Section one: Contracting authority
one.1) Name and addresses
Ministry of Justice
102 Petty France
London
SW1H 9AJ
Contact
Mark Skurr
Telephone
+44 02033343555
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/ministry-of-justice
Buyer's address
www.gov.uk/government/organisations/ministry-of-justice/about/procurement
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
HMCTS Video Hearings Service
Reference number
prj_9663
two.1.2) Main CPV code
- 72212515 - Video conferencing software development services
two.1.3) Type of contract
Services
two.1.4) Short description
This Notice is issued by the Lord Chancellor acting as part of the Crown (the "Authority").
This service will be provided for the benefit of, and managed by, His Majesty’s Courts and Tribunals Service (HMCTS) an executive agency of the Authority.
The Authority intends to appoint a supplier to provide a video conferencing facility (referred to as the ‘video engine’) and develop an interface with a ‘front end’ application already developed by HMCTS - to
form a Video Hearings Service (“VHS”).
The supplier will be required to host and manage the video engine and the interface, provide hosting for test and development environments, and manage and provide an 0800-telephone service for users accessing the service by telephone.
VHS is HMCTS’ strategic platform for remote hearings and it is intended to substantially replace the use of other video conferencing systems in the judicial environment.
VHS is currently used on a relatively small scale and the intention is to enhance the existing service and roll it out across the judicial estate.
The capability to enable remote hearings, irrespective of platform, was a significant component of HMCTS’s Covid response and ongoing recovery. Conducting remote hearings is now an integral part of daily business and the benefits are widely acknowledged.
The procurement will be managed via the Ministry of Justice eSourcing system. If you have not yet registered on the eSourcing Portal, this can be done online at
https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html
Interested suppliers must be registered on this site and will need to complete and sign an Ethical Wall Agreement and a Confidentiality Agreement to access the procurement documents. Once the Ethical Wall Agreement and the Confidentiality Agreement is completed and signed the Authority will invite the interested supplier, provided it is registered on the above site, to access the procurement. The Ethical Wall Agreement and Confidentiality Agreement can be obtained by sending an email to
The Authority intends to hold an information event to provide interested suppliers with an overview of the invitation to tender documentation. This will be held an on-line event and will take place on 26 May 2023, time TBC. To attend this event interested suppliers must have returned the Ethical Wall Agreement and the Confidentiality Agreement. Slides/Q&A from the event will be made available to interested suppliers, (after completing an Ethical Wall Agreement and the Confidentiality Agreement), should they not attend the event on that day. Further details in relation to the event will be provided once this documentation is returned.
Following the return of a completed Ethical Wall Agreement and Confidentiality Agreement, provided they are registered on the Ministry of Justice e-sourcing system, potential bidders will be able to access the Procurement Process Documents.
two.1.5) Estimated total value
Value excluding VAT: £24,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 48515000 - Video conferencing software package
- 72220000 - Systems and technical consultancy services
- 72230000 - Custom software development services
- 72250000 - System and support services
- 72260000 - Software-related services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This Notice is issued by the Lord Chancellor acting as part of the Crown (the "Authority").
This service will be provided for the benefit of, and managed by, His Majesty’s Courts and Tribunals Service (HMCTS) an executive agency of the Authority.
The Authority intends to appoint a supplier to provide a video conferencing facility (referred to as the ‘video engine’) and develop an interface with a ‘front end’ application already developed by HMCTS - to
form a Video Hearings Service (“VHS”).
The supplier will be required to host and manage the video engine and the interface, provide hosting for test and development environments, and manage and provide an 0800-telephone service for users accessing the service by telephone.
VHS is HMCTS’ strategic platform for remote hearings and it is intended to substantially replace the use of other video conferencing systems in the judicial environment.
VHS is currently used on a relatively small scale and the intention is to enhance the existing service and roll it out across the judicial estate.
The capability to enable remote hearings, irrespective of platform, was a significant component of HMCTS’s Covid response and ongoing recovery. Conducting remote hearings is now an integral part of daily business and the benefits are widely acknowledged.
The procurement will be managed via the Ministry of Justice eSourcing system. If you have not yet registered on the eSourcing Portal, this can be done online at
https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html
Interested suppliers must be registered on this site and will need to complete and sign an Ethical Wall Agreement and a Confidentiality Agreement to access the procurement documents. Once the Ethical Wall Agreement and the Confidentiality Agreement is completed and signed the Authority will invite the interested supplier, provided it is registered on the above site, to access the procurement. The Ethical Wall Agreement and Confidentiality Agreement can be obtained by sending an email to vhprocurement@justice.gov.uk
The Authority intends to hold an information event to provide interested suppliers with an overview of the invitation to tender documentation. This will be held an on-line event and will take place on 26 May 2023, time TBC. To attend this event interested suppliers must have returned the Ethical Wall Agreement and the Confidentiality Agreement. Slides/Q&A from the event will be made available to interested suppliers, (after completing an Ethical Wall Agreement and the Confidentiality Agreement), should they not attend the event on that day. Further details in relation to the event will be provided once this documentation is returned.
Following the return of a completed Ethical Wall Agreement and Confidentiality Agreement, provided they are registered on the Ministry of Justice e-sourcing system, potential bidders will be able to access the Procurement Process Documents.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £24,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The Initial Term of the proposed Contract will be 3 years with the option for the Authority to extend for two (2) further periods each of one (1) year in duration, up to a maximum extension period of two (2) years in aggregate.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Initial Term of the proposed Contract will be 3 years with the option for the Authority to extend for two (2) further periods each of one (1) year in duration, up to a maximum extension period of two (2) years in aggregate.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As stated in the procurement documents.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As stated in the procurement documents.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-033454
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 July 2023
Local time
4:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 5 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
13 July 2023
Local time
4:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
The High Court of England and Wales
Royal Courts of Justice, Strand
London
WC2A 2LL
Country
United Kingdom