Assisted Lifeguard Technology Solution (Drowning Detection)

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    "title": "Assisted Lifeguard Technology Solution (Drowning Detection)",
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    "procedure": {
      "features": "THE PROCUREMENT PROCESS – Competitive Flexible Procedure This Procurement is being conducted under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023 (PA23). This Procurement will be conducted in stages and there is no restriction on who can submit a Tender response. All tenderers who have accessed this Invitation to Tender (ITT) from the YORtender portal and expressed their interest will be eligible to tender. All the information required for this Procurement has been made available to Suppliers with this ITT. Tenders must be submitted in accordance with the timetable and instructions set out in this document, together with any additional information provided. The process to be undertaken is summarised below. Further additional information is provided throughout the documentation: 1. Publish tender notice and tender documentation A tender documentation pack and associated Find a Tender Service (FTS) notices will be issued via the Council’s e-procurement tendering system, YORtender. Suppliers will be invited to submit initial tenders based upon the information provided within the tender pack. During this time suppliers will be permitted to ask clarification questions via the YORtender messaging facility. Answers will be provided and supplied to all suppliers where it is appropriate to do so. 2. Receive initial tenders Initial tenders must be uploaded onto the YORtender e-procurement portal by the required deadline of 12:00 Noon Friday 09 January 2026. 3. Conditions of Participation Stage - assess tenders against PA23 Procurement Specific Questionnaire and additional Pre-Selection Pass/Fail criteria. Suppliers must complete the online PA23 Procurement Specific Questionnaire available on the YORtender procurement portal. The answers provided will be evaluated by the Council’s evaluation team. Suppliers who do not meet essential pass/fail criteria will be eliminated form the process. Those suppliers that pass all conditions of participation criteria will be shortlisted and continue to the next part of the procurement process. 4. Review tenders of shortlisted suppliers Submitted price schedules and method statements will be reviewed and evaluated by the Council evaluation team to understand the products and services proposed by the suppliers. 5. Period of clarification and dialogue with selected suppliers Dialogue will commence when the Council invites suppliers that have successfully passed the ‘conditions of participation’ stage to attend one or more dialogue and/or negotiation meetings. This phase of the procurement process will allow the Council and suppliers to clarify elements of the response and hold dialogue, where necessary to fully understand any aspect of the proposal of the supplier. This phase will allow the Council opportunity to modify its process going forward. Such modifications may include but not be limited to refinements to the specification and to the award criteria/weighting in accordance with Section 24 Procurement Act 2023. For example, based on method statement responses received the Council may request a presentation from suppliers. It is anticipated that dialogue may be supplier specific and therefore it may not be necessary for dialogue to be held with all suppliers during this phase and therefore the Council reserves the right to only hold dialogue with suppliers where it deems it will be beneficial to do so. 6. Review specification and assessment criteria Following any dialogue the Council will review its specification and evaluation criteria and make refinements where it is deemed necessary. Examples of this include minor changes to hardware specification and confirmation of services required from suppliers. 7. Re-publish documentation and invite Best and Final Offers (BAFO) Updated documentation will be published to short listed suppliers who will be invited to submit their Best and Final Offer. 8. Evaluate BAFO’s Final tenders will be evaluated in accordance with the criteria published within the tender documentation with a view to identifying the highest scoring and therefore preferred supplier. 9. Contract Award Suppliers will be notified of the outcome of the tender process by a letter sent digitally via the YORtender system, and the relevant FTS notices will be published as required. This will commence a stand still period of eight working days and a period of due diligence with the preferred supplier. 10. Due Diligence period with preferred supplier Following evaluation, the Preferred Supplier will be identified – this will be the Supplier with the highest Total Score. The Preferred Supplier will be contacted for due diligence processes to be undertaken, which may include provision of documentation and or other supporting evidence to demonstrate compliance with / ability to meet the conditions of participation, specification and any other requirements set out within the tender documentation. Documentation previously received as part of the Conditions of Participation will be reviewed. If the Preferred Supplier fails to evidence ability to satisfactorily meet all mandatory requirements detailed within the tender documentation or documentation is found to be unacceptable to the Council and agreement cannot be reached, this will constitute a Fail, and their tender will be excluded. The Supplier with the next highest Total Score will be considered the Preferred Supplier and subject to the Preferred Supplier Stage. The Preferred Supplier Process shall be repeated until a Preferred Supplier evidence that their solution meets the mandatory criteria. 11. Confirm Contract Award The Council will confirm the contract award by notifying suppliers by a letter sent digitally and the publication of an FTS contract details notice. General The intent of this procurement process is to invite tenders based on a thorough specification, whilst having a period of clarification and dialogue with suppliers which will enable the correction of any errors, misunderstandings and misinterpretations and understand any options available to it. This stage in the tender process will also allow the Council to firm up any elements of the specification, but particularly the service elements, based on suppliers’ initial responses and resource available within the Council."
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