 2012 or as directed by the Council.
The Council works closely with a number of its surrounding local authorities on procurement activity and is a member of the South East London Procurement Group (comprising of the London Boroughs of Bromley, Bexley, Lewisham, Greenwich, Lambeth and Southwark). In addition to the partner organisation identified above, in appropriate circumstances and in compliance with any legal and regulatory requirement, the opportunity for services to be provided through this contract may also be offered to members of this organisation and who may have similar usage volumes.
GO reference: GO-2011616-PRO-2432317.
VI.4)PROCEDURES FOR APPEAL
VI.4.1)Body responsible for appeal procedures
London Borough of Bromley
Civic Centre, Stockwell Close
BR1 3UH Bromley
UNITED KINGDOM
E-mail:
Body responsible for mediation procedures
DRS-CIArb on behalf of the Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
UNITED KINGDOM
E-mail:
Tel. +44 8452707055
Internet: http://www.bipsolutions.com/
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Remedies Directive and 'Alcatel' mandatory standstill period provide clear and effective procedures for seeking redress in cases where bidders consider contracts have been unfairly awarded. Appeals against the award must be made within a period of 10 days (if contractors have been notified electronically) of the award of contract to the address shown in VI.4.1. Requests for additional de-briefing within the standstill period must be made in writing (which includes fax and email) to the same address. Any such request must be received by the contracting authority no later than midnight of the second day of the standstill period.
VI.4.3)Service from which information about the lodging of appeals may be obtained
London Borough of Bromley
Civic Centre, Stockwell Close
BR1 3UH Bromley
UNITED KINGDOM
E-mail:
Tel. +44 2083134639
VI.5)DATE OF DISPATCH OF THIS NOTICE:
16.6.2011