Public procurement notice: Prior Information Notice Without Call For Competition
Published: 2016-02-06
Buyer: Leeds Beckett University
Country: UK
Region: Leeds
Contract type: Works
CPV classification: 32344280

Technical requirements: Leeds Beckett University (the ‘University’) intends to complete pre-procurement market engagement in relation to its use of Radio communication systems and associated devices. Therefore, the University has published this Prior Information Notice (‘PIN’) to alert potentially interested organisations with appropriate expertise and relevant experience of this potential opportunity and the contracting authorities' purchasing intentions.
Interested organisations which complete and submit the Supplier Expression of Interest supported by a letter of introduction giving an overview of your experience and expertise in the market, have the option to attend a Supplier Meeting with the University scheduled for early March 2016. The meeting will take place at Leeds Beckett University, Woodhouse Lane, Leeds, LS2 8NU. please note that the Supplier Questionnaire must be received by 12:00, Friday 11.3.2016.
To access this opportunity please visit — https://in-tendhost.co.uk/leedsbeckettuniversity/aspx/Home (Project Ref: DW/404).
The pre-procurement market engagement process will comprise: — Submission of the Supplier Expression of Interest of Attendance; A group supplier meeting expected to last no longer than 1 ½ hours, followed by optional attendance of a pre-scheduled 20 minute one-to-one meeting with representatives from the University. Suppliers should bring no more than 2 representatives. Due to limited capacity, attendance may be restricted.
The purpose of the University's pre-procurement market engagement process is to allow and enable potentially interested organisations with appropriate expertise and relevant experience to: — Outline and generate initial views/ideas around the outcomes, scope and the proposed procurement approach. — Engage with the University to understand its challenges, intentions and desired outcomes. — Inform the University of current market developments. — Enable the University to understand how the service requirements could be shaped and delivered. The University will consider the input and responses received as part of this pre-procurement market engagement to help inform the University's options and further decision making.
For the avoidance of doubt, this stage of the project is not part of a formal procurement process and the University is not committing, at this stage, to procuring any goods or services. Participation or non-participation in the pre-procurement market engagement process shall not prevent any supplier participating in the proposed procurement nor is it intended that any information supplied as part of the pre-procurement engagement shall place any supplier at an advantage in the proposed procurement process. The University currently proposes to commence the procurement process in May 2016.
Background, Current Position and Scope of Radio communication systems and associated devices within Leeds Beckett University are as follows:
Leeds Beckett University has around 28 000 students and 2 900 staff offering a range of undergraduate, postgraduate and professional provision across its four faculties: Arts, Environment & Technology, Carnegie, Health & Social Sciences, and Business & Law. Our university spans two campuses: one in the city centre and one in Headingley, on the outskirts of Leeds is of great standing in the city with a turnover of 189 000 000 GBP, and contributing around 420 000 000 GBP to the regional economy every year. Although a modern university, our heritage dates back to 1824 when our oldest predecessor institution, Leeds Mechanics Institute, was established in the city. Our University has strong links with businesses in the region and is well-known for offering practical courses with integrated work placements in a range of courses; we offer undergraduate, postgraduate, full time and part time courses, as well as flexible and online courses. http://www.leedsbeckett.ac.uk/our-university/locations-and-maps/
Security radio usage was approved by the University approximately 5 years ago where a new Hytera system was introduced. All equipment is wholly owned by the University. The radios currently in use across City Campus, Headingley Campus and the Pavilion are Hytera DMR model PD785 (http://www.hytera.com/upfile/service/PD78X_Hytera_user_manual_(RoHS).pdf). They have a 15 channel capability of which 6 channels are currently utilised. They have earpiece availability, with each guard having their own personal earpiece, which can be used covertly by Security for events and such.
We have 3, 6-way charging banks at City Campus and 18 radios numbered 26-43, a single charging station and 1 radio at Cloth hall Court numbered 44. In addition, there are 4 6-way charging stations with 24 radios at Headingley Campus. There is also 1 radio in the north lodge gatehouse with 1 charging station.
The 6 channels that we currently utilise are called: City, Headingley, Pavilion, Event City, Event Headingley and Event Pavilion. The general channel that is used at the Control room is Headingley, but the main control room has the ability to hear all of the channels simultaneously. However, each site uses their own channel, and when staff are mobile they must remember to switch to the correct site due to different repeaters, this is to reduce the loss of signal inter-site.
During events and Graduations, radios will be switched to the events channel as per location and all channels will be monitored via the Control room staff in conjunction with the regular channels utilised. This will be structured on the day by whoever is coordinating the event, and on these occasions other faculties may utilise radios, and should sign them out using our procedures. Currently we have a red emergency call button on the radio for if a member of staff needs assistance and do not want to alert anyone to their call. We have 3 antennas, 1 at Headingley Campus (top of James Graham Building), 1 at the Pavilion and 1 at City Campus (Rose Bowl roof). We currently do not utilise all the facilities available on the radios that we have.
— Provision to key-in specific key codes which confirm actions undertaken which can be then on a logged via a screen in the control room — this will reduce some of the manual recording in the control room;
— Ensuring if we have more channels than the security channel remains private and only when there is a need to go to a joint channel we do, this is controlled via some kind of code or emergency override;
— Ensuring all remote areas can be picked up on campus as we have now, given we will have more users need more antennas on campus;