AV & IT Maintenance and On-Site Support Services Tender, United Kingdom - 38670982

Procurement Summary

Country : United Kingdom

Summary : AV & IT Maintenance and On-Site Support Services

Deadline : 18 Dec 2019

Other Information

Notice Type : Tender

TOT Ref.No.: 38670982

Document Ref. No. : PUR1911/16

Competition : ICB

Financier : European Bank for Reconstruction and Development (EBRD)

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : EUROPEAN BANK FOR RECONSTRUCTION AND DEVELOPMENT
Laura Arnold - Procurement Associate Procurement Operations and Delivery Department (PODD) One Exchange Square London EC2A 2JN Tel: 020 7338 6108
United Kingdom
Email :arnoldl@ebrd.com
URL :http://www.ebrd.com/

Tender Details

Request for proposals are invited for AV & IT Maintenance and On-Site Support Services, EBRD HQ.

Invitation to Tender



PUR1911/16 - AV & IT Maintenance and On-Site Support Services, EBRD HQ



The purpose of this notice is to provide Consultants with the Minimum Requirements and RFP documentation for the AV & IT Maintenance and On-Site Support Services for the EBRD HQ.



Only Consultants that answer “yes” to all questions relating to the Minimum Requirements and provide the requested documentation as evidence will have their Technical Proposals evaluated by the Tender Evaluation Panel (TEP). After evaluation of the proposals up to 3 (three) Consultants will be invited to present to the TEP and observers from the project team.



Please note Section 4.5.1 of the RFP which states how many copies of the submission are required.



If you have questions on any of the documents please submit them to the sole contact of this tender, Laura Arnold and poddrequests@ebrd.com, by 17.00 on the 9th December 2019, EBRD will respond to all Pre-Qualified Consultants by COB 10th December 2019.



Key Dates:





Key Activities

Dates

Issue Minimum Requirements & RFP documentation

03/12/19

Tender Period of Pre-Qualified Consultants

03/12/19 - 18/12/19

Consultants will be ranked in order of scoring and a Shortlist of up to 3 Consultants will be identified.

10/01/20

Shortlisted consultants to be advised and invited for interviews/presentations on 15/01/20

10/01/20

Evaluation of Presentations/Interviews to be completed and included into overall final evaluation

17/01/20

Notification of award to the preferred Consultant

20/01/20

Contract Signature

27/01/20

Consultant team mobilised and on site

31/01/20





Please read and carefully follow all of the instructions provided in the documents attached.



Link to Minimum Requirements Checklist Document



Link to RFP Documents



Please send your responses FAO: Laura Arnold - arnoldl@ebrd.com




Laura Arnold (Level 3, HQ Project)

EBRD,

One Exchange Square,

Primrose Street,

London,

EC2A 2JN



1.0 INTRODUCTION
The European Bank for Reconstruction and Development (the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics.
Over time EBRD-s regions of operations have expanded to include new countries such as Mongolia, Turkey, Jordan, Tunisia, Morocco, Egypt, Kosovo, Cyprus, Greece and Lebanon. Furthermore, while the EBRD remains as committed to fulfilling its original mandate as ever, its understanding of what the transition to market economics actually entails has evolved in the light of recent history. At the beginning of 2017, for example, EBRD began applying a new transition concept which defines a well-functioning market economy as more than just competitive; it should be inclusive, well-governed, green, resilient and integrated as well.
The EBRD has 71 members (69 countries, the European Union and the European Investment Bank). Further information about the EBRD`s roles and activities can be found on the EBRD`s website: www.ebrd.com.
The Headquarters of the European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) is situated at One Exchange Square, London EC2A 2JN. The HQ building forms part of the Broadgate Development adjacent to Liverpool Street Station, London EC2.
1.1 Definitions:

• The terms ‘EBRD- and ‘The Bank- shall mean the European Bank for Reconstruction and Development.
• The term ‘Consultant(s)- shall mean a party that submits a proposal in accordance with this RFP.
• The term “Tender” shall mean the process by which the Bank evaluates and selects a Consultant to provide the Services described herein.
• The term ‘RFP- shall mean Request for Proposal.
• The term ‘Proposal- shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.
2.0 PROJECT BACKGROUND
2.1 Purpose
The purpose of this document is to obtain proposals from suitably qualified and experienced companies for the provision of AV Maintenance and Onsite Services for EBRD HQ. The specific details of these services are contained in Annex A (Scope of Services).
3.0 EBRD CONTACT DETAILS
Your contact for the purposes of the RFP is:
Laura Arnold - Procurement Associate
Procurement Operations and Delivery Department (PODD)
EBRD
One Exchange Square
London
EC2A 2JN
Telephone: 020 7338 6108
Email: arnoldl@ebrd.com
Please note your submission must be sent to arnoldl@ebrd.com only.
4.0 DESCRIPTION OF THIS RFP
4.1 Overview
Consultants wishing to participate in this Tender will be required to make a submission (the ‘Submission-) comprising of the following documents in accordance with the timetable outlined in section 4.2:
• a completed minimum requirements check list, together with the documents requested and, a written technical proposal (together referred to as the ‘Technical Proposal-) as defined in section 4.4.
• a completed quotation file (the ‘Quotation File/ Financial Proposal-) as defined in section 4.5.
4.2 Timetable
Tender Process
Issue Minimum Requirements and RFP documentation 03/12/19
Receipt of clarification questions from the Minimum Requirements and RFP documentation from tenderers by 17.00 hours GMT 09/12/19
EBRD Responses to questions 10/12/19
Tender Period of Consultants 03/12/19 - 18/12/19
Receipt of Tender responses (i.e. Minimum Requirements check list and supporting documentation and Technical written response in one envelope and Financials in a separate envelope) by 17.00 hours GMT 18/12/19
Tender Technical Evaluation
Technical Evaluation of Minimum Requirements Check list to be validated and RFP written responses to be reviewed and evaluated 06/01/20 - 09/01/20
Evaluation of Financials
Financial responses to be opened and evaluated 06/01/20 - 09/01/20
Shortlist of consultants identified
Based on the outcome of Technical Evaluation scores, Consultants will be ranked in order of scoring, and a Shortlist of up to 3 consultants will be identified 10/01/20
Shortlisted consultants to be advised and invited for interviews/presentations on 15th January 2020 Timings to be agreed with the Shortlisted Consultants.
Agenda will be provided to the selected Consultants on the 10th January 2020. 10/01/20
Presentations/Interviews
The Shortlisted Consultants will have 1 hour allocated for the presentation/interview and questions and answers - with members of the team they propose will be working on the HQ Project. 15/01/20
Completion of evaluation process
Evaluation of Presentations/Interviews to be completed and included into overall final evaluation 17/01/20
Notification of award to the preferred Consultant 20/01/20
Contract negotiations and signatures
Post Tender Negotiations with preferred Consultant 20/01/20 - 24/01/20
Contract signatures 27/01/20
Contract mobilisation
Consultant team mobilised 31/01/20
The EBRD reserves the right to amend or change the above mentioned dates at any time.
4.3 Clarifications
The process for reception and resolution of queries shall be as follows:
• the Consultants will send queries by e-mail to the following addresses: arnoldl@ebrd.com
• there will be 1 (one) round of queries;
• the deadline for queries is shown in the timetable set out in section 4.2 of this RFP;
• the EBRD will circulate the responses to all queries to all participating Consultants in accordance with the timetable set out in section 4.2 of this RFP; and
• the clarification document will make no reference to which Consultant made any particular query.
4.4 Technical Proposal
The Minimum Requirements check list is the first stage of a two stage process. Consultants interested in this Tender process must fill in and return the Minimum Requirements Checklist, together with the documentation requested and their Technical Submission in accordance with the timetable set out in section 4.2 of this RFP.
Only Consultants that answer “yes” to all questions relating to the Minimum Requirements Checklist and provide the requested documentation as evidence will have their Technical Proposals evaluated by the Tender Evaluation Panel (TEP).
The Technical Proposal shall be prepared with reference to Annex A - Scope of Services and should contain the following Evaluation Criteria identified in Annex C - Technical Evaluation Criteria which should be understood as a minimum key criteria. The Consultant is encouraged to provide any other information they deem relevant for this submission.
The Technical Proposal must be submitted as per the following instructions; any submissions not in accordance with these instructions will be disqualified:
• 3 (three) hard copies and 1 (one) electronic copy of the Technical Proposals shall be submitted to the source contact information provided in section 3.0 via email with the subject “PUR1911/16 - Provision of AV Maintenance and Onsite Services for EBRD HQ - Technical Proposal, submitted by: **Consultant Name**” in accordance with the timetable set out in section 4.2 of this RFP.
PLEASE NOTE ANY SINGLE EMAIL SIZE MUST NOT EXCEED 20MB.
IF YOUR RESPONSE IS LIKELY TO EXCEED PLEASE SEND YOUR SUBMISSION OVER SEVERAL EMAILS; UP TO A MAXIMUM OF 3 EMAILS.
• N.B. - All Financial Proposals (Quotation Files) must be submitted in separate envelopes as per the instructions in 4.5.
Responses shall be submitted in accordance with the timetable set out in section 4.2 of this RFP.
Please note:
o Submission of

Documents

 Tender Notice