Electronic Presentation of Evidence - Court Equipment and Presentation Packages PR 2025 083

Lot 1 shall be utilised by both the Crown Prosecution Service and the Serious Fraud Office. Lot 2 shall be utilised by the Crown Prosecution Service. Additionally, both lots within this Framework are open for use by any other Contracting Authorities (as defined in the Procurement Act 2023) whose activity requires the services procured in a Court, Tribunal, or similar setting, e.g. wider member of the criminal justice system, The Ministry of Justice, Police Forces, the National Crime Agency etc.

LOT ONE:

This lot shall be divided into three geographical zones, for full details of each zone please refer to ITT Document 2 (note: Court Equipment services at The Central Criminal Court of England and Wales, also known as The Old Bailey, are excluded from this tender). A maximum of four (4) ranked Tenderers shall be awarded a place in each zone. Services will be commissioned via Direct Award (by rank) each time a call-off is made within any given zone (for more complex requirements the Authority reserves the right to utilise a competitive selection process as detailed in the ITT suite).

For the avoidance of doubt, the first-ranked Tenderer in each zone will hold the primary role and be offered each call-off opportunity first, followed by the second-ranked Tenderer, then the third, and finally the fourth. Ranks shall be dictated by final scores, subject to the below:

Bidding and Award Process:

a) Tenderers may bid for any number of zones, however, no single Tenderer may hold the primary role (i.e., first-ranked position) in more than one geographical zone.

b) The highest-scoring Tenderer in each zone shall be awarded the primary role for that zone, unless the situation in point (a) (above) occurs. If point (a) occurs the following steps will be taken.

i. The highest scoring Tenderer will be asked to choose which zone they wish to hold the primary role for.

ii. The next highest-scoring Tenderer will then be offered the primary role in the other zone(s) bid for.

iii. If the second Tenderer accepts the primary zone(s), point (i) will then apply should they be successful in more than one zone.

iv. The final primary role will be awarded to the highest scoring Tenderer who does not already hold a primary role in the other two zones.

v. Once primary roles are assigned, ranks 2, 3, and 4 will be awarded based on score within each zone.

LOT 2:

This lot shall operate on a national basis, across England and Wales. A maximum of four (4) ranked Tenderers shall be awarded a place in this lot (ranks will be dictated by final scores). The majority of services will be commissioned via Direct Award (by rank) each time a call-off is made. For the avoidance of doubt, the first ranked Tenderer will be offered each call-off opportunity first, followed by the second ranked Tenderer, then the third, and finally the fourth (for more complex requirements the Authority reserves the right to utilise a competitive selection process as detailed in the ITT suite).

COMPLIANCE:

Initially, bids shall undergo a mandatory compliance check (as detailed in paragraph 76 of the ITT):

The Authority will use this step to confirm that neither the Tenderer, nor any related persons within its corporate group, associated persons relied on to meet the conditions of participation, or proposed sub-contractors are listed on the Cabinet Office debarment list. To the extent that any such entities are listed on the debarment list, the Authority will consider whether to exclude the Tenderer from participating in the Procurement in accordance with its obligations under the Act.

In addition, the Authority will consider whether any Tenderer or related persons within its corporate group, associated persons relied on to meet the conditions of participation, or proposed sub-contractors are excluded or excludable Tenderers, and before the Authority determines that a Tenderer is an excluded or excludable Tenderer, it will provide the Tenderer reasonable opportunity to make representations and provide evidence as is proportionate in the circumstances. If the Tenderer is an excluded or excludable Tenderer only by virtue of an associated person or proposed sub-contractor, the Authority will notify the Tenderer of its intention to exclude the Tenderer and provide the Tenderer with reasonable opportunity to replace the associated person or sub-contractor. If as a consequence of this process the Authority excludes the Tenderer from participating in the Procurement, or is aware of an associated person or sub-contract having been replaced, it will give notice of this fact within 30 days of its decision to the Procurement Review Unit (PRU).

The Authority will also undertake a review of the completed PSQ with reference to any information held on the Central Digital Platform. Responses to any conditions of participation will be assessed in accordance with the selection process and any selection criteria as set out in the Tender Notice, PSQ and described in the ITT.

Tenderers should note that the Authority reserves the right to re-assess any response to the PSQ, in light of any new relevant information that comes to the Authority’s attention.

The Authority will disregard any tender from a Tenderer that does not satisfy the conditions of participation. The Authority may also disregard a tender:

a. from a Tenderer that is not a United Kingdom Tenderer or a treaty state Tenderer or that intends to sub-contract the performance of all or part of the Contract to a Tenderer that is not a United Kingdom Tenderer or a treaty state Tenderer; or

b. if the tender breaches a procedural requirement set out in the Tender Notice or associated tender documents; or

c. if the tender offers a price that the Authority considers to be abnormally low for the performance of the Contract. Where the Authority considers that a price offered by a Tenderer in its tender is abnormally low, the Authority will notify the Tenderer and give the Tenderer reasonable opportunity to demonstrate that it will be able to perform the Contract for the price offered. The Authority will only disregard the tender if the Tenderer cannot satisfactorily demonstrate that it will be able to perform the Contract for the price offered.

All responses that have not been excluded will be further considered. Tenderers will be provided with a written explanation of the reasons why they have been excluded.

TECHNICAL

For each Lot the following technical and commercial weightings will be used to determine the most economically advantageous tender:

• Technical 60% (Technical Questions 83% and Social Value Evaluation 17%)
• Commercial 40%

For the Technical Stage, Question 1 for both Lots carries a minimum score requirement of 60. Should these scores not be achieved, the bid will be rejected and no further evaluation of that bid shall take place.

COMMERCIAL

The process is outlined in the "The Price Scoring Methodology" tab of the Financial Response Template. Each Lot has a dedicated Financial Response Template tab that asks bidders to submit a range of unit costs. These individual unit costs have weightings applied. A "Final Weighted Cost" for each lot is then calculated by the weighted costs being combined. The Final Weighted Cost is what is used to calculate scores for the Commercial Envelope.

Tenderers will provide costing information in the format set out in the Financial Response Template contained in the Tender . Please note the sub-weightings and weightings detailed in the Financial Response Template (refer to “The Price Scoring Methodology” tab). The Tenderer should upload the completed attachment to the commercial envelope and must complete all required fields.

Where we consider any of the total price(s) you have submitted to be abnormally low, we will ask you to explain the price(s) you have submitted (as required in regulation 19 of the Act). We may reject your tender where the evidence supplied does not satisfactorily account for the pricing proposed.