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PRE-QUALIFICATION FOR THE SUPPLY OF LAN INFRASTRUCTURE EQUIPMENT AND ASSOCIATED SERVICES (Ref: ITT09/37) Qualification Questionnaires to be completed in full and returned no later than Wednesday 30th September 2009 at 12 noon The Marine Institute 1 1. Introduction The Marine Institute is the national agency responsible for Marine Research, Technology Development and Innovation (RTDI). It seeks to assess and realise the economic potential of Ireland's 220 million acre marine resource; promote the sustainable development of the marine industry through strategic funding programmes and essential scientific services; and safeguard Ireland’s marine environment through research and environmental monitoring. Research Vessel Operations manage the Marine Institute’s research fleet, the RV Celtic Explorer and the RV Celtic Voyager, and also manage the foreign research vessel notification process. The 65m long RV Celtic Explorer is a highly sophisticated low-noise multipurpose research vessel designed for undertaking a wide array of offshore and deep-sea survey operations. This vessel is fitted with state-of-the-art scientific instrumentation, laboratories and IT equipment that is used for a variety of applications including fisheries research, environmental monitoring, seabed mapping, oceanology, seismic surveys, student training and meteorological investigations. At present the RV Celtic Explorer LAN utilizes 10/100 layer 3 switches. Due to growing traffic volumes it is envisaged that a redesign of the network topology together with an upgrade to 10/100/1000 layer 3 switches will be required. Please refer to Appendix 2 to view the current switch interconnects diagram of the Celtic Explorer. 2. Scope of Requirements This tender shall be run in two distinct phases: Phase I – Prequalification Respondents interested in fulfilling the requirement must complete and return the qualification questionnaire by 12 noon on Wednesday 30th September 2009. Responses will be evaluated against the tendering company’s ability to meet the requirement. Progression to the second phase of evaluation shall be on a pass/fail basis. Phase II – Full Invitation to Tender Qualifying respondents to phase I shall be issued with an Invitation to tender specifying the full requirement, existing configuration and will be given the opportunity to perform a site survey on the vessel. Upon submission, each tenderer will be required to present their solution to the evaluation panel. The minimum requirements for this tender are as follows: i. Tenderer’s Capacity: The Marine Institute 2 ii. iii. iv. v. a. Must be authorised by the equipment manufacturer to sell the network components and have held a recognised level of certification for at least one year. b. Must have a demonstrable track record in the supply of the proposed network components. Proposed Equipment: a. Must make the full range of network components available through the contract at competitive prices. b. Patches and upgrades should be readily available over the web, ideally with proactive notification by email. c. The manufacturer's hardware maintenance must be available on all components bought through this tender, to a standard 8x5 with 4-hour remote support and Next business day onsite support offered. Network Switches a. 12 No. 48 port 10/100/1000 switches to be located in four rooms throughout the vessel (with appropriate interconnects) b. Minimum of 10GB backbone c. All switches must have redundant power supplies. d. Must support multiple VLANS and provide Layer 2 and Layer 3 functionality. e. The switch should be capable of routing IPv4 and IPv6 traffic. Services: a. Marine Institute may require any of the following services and the tenderer must be in a position to provide them to acceptable levels of quality: i. Network design services ii. Installation services whereby the components are installed and configured by the successful tenderer’s personnel. iii. Retro fitting of fibre optic cable (or other appropriate cabling) on board the vessel iv. Provide hardware support on all equipment purchased v. Provide software and configuration support on all equipment purchased. vi. Training on the solution provided vii. Optional support upgrades, whereby Marine Institute may elect to increase the level of support coverage or support duration on some or all of its vessel network equipment. Management & Administration of the contract: a. The ordering process must be clear and straightforward, with appropriate delivery lead times. b. As installation shall be completed whilst the vessel is in port all onboard work must be completed within a five day schedule. c. The account manager assigned to the tender will be appropriately qualified (ideally supplier trained and certified) and experienced to ensure the smooth and efficient running of the contract, particularly in keeping Marine Institute informed of any supply issues, assisting in the The Marine Institute 3 identification and engagement of supplier’s organisation, etc. appropriate resources in the 3. Terms & Conditions of the Tender The Marine Institute reserves the right to update or alter any information contained in this document at any time. In the event that any additions or amendments to the Invitation To Tender (ITT), as set out in this document, are deemed necessary prior to the closing date for receipt of proposals, these will be issued to all parties that have expressed an interest in the tender, in the form of supplementary documents and will form part of the ITT. The Marine Institute will not be liable in respect of any costs incurred by Tenderers in the preparation of tenders in response to this ITT or for costs incurred in preparing subsequent presentations or for attendance at same. The Marine Institute does not bind itself to accept the lowest or any tender. It reserves the right to reject in whole or in part any or all tenders received, and in particular, to source the requirement from more than one Supplier. In the event of a group of tenderers jointly submitting an acceptable offer, the Marine Insitute will award the contract to one vendor who acts as the agreed prime vendor. The prime vendor is responsible for the delivery of all services provided for under the terms of the contract and shall assume all the duties, responsibilities and costs associated with the position of prime vendor. The successful vendor shall be responsible for the delivery of all services provided for within the contract on the basis of a fixed price agreement set at the beginning of the contract. Prices quoted in the tender cannot be increased during the currency of the tender. Similarly, terms and conditions cannot be altered. The Marine Institute retains the right to withhold payment where a vendor has failed to meet his contractual obligations in relation to the delivery of goods/services to an acceptable level of quality. The Marine Institute reserves the right to go to retender or to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination. The Marine Institute requires that all information pursuant to this invitation to tender will be treated in strict confidence. Under no circumstances may information be disclosed to other parties without the express permission of the Marine Institute. The proposal as submitted will form the basis of a contract to be agreed between Marine Institute and the successful Tenderer. Any contracted work shall be deemed to be carried out in Ireland and shall be governed by the Laws of Ireland. The successful Tenderer will be obliged to complete all work and submit it to Marine Institute along with such reports/exercises as may be required according to a The Marine Institute 4 schedule as shall be laid down by Marine Institute in consultation with the successful firm Tenderers are invited to provide any further additional information they deem relevant. Contracts and Payments Payment for all services covered by this invitation to tender will be on foot of appropriate invoices. Invoicing arrangements will be agreed with the successful Tenderer, following the award of contract. Where terms of the contract must be revised or where Marine Institute determines that the contract would be abandoned, the Marine Institute will not incur undue costs or liabilities. All information arising from the tender process will be and shall remain the property of Marine Institute. The information supplied by the tenderers will be treated as contractually binding, however, Marine Institute reserves the right to seek clarification or verification of any such information. The Tenderer will agree to leave their tender open for four months after the closing date for receipt of tenders. All terms offered in the tender will remain valid for this time. During subsequent stages of the procurement process a fixed price contract will be required with a full breakdown of the tender amount and a statement of the basis proposed for payment. VAT and details of any other costs, taxes or duties which may be incurred, should be shown separately. Prices and terms quoted should hold good for 4 months from the final date for receipt of tenders. Prices quoted in the tender cannot be increased during the currency of the contract. Similarly, terms and conditions cannot be altered. The Marine Institute retains the right to withhold payment where a vendor has failed to meet his contractual obligations in relation to the delivery of goods/services to an acceptable level of quality and may appoint a third party to carry out an audit on behalf of Marine Institute to ensure that all conditions have been met. Tax Clearance Certificate It will be a condition for the award of the contract that the successful Tenderer must be able to promptly produce a Tax Clearance Certificate for themselves and any subcontractor. In the case of a successful non-resident Tenderer, a Statement of Suitability from the Revenue Commissioners will be required. Where a Tax Clearance Certificate expires within the course of the contract, Marine Institute reserves the right to seek a renewed certificate. All payments under the contract will be conditional on the Contractor(s) being in possession of a valid certificate at all times. The Marine Institute 5 Withholding Tax Under the Finance Act, 1987, a withholding tax must be deducted from payments for professional services. This tax, which is at a rate of 20%, will be deducted from payments made to the consultants in respect of work carried out and will be remitted to the Irish tax authorities. This tax is refundable, subject to conditions, on application to the Revenue Commissioners, Dublin Castle, Dublin 2. Prompt Payment of Accounts Act, 1997 The successful contractor (and agent, where appropriate) will be required to comply with the payment provisions of the Prompt Payment of Accounts Act, 1997, where the contractor subcontracts or obtains goods or services from a supplier in respect of this tender. Freedom of Information Marine Institute undertakes to use its best endeavours to hold confidential any information provided by you in response to this invitation to tender, subject to Marine Institute’s obligations under law, including the Freedom of Information Act, 1997, which came into force on 21 April 1998. If you believe that any of the information supplied by you should not be disclosed because of its commercial sensitivity, you should identify this information and state the reasons for its sensitivity. Marine Institute will consult with you about this sensitive information before making a decision on any Freedom of Information request received. Disclosure and conflict of interest Any conflicts of interest involving a contractor (or contractors in the event of a consortium bid) must be fully disclosed to Marine Institute, particularly where there is a conflict of interest in relation to any recommendation or proposals put forward by the tenderer.. You should also note that Marine Institute reserves the right to terminate any contract without liability in the event of failure to comply with this disclosure requirement. Disclosure and unsuccessful tenderers Marine Institute’s policy with regard to notifying unsuccessful tenderers is to limit any discussion, whether in writing or in post-award meetings, to the specific tenderer’s proposal. As a rule, only the successful tenderer will be named, either publicly or in meetings or correspondence with unsuccessful tenderers, though the Marine Institute does reserve the right to release details of all tenders where it deems it appropriate to do so. The commercial interests of all tenderers will be preserved as far as possible, including the confidentiality of the terms and conditions of the successful proposal where the successful tenderer requests it. Any conflicts of interest involving a tenderer, any member of a consortium bid, proposed partners or sub-contractors must be fully disclosed to the Marine Institute, particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tendering body. Contract Termination The Marine Institute 6 In the event that the assignment must be revised or abandoned, provisions will be made by the Marine Institute for the termination of the contractor(s) or proposed associates contract without liability for the full cost. Marine Institute reserves the right to tender again or to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination Ownership The Marine Institute will remain the sole owner of all end-products including, but not limited to reports, tapes, memos, print-outs etc., irrespective of whether or not the project is terminated prior to its completion. Waste Management It shall be a condition of this contract that all waste is disposed of in accordance with the Waste Management Act 1996 and prevailing EU Regulations Employer and public Liability Insurance Tenderers must produce a current certificate of insurance, with their proposal, in accordance with the Employers and Public Liability Acts. The successful tenderer will be required to produce current certificates for the duration of the contract. Employment Rights It will be a requirement of any contract entered into pursuant to this ITT that the Preferred Contractor will ensure full compliance by the Preferred Contractor and by any party to whom work is sub-contracted pursuant to the implementation of the contract with all statutory terms and conditions relating to the employment of people in Ireland Safety Regulations It will be a requirement of any contract entered into that the Preferred Contractor will provide, if requested, a safety statement specifying the risks associated with the performance of the contract. In addition, all personnel engaged under any contract to provide services on the Marine Institute’s premises will be required to comply with the Code of Conduct outlined below: a) Comply with all legal Welfare at Work Acts. obligations in relation to the Health, Safety and b) Complete all tasks in a professional, safe and conscientious manner. c) Wear safety equipment where required and as recommended manufacturer. by the d) Conform to staff and security practices and co-operate with staff at all times. e) Ensure that services provided cause minimal interruption, interference or inconvenience to staff and daily work routine of premises. f) Use reasonable economy in using facilities and services provided at the Marine Institute’s premises, the use of which may be monitored. g) Maintain good personal hygiene and appear clean and tidy at all times. h) Comply with Health & Safety Statement of the relevant work area. i) Comply with the Marine Institute’s non-smoking policy. j) Be courteous and respectful when dealing with Department staff. The Marine Institute 7 Request for 8% reduction in professional fees Tenderers are asked to note the Department of Finance has directed public service bodies to review their contracts and to write to all relevant parties to seek agreement to reduce charges set out in the relevant contracts. The reduction sought is 8% on charges arising on or after 1 March 2009 Review of Operation of Contract This contract is being offered on the basis of the best information available. Regular meetings will take place with the supplier to review the workings of the contract and to sort out problem areas. These will take place on a weekly basis if necessary until such time as all problems are eliminated. Either party may terminate the contact with a notice period of 3 months. Transfer of Undertaking The successful tenderer will be required to indemnify the Marine Institute in respect of all or any rights of all or any employees engaged in the provision of the services required by Marine Institute arising from the European Communities (Safeguarding of Employees Rights on Transfer of Undertakings) Regulations 1980, European Directive 77/187/EEC and all domestic legislation protective of employees, including but not limited to redundancy and unfair dismissal legislation, insofar as they relate to staff engaged in the services which are the subject of this tender. The successful tenderer will indemnify Marine Institute in respect of any legal claims or settlements of such claims and any costs and expenses reasonably incurred by Marine Institute in relation to any legal claims whether arising by way of contract, common law, statute, secondary legislation or European law made by any person employed in the provision of the services or any person employed by any other service provider or contractor engaged in the provision of the Building Management Services prior to or following agreement between Marine Institute and the successful tenderer for the provision of services under this contract. 4. Qualification Questionnaire Respondents who wish to be considered for inclusion in the tender list should fill out in full the qualification questionnaire attached as Appendix 1. All responses to this Qualification Questionnaire must: be received prior to 12 noon on Wednesday 30th September2009. include three (3) hard copies and a CD soft copy. addressed to: ITT - LAN INFRASTRUCTURE EQUIPMENT Ref: ITT09/37 Marine Institute Rinville Oranmore Co. Galway 3.1 3.2 Responses must be made in the format specified below. All sections must be completed in full. The Marine Institute 8 3.3 3.4 3.5 3.6 If the application is from a consortium / joint venture please provide the information requested for all parties. All questionnaires will be evaluated by a panel, against the predefined criteria established in this questionnaire. Please note that any information submitted may be subject to the Freedom of Information Act, 1997. Where relevant a ‘Rule’ may be associated with a particular question. To be considered for selection, Respondents must satisfy the requirements of the rule. 5. Expression of Interest in the Procurement Process All parties that wish to be kept informed of any clarifications and/or additi onal information regarding the tender should ensure they are registered with the Irish government website www.etenders.gov.ie and that they have downloaded the qualification questionnaire via that website or alternatively from the Marine Institute website www.marine.ie. All clarifications will be issued via the etenders website only. Queries must be sent in writing via email only to firstname.lastname@example.org with ‘ITT - LAN INFRASTRUCTURE EQUIPMENT - (Ref: ITT09/37)’ in the subject field. Confirmation of the request shall be sent within 2 working days. If this is not received, the sender should assume that the Marine Institute has not received the query. The Marine Institute will issue clarifications on a weekly basis, usually on a Friday or Monday. All clarifications will be issued to all interested parties registered against the call for competition on the www.etenders.gov.ie website. Registration is free. The last date for request for clarifications is Friday 25th September 2009. Requests for information made by telephone or to any other email address shall not be responded to. The Marine Institute 9 Appendix 1 THE QUALIFICATION QUESTIONNAIRE 1. (a) CONTACT DETAILS Organisation Name Registered Address Contact Name Contact Address Position Telephone Number(s) Facsimile Email Address 1 (b) ORGANISATION TYPE: Sole Trader Limited Company Public Limited Company Other (please specify) The Marine Institute 10 2 (a) FINANCIALTURNOVER Responding organisations turnover for the last three years Year 2008 2007 2006 Overall Turnover € Statement from auditor confirming annual turnover Tick if attached Appendix Number RULE: Applicants must demonstrate a turnover of at least €1 million during the most recent year(s) of operation (up to a maximum of three and this must be confirmed by an independent entity in whatever manner the applicant considers applicable. 2 (b) ALTERNATIVELY: Please state whether a parent company irrevocable guarantee under the Companies (Amendment) Act 1986 is given and also state name of parent company. Parent Company Guarantee Yes Parent Company Name Registered Address No 3. INSURANCES Please provide evidence of Public and Employers Liability by way of a statement from your broker or by attaching copies of the relevant insurance certificates. Level of Public Liability Level of Employers Liability The Marine Institute 11 Tick if attached Appendix Number 4. ORGANISATION Please provide brief details of your organisation, including information relating to the range of products and services offered, particularly in the field of computer networking, related hardware, software & services. The Marine Institute 12 5. TECHNICAL RESOURCES FOR DELIVERY OF COMPUTER NETWORKING EQUIPMENT, RELATED SERVICES & SOFTWARE Please provide details of the technical resources including: Human Resources Project Management methodologies Tools Other technical equipment available RULE: Respondents must demonstrate that they have adequate resources at their disposal. The Marine Institute 13 6. SUPPORT RESOURCES AND SKILLS AVAILABLE Please provide details of resources available to provide support. Location(s) selected must be relevant to this contract. Total Human Resources Available, i.e. permanent staff Location: Location: Location: Qualifications held 2009 2008 2007 The Marine Institute 14 7. PREVIOUS CONTRACTUAL COMMITMENTS Please provide details of key contractual commitments relating to computer networking equipment and related services & software, over the past 3 years. Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided The Marine Institute 15 Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) Description of Solution Provided After Sales support provided Client Name Approximate Value (€) Duration of Contact Location Delivery Date Delivered on Schedule (Please Tick) The Marine Institute 16 Description of Solution Provided After Sales support provided RULE: Respondents should demonstrate an acceptable level of experience in previous solutions and after sales support. 8. EXPERIENCE IN SITING, INSTALLATION AND COMMISSIONING OF COMPUTER NETWORKING EQUIPMENT, RELATED SERVICES & SOFTWARE Please provide details of the organizations skills and experience in relation to the siting, installation and commissioning of computer networking equipment, related services & software. RULE: Respondents must demonstrate adequate and relevant experience. The Marine Institute 17 9. REFEREES Please provide 3 referees who may be contacted on a confidential basis to verify satisfactory execution of contracts recently. Referee 1 Company Name Registered Address Contact Name Contact Address Position Telephone Number(s) Facsimile Email Address Nature of Work undertaken Referee 2 Company Name Registered Address Contact Name Contact Address Position Telephone Number(s) Facsimile Email Address Nature of Work undertaken The Marine Institute 18 Referee 3 Company Name Registered Address Contact Name Contact Address Position Telephone Number(s) Facsimile Email Address Nature of Work undertaken NOTE: Please provide details of 3 referees who may be contacted on a confidential basis to verify satisfactory execution of recent contracts. Referees will not be contacted at this stage of the tender process but may be contacted if the Respondent is invited to submit a formal proposal and responses may then be taken into consideration at the award stage. The purpose of such independent contact with referees would be to confirm and verify the quality, efficiency, reliability and continuity of work carried out by the Respondent. 10. STRATEGIC PARTNERSHIPS/RELATIONSHIPS Where the respondent is not the “owner” of the software, toolsets or technologies used in the solution(s) they provide to clients, please give brief details of the relationship between the respondent and the “owner” organisations. RULE: Respondents should have significant experience of working with such “owner” organisations. The Marine Institute 19 11. QUALITY ASSURANCE Please provide a brief description of the quality assurance processes that are used within your organisation to design, develop, implement and support solutions provided to clients and state whether these are third party attested. The Marine Institute 20 12. CONFLICT OF INTEREST Are you aware of any conflict of interest either with current clients or prospective clients in the public or private sectors which might have an impact on your ability to offer the services in question. Yes No If Yes, please provide full details. All potential conflicts of interest must be disclosed. Persons or companies engaged in any service or operation which relates or may relate in any direct way to the outcome of the tender process may be excluded from applying or being involved in the undertaking of this contract. Any decision of the Marine Institute in this regard shall be final. The Marine Institute 21 13. DECLARATION THIS DECLARATION, DULY COMPLETED, MUST BE SUBMITTED BY ALL RESPONDENTS Name of Applicant Registered Address: Country: Please tick Yes or No as appropriate to the following statements relating to the current status of your organisation. The Respondent is bankrupt or is being wound up or its affairs are being administered by the court or has entered into an arrangement with creditors or has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations. Yes No The Respondent is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws and regulations Yes No The Respondent, a Director or Partner, has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata or been guilty of grave professional misconduct in the course of their business. Yes No The Respondent has not fulfilled its obligations relating to the payment of taxes or social security contributions in Ireland or any other State in which the tenderer is located. Yes No The Respondent, a Director or Partner has been found guilty of fraud. Yes No The Respondent, a Director or Partner has been found guilty of money laundering Yes No The Marine Institute 22 The Respondent, a Director or Partner has been found guilty of corruption. Yes No The Respondent, a Director or Partner has been convicted of being a member of a criminal organisation. Yes No The Respondent has been guilty of serious misrepresentation in providing information to a public buying agency. Yes No The Respondent has contrived to misrepresent its Health & Safety information, Quality Assurance information, or any other information relevant to this application. Yes No THIS FORM MUST BE COMPLETED AND SIGNED BY A DULY AUTHORISED OFFICER OF THE RESPONDENT’S ORGANISATION I certify that the information provided above is accurate and complete to the best of my knowledge and belief. I understand that the provision of inaccurate or misleading information in this declaration may lead to my organisation being excluded from participation in future tenders. SIGNATURE PRINT NAME POSITION DATE TEL FACSIMLE EMAIL The Marine Institute 23 Appendix 2 DRYLAB_TOP Celtic Explorer Switch Interconnects Diagram Gig 0/1 Gig 0/1 SHIPS_OFFICE_TOP Gig 0/10 Gig 0/4 Gig 0/6 Gig 0/5 DRYLAB_MIDDLE Gig 0/1 SHIPS_OFFICE_MIDDLE Gig 0/11 3550_DRY_LAB Gig 0/1 Gig 0/3 Gig 0/1 Gig 0/8 Gig 0/8 Gig 0/11 Gig 0/1 Fa 0/3 DRYLAB_BOTTOM Gig 0/1 SHIPS_OFFICE_BOTTOM Gig 0/12 Gig 0/1 3550_SHIPS_OFFICE Gig 0/5 Fa 0/24 GRAVITY_ROOM Gig 0/2 MEETING ROOM IT_TOP Gig 0/1 Network Cable Gig 0/1 IT_BOTTOM Cisco Gigastack Cable The Marine Institute 24
"High performance computing environment"