Section one: Contracting authority
one.1) Name and addresses
Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
ProcurementTenders@scotland.police.uk
Telephone
+44 1786895668
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained 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
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Livestreaming of Committees, Meetings & Associated Services
Reference number
PROC-24-2661
two.1.2) Main CPV code
- 32000000 - Radio, television, communication, telecommunication and related equipment
two.1.3) Type of contract
Supplies
two.1.4) Short description
In order to continue to meet the longstanding ongoing commitment for accessibility and transparency in governance, the SPA require a Live Streaming service for both Committee and Board Meetings.
Annually, this will include approximately:
- 7/8 in person Committee meetings
- 35 Board meetings via Webex / MS Teams (or alternative similar platform, should the Authority change its online meeting platform during the course of the contract). Currently Webex is used for the vast majority of our online meetings.
- Ad hoc requirements for seminars / conferences etc
Please note: The volumes indicated may vary year on year and are subject to annual review. Other departments may require the use of this contract on an ad hoc basis.
two.1.5) Estimated total value
Value excluding VAT: £175,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 32300000 - Television and radio receivers, and sound or video recording or reproducing apparatus
- 32320000 - Television and audio-visual equipment
- 32330000 - Apparatus for sound, video-recording and reproduction
- 32340000 - Microphones and loudspeakers
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
The Supplier will be required to provide:
-Room set up
-Full Audio-visual equipment
-On site technical team
-Live Stream & recording
-On day support
-Post-event editing
-Upload of recordings for retrospective viewing. This should be done immediately following the meeting. It is required same day, within an hour of the end of each meeting.
-Ensure that the automatic subtitling and transcript functions on YouTube (or any alternative streaming platform the Authority selects for use) are enabled for all recordings.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £175,000
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
Initial contract term is 3 years, with 2 x optional extension periods of up to 12 months each, to be taken at the sole discretion of the Authority.
Contract may be renewed at the end of contract term.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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
SPD Question 4A1a
It is a requirement of this tender that if the Tenderer is UK based they must hold a valid registration with Companies House. Where the Tenderer is UK based but not registered at Companies House they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given.
Tenderers within the UK must confirm if they are registered under Companies House within this question.
three.1.2) Economic and financial standing
List and brief description of selection criteria
SPD Question 4B6 - Financial Standing
Credit Safe:
The Authority will access a Credit safe report for a Tenderers organisation and use the information contained within to assist with the assessment of the Tenderer’s economic and financial standing. Tenders are asked to provide their company number within the SPD to allow the Authority to access a Credit Safe Report.
SPD Question 4B5 - Insurance
Insurance:
Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below. Where a Tenderer does not hold or commit to obtaining the types and levels of insurance indicated, the SPA will exclude the Tenderer from the competition
Minimum level(s) of standards possibly required
Credit Safe Check:
Within such reports, the risk of business failure is expressed as a score of below 30 (high risk of business failure). In the event that a company is determined to have a risk failure rating of below 30 i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.
If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the Contractor’s responsibility to ensure that the information held by Credit Safe is accurate and up to date.
For the avoidance of doubt, the SPA will request a report from Credit Safe following the closing date for the receipt of the Tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/ Sole Traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references etc.
Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by Credit Safe and it is your responsibility to ensure that the information held by Credit Safe is accurate and up to date - failure to do so will result in rejection of your submission.
IMPORTANT NOTE: This requirement is not applicable to Sole Traders/ Charities. Sole Traders/ Charities may be required to provide a bankers reference if successful.
Insurance Requirements:
a. Public Liability Insurance - 5,000,000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Public Liability Insurance certificate.
b. Professional Indemnity Insurance - 5,000,000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Professional Indemnity Insurance certificate.
c. Employers (Compulsory) Liability Insurance - 10,000,000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current Employers Liability Insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies.
three.1.3) Technical and professional ability
List and brief description of selection criteria
SPD Question 4C.1.2 Technical Professional Ability
With reference to the nature and details of the supplies/services that are the subject matter of this tender, relevant examples are to be provided of the supplies/services undertaken by the Tenderer in the last 3 years.
You must describe in sufficient detail the required experience in terms of the specific supplies/services, the number of required examples, the minimum duration of experience e.g. 3 years and the value / scope of the previous projects e.g. must be of similar value to the contract being procured.
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.
Minimum level(s) of standards possibly required
With reference to the nature and details of the supplies/services that are the subject matter of this tender, relevant examples are to be provided of the supplies/services undertaken by the Tenderer in the last 3 years and must be similar value to the contract being procured.
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements for: Provision of Livestreaming of Committees, Meetings & Associated Services.
Two (2) examples of the provision of similar services will be requested and must be from within the last 3 years for services.
If Tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided.
If available, copies of completion certificates or customers' written declaration which validates the examples you have provided.
Guidance
If you cannot provide certificates or customer declarations the Authority may choose to contact customers cited directly in order to validate the experience examples you have provided without any further reference to you.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
During the period of the contract, the Provider shall monitor and measure their performance against the Key Performance Indicators (KPIs) detailed below:
1. Quality - Quality Section Weight (30%)
KPI: Contract Outcome (100%)
2. Service - Quality Section Weight (30%)
KPI: Communication (100%)
3. Cost - Quality Section Weight (20%)
KPI: Invoice Accuracy (100%)
4. Sustainability - Quality Section Weight (20%)
KPI: Sustainable Processes (100%)
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
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.2.2) Time limit for receipt of tenders or requests to participate
Date
20 January 2025
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: 120 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
20 January 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Contract may be re-tendered at the end date of the current contract.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Economic Operators
Applicable to FTS Notices: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Assessment of Employment Status
Tenderers may be asked to declare whether they intend to provide services through a Personal Service Company (PSC). From April 2017, the responsibility to pay employment taxes shifts from the PSC to public sector bodies and the Authority must be aware of any successful tenderer’s detailed employment status.
For further information on determining employment status the Government has published guidance on this IR35 Legislation
Living Wage
Tenderers will be asked to confirm if they pay all employees as a minimum the Real Living Wage as published by the Living Wage Foundation for statistical information gathering purposes only.
Equality and Diversity
Tenderers will be required to comply with the statutory obligations under the Equality Act 2010.
Declaration of Non-Involvement in Serious Organised Crime
Tenderers must complete and sign a Declaration of Non-Involvement in Serious Organised Crime form.
Subcontractor Detail
Tenderers will be required to provide details of the subcontractors they intend to use in their supply chain. Tenderers are required to complete this section as part of the SPD.
Data Protection
Tenderers must be aware of their obligations under the Data Protection Act 2018 and the GDPR as set out in the Contract.
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=785359.
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:785359)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=785359
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court
Glasgow
Country
United Kingdom