Supply of Audio Guide Handsets and Content to Heritage Service – Short Deadline

Type of document: Contract Notice
Country: United Kingdom

SUPPLY OF AUDIO GUIDE HANDSETS AND CONTENT TO HERITAGE SERVICE – SHORT DEADLINE
Single stage – Any candidate may submit a tender.
Contract type: Supply contract
Contracting authority: Denbighshire County Council, Denbighshire Heritage Service, Wynnstay Road, Ruthin, LL15 1YN. Tel: 01824712612. Email: procurement@denbighshire.gov.uk. Web: www.denbighshire.gov.uk Electronic access to information: Electronic submission of tenders and requests to participate: (Lisa Price), LL15 1YN .
Object of the contract
Denbighshire
Ruthin Gaol in Ruthin and Plas Newydd in Llangollen
Conwy and Denbighshire
The Awarding Authority, wish to replace existing audio guide technology, and develop existing/new audio content at two of it’s historic attractions, the Specified Location. Whilst the existing audio content receives positive feedback from users, there is a need to update and add to the existing trails. The technology is dated and requires large charging units that take up too much space in the reception/ticket office areas of the sites. It is also difficult to update content. Handsets have to be sent away whenever they require maintenance / repair, which leaves us short on useable handsets.
Requirements / Objectives
To have a fully functioning , easy to use reliable audio guide system with relevant, interesting content and users (visitors and staff) comfortable / confident in their use. From a new system we are seeking the following features;
provide a quality, interesting audio trail experience
lightweight and easy to use for all ages and abilities
have the capability to interact with other technologies ie video
reliable and robust – not easily broken if dropped
provide replacement handsets whilst faulty units are being repaired, so that
sites are never short on handsets.
charging units are small and simple to use and don’t negatively impact the
limited space in reception/ticket office areas.
easy/quick to charge, hold their charge for a long period
will function fully outdoors in gardens / grounds
provide easy access to (us) to review and update content
have the functionality to allow for many trails/short information pieces to be
added at any time, ie different languages, children’s /adults /gardens/object specific information
enable data capture – ie survey of users, user profile, mailing list sign up
be backed up by support that is quick to respond, customer-focussed and understands our need to ‘keep the sites functioning’ during our visitor season.
The successful supplier/system will address as many of the points listed above as possible, at a competitive price, and be able to deliver the technology, training and some content development, as per a) below, in the timescales needed.
They will;
Be able to complete delivery / installation of new technology (handsets and chargers)
to sites by July 12th. This may be with existing audio installed.
Ensure development and installation of an English and Welsh adult, and English and
Welsh childs audio tour at both Ruthin Gaol and Plas Newydd by end of October
2018. Content will be a mix of improved existing adult tours and developing new childrens’ tours.
Ensure the translation and development of tours (two additional languages at each site) by end of February 2019.
Be able to accommodate internal staff and volunteers interested in providing voice- overs, testing and feedback for the audio trail content, as well as book and manage paid actors where relevant.
Provide guidance to the project team and meet with them as required.
Be able to provide the technology and support over 3 years (2018, 19, 20)
CPV: 32321200, 32351300
Administrative Information
WA Ref:82619
Time-limit for receipt of completed tenders 6.7.2018 (17:00:00)
For further information/documentation regarding the above contract notice please visit
Other Information
Estimated award date: 16-07-2018
Language or languages in which tenders or requests to participate can be drawn up: EN
Additional Information
Instructions
1. Log in to PROACTIS at
2. If you are already registered on the Proactis portal please Login and start at Step 14 of these instructions if not go to STEP 3
3. Click the “Sign Up” button at the bottom of the window
4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. If you have a generic email address for your
organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.
5. Please make a note of the Organisation ID and User Name, then click “Register”
6. You will receive an email asking you to “Click here to activate your account”. This takes you to
Enter Organisation Details
7. Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details.
8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your
5.1
business to ensure that you get notification of opportunities that are of interest.
9. In the Buyers screen please select Denbighshire County Council (you may register with other organisations if you wish)
10. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 4 above)
11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.
12. In the Finish screen please enter a new password and note all your Login details for future reference.
13. Now click “Complete Registration” and you will enter the Supplier Network page.
14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.
15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one.
16. In the “Your Opportunities” screen please note the closing time and date for completion of the
relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are
accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of them as part of your submission. There are instructions on how to complete your submission in the Guidance for Bidders document.
17. You can now either create your response”, or “Decline” this opportunity.
Relates to the following project/programme financed by EU Community Funds: This project has received funding from the LEADER scheme. LEADER is a fund for rural areas in Wales to explore innovative new approaches and experimental technologies to tackle poverty, create jobs and drive sustainable economic development. It is part of the Welsh Government Rural Communities – Rural Development Programme 2014 – 2020, which is financed by the Welsh Government and European Agricultural Fund for Rural Development (EAFRD).
TKR-2018629-EX-790473