Section one: Contracting authority
one.1) Name and addresses
Partick Housing Association Limited
10 Mansfield Street
Glasgow
G11 5QP
Contact
John McIntyre
Telephone
+44 1413573773
Fax
+44 1413574053
Country
United Kingdom
NUTS code
UKM82 - Glasgow City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12343
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Other type
Housing Association
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Replacement Telephony system including contact centre functionality.
two.1.2) Main CPV code
- 64200000 - Telecommunications services
two.1.3) Type of contract
Services
two.1.4) Short description
Replacement Telephony system including contact centre functionality.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 64200000 - Telecommunications services
two.2.3) Place of performance
NUTS codes
- UKM82 - Glasgow City
Main site or place of performance
Glasgow
two.2.4) Description of the procurement
Partick Housing Association is seeking proposals for a hosted telephony system to support the organisation of 50 users, which includes 45 staff members and additional phone points in meeting rooms.
The contract term will be 3 + 2 years.
The primary improvement we are looking for over our existing setup is robust call reporting and analytics. This will help us better manage and optimise our communication processes.
Our office features an open-plan layout, with all staff members using laptops. It’s important to consider hardware options for those who prefer using desk phones.
Key requirements for the new system include:
A hosted platform geographically located to comply with GDPR regulations.
The support services provider must be based in the UK. This is to ensure that they can provide timely on-site support if necessary.
Unlimited Outbound Calling minutes with all license types (within the UK as a minimum) to aid in the predictability of ongoing telephony expenditure
Ability to ‘mix and match’ license types to ensure that all users’ needs are catered for, without the need to spend on functionality that isn’t required by all users
Call Reporting and Analytics: Enhanced call reporting and analytics to improve our understanding of call metrics and performance.
CRM Integration with our housing management system Homemaster.
Simplicity in both deployment and ongoing support to ease the burden on the internal IT team.
Integration with Microsoft Teams.
PCI-DSS compliant
two.2.5) Award criteria
Quality criterion - Name: Quality of response to requirements / Weighting: 40%
Quality criterion - Name: Implementation, Account and contract management / Weighting: 20%
Price - Weighting: 40%
two.2.6) Estimated value
Value excluding VAT: £60,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Ongoing provision required after 3+2 year term ends to be negotiated.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
Options for one-off costs for handsets and headsets if replacement is required in year 1 to be shared.
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
Bidders will be required to provide 2 examples of similar type projects, within the last 3 years that demonstrate that they have the relevant experience to deliver the works. This will only include Client name, contract sum, start & completion date & Project summary details.
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders will require having an average yearly turnover of at least GBP200,000 per annum in connection with the delivery of the Services for the last 3 years.
Minimum level(s) of standards possibly required
Bidders will require having an average yearly turnover of at least GBP200,000 per annum in connection with the delivery of the Services for the last 3 years.
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
To be discussed and agreed as part of the contract award process.
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
11 November 2024
Local time
12:00pm
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: 2 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
11 November 2024
Local time
1:00pm
Place
Partick HA Office using PCS portal
Information about authorised persons and opening procedure
John McIntyre, Claire Davidson, Jacqueline McCutcheon.
PCS Portal.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=780379.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:780379)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=780379
six.4) Procedures for review
six.4.1) Review body
Partick Housing Association
10 Mansfield Street
Glasgow
PA4 8PY
Telephone
+44 1413301479
Country
United Kingdom