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Published 16 Mar 2021, 15:36 GMT

Official UK procurement notice

Telephone System · UK public procurement notice

Official notice

Authority: East Durham College (Education)

ServicesOpen procedure
Sectors: Radio, television, communication, telecommunication and related equipment (32)Repair & Maintenance (50)Installation services (except software) (51)
+1 morePostal and telecommunications services (64)
 Delivery: North East (UKC)
Published value£300,000published on the single lot · exc. VAT
Submissions closed 9 Apr 2021awarded 4 May 2021
Awarded to Focus Group2 awards
Contract term 5 yrsends 20 Jul 2026 · extension options published · starts 19 Jul 2021

What is being bought

Published requirement description

Procurement to provide the installation, maintenance and support service of a telephone system (including call charges) for the period of 5 years with an option to extend for one year.

CPV: Dedicated-business telephone network services · IP telephone services · Installation services of radiotelephony apparatus · Postal and telecommunications services · Repair and maintenance services of telecommunications lines · Telecommunications equipment and supplies · Telecommunications-infrastructure maintenance services · Telephone network equipment

The lotProcurement structure

single lot · value published
Lot #1East Durham College is looking to secure one organisation to provide the installation,…Awarded 5 yrsPublished value£300,000

East Durham College is looking to secure one organisation to provide the installation, maintenance and support service of a telephone system (including call charges) for the period of 5 years with an option to extend for one year.

Project Deliverables:-

A managed VoIP telephony service with an agreed number of handsets.

Single provider for all services/equipment.

Migration of service from existing supplier (if required) including the management of any third parties required to deliver the service.

Full Installation and transition services.

Choice of devices, value for money solutions.

Support and maintenance services.

The existing telephone contract is due for renewal we currently have 2 Mitel telephone systems, one located at our main campus in Peterlee that is also used at our secondary Peterlee campus and one at our Houghall campus in Durham. We have around 420 lines split between 3 campuses. Each site is linked via a leased line which provides voice and data separate to this contract. We also have several satellite sites that are currently not connected in any way to the main campus.

The sites on which the telephone systems are hosted currently have ISDN for outside lines. Each site in turn is linked internally with a leased line one of 100mb capacity and the other of 1gb capacity.

East Durham College requires a modern cloud based telephone system that workers can use both on and off site either by an app on a mobile device or via software phone.

The College requires 450 handsets with the option of extending to 500 at a later date. We also require a block of 100 additional numbers from commencement of contract. In addition, several satellite sites require handsets/softphones with no more than 30 users. A call package is required for each user also.

Tenderers should be able to provide a dedicated point of contract or account manager who can deal with faults, queries, upgrades, support etc.

Contract period: 19 Jul 2021 – 20 Jul 2026 (5 yrs)
Delivery: North East · East Durham College
Extensions: Option to extend for an additional 1 yearVariant bids: not allowed
32429000 Telephone network equipment32500000 Telecommunications equipment and supplies50331000 Repair and maintenance services of telecommunications lines50332000 Telecommunications-infrastructure maintenance services51330000 Installation services of radiotelephony apparatus64214000 Dedicated-business telephone network services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 50%Price: 50%
Published sub-criteria (6)
  • Approach, methodology and flexibility: 10%
  • Ability to meet specification: 15%
  • Capability and capacity to fulfil contract and meet timeline as per specification and Appendix 2: 15%
  • Company experience in the provision of similar contracts: 5%
  • Added Value: 5%
  • price: 50%
Published award criteria (6)
  • Approach, methodology and flexibility: 10%
  • Ability to meet specification: 15%
  • Capability and capacity to fulfil contract and meet timeline as per specification and Appendix 2: 15%
  • Company experience in the provision of similar contracts: 5%
  • Added Value: 5%
  • Price: 50%
Staff
Names and qualifications of delivery staff must be submitted
What this means for your bid
  • Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
16 Mar 2021, 15:36 GMT
Last source update
11 May 2021, 10:24 BST
Award evaluation window
12 Apr 2021 – …
FTS notice number
2021/S 000-010220
Classification (CPV)
Dedicated-business telephone network servicesIP telephone servicesInstallation services of radiotelephony apparatusPostal and telecommunications servicesRepair and maintenance services of telecommunications linesTelecommunications equipment and suppliesTelecommunications-infrastructure maintenance servicesTelephone network equipment
Delivery area
North East (UKC)
Official registry OCID
ocds-h6vhtk-029c3c Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment

How it was run

Official notice
Run through: portal not identified
Language: EN
Submission deadline
9 Apr 2021, 16:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
12 Apr 2021, 09:00 BST
Detailed submission instructions & authority contactsFrom official release

eastdurham.ac.uk ↗

Timeline

9 Apr 2021 → 19 Jul 2021 · 4 dates
  1. Submission deadline
    9 Apr 2021, 16:00 BST
  2. Bids opened
    12 Apr 2021, 09:00 BST
  3. Notice published
    11 May 2021, 10:24 BST
  4. Contract starts
    19 Jul 2021, 00:00 BST

Notice history

1 event · 3 releases on Find a Tender
  1. Status changed to complete
    5 May 2021, 09:35 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £162,1662 contracts exc. VAT
Bids received 25
Contracts signed 2latest 4 May 2021
Awarded toValueDateStatus
Focus Group£79,428 †—Awarded
Focus Group£82,738 †—Awarded

Contracts

  • Telephone System · Focus Group

    Signed
    4 May 2021
    Value
    £79,428
    Period
    … – 20 Jul 2026
    Status
    active

  • Contract 010220-2021-2021/S000-005323-1 · Focus Group

    Signed
    4 May 2021
    Value
    £82,738
    Period
    19 Jul 2021 – 20 Jul 2026
    Status
    active
    • Change Value of contract excl VAT changed due to error input in previous publication, Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: Contract value excl VAT was input due to human error - no other modifications have been applied

Bid statistics published by the authority

BidsSMEVCSEValid bid range
25bids · 25 electronic———

Contracting authority & participating public bodies

East Durham College

Contracting authorityEducationBody governed by public lawEducation Peterlee Campus,Willerby Grove, PETERLEE, North East, SR82RNContact name, email, phone Published organisation website ↗

Bidders & participating suppliers

1 commercial party on the notice
  • Focus GroupAwarded supplier Focus House, West Sussex, South East, BN43 6PA

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria