Single-Party Framework Agreement for the provision of Audio-Visual, integrated solution supporting voting, streaming, webcasting and hybrid meeting solutions for Kildare County Council

Kildare County Council

Kildare County Council is seeking to engage an AV service provider to provide integrated Audio-Visual services, which support voting, streaming, webcasting and hybrid meeting solutions.

Deadline

The time limit for receipt of tenders was 2022-09-19. The procurement was published on 2022-08-18.

Who? What? Where?
Procurement history
Date Document
2022-08-18 Contract notice
Contract notice (2022-08-18)
Object
Scope of the procurement
Title: Video-conferencing equipment
Reference number: 2022/1
Short description:
Kildare County Council is seeking to engage an AV service provider to provide integrated Audio-Visual services, which support voting, streaming, webcasting and hybrid meeting solutions.
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Supplies
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Video-conferencing equipment 📦
Additional CPV: Video-conferencing equipment 📦
Place of performance
NUTS region: Mid-East 🏙️

Procedure
Procedure type: Competitive procedure with negotiation
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Regional or local authority
Awarding authority name: Kildare County Council
Postal address: Aras Chill Dara
Postal code: Devoy Park
Postal town: Co. Kildare
Contact
Internet address: https://kildarecoco.ie/ 🌏
E-mail: rhopkins@kildarecoco.ie 📧
Phone: +353 45980450 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=221227&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=221227&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2022-08-18 📅
Submission deadline: 2022-09-19 📅
Publication date: 2022-08-23 📅
Identifiers
Notice number: 2022/S 161-458405
OJ-S issue: 161
Additional information
Please consult the associated documentation, which contains full instructions regarding the submission of the PQQ and is available to download from www.etenders.gov.ie using ID 220765

Object
Scope of the procurement
Estimated total value: 1 000 000 EUR 💰
Short description:
The Contracting Authority is proposing to establish a single party framework with a service provider for integrated Audio-Visual services, which support voting, streaming, webcasting and hybrid meeting solutions.
An initial contract will be awarded on foot of this procurement for the provision of
1. support for all the hardware and software infrastructure provided with a recognition that third parties may be required to support elements like Microsoft TEAMS integration, Web casting, or Webcasting hosting.
2. Both technical and functional support during normal office hours and be available to sign on remotely or attend physically on site to resolve technical issues.
3. This ‘revamp’ will involve the replacement of the current AV solution and implementation of a solution as outlined above.
4. Digital audio services for Members and staff in the council chamber
5. Integration with cameras with the ability to follow the speaker and provide live streaming
6. Support for electronic voting and display to screen
7. Integration with Microsoft Teams to enable hybrid meetings
8. To facilitate the ability to enable webcasting where streamed meetings can be recorded, stored, tagged, and retrieved in the future
9. The Contracting Authority will also require the provider to be able to provide a mixture of remote and onsite support. For onsite support there may be an urgent requirement to respond on site within approx.60 minutes for a Priority one issue.
Functionally as described in Appendix 3 of the PQQ is included in the scope of this tender
Further details are available in the attached PQQ document.
Estimated value excluding VAT: 1 000 000 EUR 💰
Duration: 96 months
Description of renewals:
The duration of the framework will be four (4) years with an option to extend on an annual basis for a further period of four (4) years.
Additional information:
Please consult the associated documentation, which contains full instructions regarding the submission of the PQQ and is available to download from www.etenders.gov.ie using ID 220765
Place of performance
Main site or place of performance: Naas Co. Kildare

Procedure
Legal basis: 32014L0024
Envisaged number of candidates: 5
Justification for the framework agreement:
The reason for a framework longer than the standard four (4) year duration is based on the significant investment envisaged in designing and implementing the AV Solution and the potential difficulty in re-tendering on an objective basis during a shorter period.
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Justification for framework agreement duration over four years:
The reason for a framework longer than the standard four (4) year duration is based on the significant investment envisaged in designing and implementing the AV Solution and the potential difficulty in re-tendering on an objective basis during a shorter period.
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Time of receipt of tenders: 15:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Irish 🗣️
Tender validity period: 12 months

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Rory Hopkins
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/385 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=221227&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
The Contracting Authority anticipates that the value of the…
… Framework Agreement will be within the range of €800000 to €1000000 (excluding VAT)
… initial contract is in the region of €200,000 and €300,000 (ex VAT).
The duration of the initial contract will be four (4) years with an option to extend for a further period of four (4) years.

Complementary information
Review body
Name: High Court Chief Registrar
Postal address: The Four Courts, Dublin 7
Postal town: Dublin 7
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Internet address: https://www.courts.ie/ 🌏
Information about review deadlines:
As set out in section 7 of the European Communities (Public Authorities’ Contracts) (Review Procedures) Regulations SI 130/2010, as amended.
Body responsible for mediation procedures
Same as: Review body
Source: OJS 2022/S 161-458405 (2022-08-18)
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