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WARWICKSHIRE COUNTY COUNCIL

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                 WARWICKSHIRE COUNTY COUNCIL




             INVITATION TO TENDER




    SCHOOLS COMPUTER HARDWARE




Submitted under ESPO Contract 113 Pro4




Return date for completed Invitation to Tender form:
by 5pm on 8th December 2010




                                 1
                                                                                                                         



                                                         Table of Contents
                                                                                                                                           Page
1    Introduction ......................................................................................................................... 3
2    Contacts .............................................................................................................................. 4
3    Submission of Proposals .................................................................................................. 4
4    Selection Procedure .......................................................................................................... 4
5    Background – ICTDS Procurement ................................................................................ 7
6    General Requirements...................................................................................................... 7
7    Commencement ................................................................................................................ 8
FORM OF TENDER................................................................................................................. 9
OPERATIONAL REQUIREMENTS ..................................................................................... 10
8    Completion of response.................................................................................................. 10
9    Procurement policy.......................................................................................................... 10
10      Liability ........................................................................................................................... 10
11      Timetable of Events ..................................................................................................... 11
12      Delivery .......................................................................................................................... 11
13      Confidentiality of information ...................................................................................... 11
14      Conditions/assumptions .............................................................................................. 11
15      Clarifications.................................................................................................................. 11
16      Code of conduct ........................................................................................................... 11
17      Response requirements .............................................................................................. 12
18      Supplemental information ........................................................................................... 12
19      Structure of response .................................................................................................. 12
20      Contact details .............................................................................................................. 13
21      Vendor Response ........................................................................................................ 13
SUPPLIER RESPONSE TABLES ....................................................................................... 14
Specification 1- Desktop ....................................................................................................... 15
1 Introduction

   1.1.   Warwickshire County Council requires contractors to submit a costed
          proposal for their:

                Desktop PC’s

   1.2.   Please find herein an invitation to submit a proposal against the listed
          specification/s and overall requirement.

   1.3.   Tenderers should note that any award pursuant to this invitation to tender
          shall be governed by the conditions of contract that currently apply for
          purchases either through ESPO’s Pro4 contract 113. With regards to this
          framework, Tenderers should only bid the products for which they were
          originally accepted but may bid for parts or all of the tender

   1.4.   If you do not wish to submit an offer, please confirm you will not be tendering
          by suitably endorsing the Form of Tender. On no account must the document
          be passed to any third party.

   1.5.   Tenderers should include full details, including pricing, of their scheme for the
          disposal of the old equipment which is being replaced.




                                  Page 3 of 19
2 Contacts

     Any queries of a technical nature relating to these requirements should be
     directed to the following:

      ICT Development Service Contacts
      Richard Chapman                           Ben Badcock
      Procurement and Business Manager          Senior Technician
      Wedgnock House                            Wedgnock House
      Wedgnock Lane                             Wedgnock Lane
      Warwick                                   Warwick
      CV34 5AP                                  CV34 5AP
      Tel: 07889 720749                         Tel: 01926 738765
      richardchapman@warwickshire.gov.uk        badcock.b1@we-learn.com


Should you wish to contact ESPO with questions of a commercial nature or in respect of
the Pro5 contract 113 please use the following contact:

Name:              Argentina Hung
Title:             Buyer ICT
Tel:               0116 294 4074
E-mail:            a.hung@espo.org

3 Submission of Proposals

   3.1.    Tenderers wishing to respond to this tender should submit two hard copies
           of their proposal and an electronic copy on CD ROM (see 17.2), in a sealed
           envelope.

   3.2.    Responses must be received by 5pm on 8th December 2010 Tenders
           submitted after the time and date shown may be rejected and returned to
           the tenderer. Tenders may not be submitted by fax or E-mail.


4 Selection Procedure

   4.1.    Warwickshire County Council does not bind itself to accept the lowest or
           any tender in whole or in part. Warwickshire County Council will not be
           liable for the costs of preparation of the tender, or for the costs of any post
           tender clarification meetings.

   4.2.    Tenderers may be invited to meetings with officers of Warwickshire County
           Council for post tender clarifications. Warwickshire may request an
           evaluation machine from short listed tenderers as part of the selection
           process.



                                 Page 4 of 19
       4.3.      Criteria and Weighting

                 The main criteria and their weighting is outlined below

              Main Criteria                                     Evaluated on


Lifecycle costs (35%)              Price, cost effectiveness and running costs
Fitness for purpose and            Compliance with technical specification and the results of
technical benchmarking(35%)        benchmarking
Warranty and Service (15 %)        Compliance with Warranty and Service requirements
Delivery and installation (10 %)   Compliance with Delivery and installation requirements
Environmental (5%)                 Environmental characteristics compliance with UK and EU
                                   environmental standards (e.g. EU Energy Star EU Energy Flower,
                                   DEFRA „Quick Win‟ standards); packaging.



When scoring is required the table below will be used to score a submission

Standard          Description                                                                   Score
                  Very high quality submission that exceeds specified requirement and
Excellent                                                                             5
                  is innovative. No reservations.
                  High standard, meeting or exceeding specified requirements. Some
Good                                                                               4
                  minor reservations.
                  Satisfactory standard, meeting specified requirements. Some
Satisfactory                                                                  3
                  reservations, needing further clarification
                  Acceptable but with significant reservations. Minor omissions
Poor                                                                            2
                  requiring further clarification
                  Acceptable but with major reservations. Lacking in evidence that
Very Poor                                                                          1
                  specified requirements can be met.
                  Not acceptable – major omissions and insufficient evidence that
Fail                                                                              0
                  specified requirements can be met.




                                         Page 5 of 19
Main Criteria

Lifecycle costs
The 40% score against „price‟ (where price is defined as whole life cost) will be
compiled from the totals cost for each specification multiplied by the estimated number
of devices required. These will then be added together to provide a total whole life cost
figure and evaluated using the scoring method below.
For the purpose of the evaluation of the tender only1000 units will be the projected
number for evaluation purposes.


Example Analysis of Total Cost

    Total Price       % above lowest price         % of total points      Points calculation    Total
                      (price - lowest price) /     (100% - % above        Maximum points x      Points
                           lowest price              lowest price)     (100% - % above lowest    (max
                                                                                price)            40)
                                                                                                  40
      £100k           £100k - £100k/£100k = 0      100% - 0% = 100%          40 x 100%

                                                                                                  30
      £125k         (£125k - £100k)/£100k = 25%    100% - 25% = 75%           40 x 75%

                                                                                                  20
      £150k         (£150k - £100k)/£100k = 50%    100% - 50% = 50%           40 x 50%

                    (£175k - £100k)/£100k = 75%    100% - 75% = 25%           40 x 25%            10
      £175k


      £200k         (£200k - £100k)/£100k = 100%   100% - 100% = 0%           40 x 0%             0




Fitness for Purpose

Each feature in the specification is scored according to the scoring table. A weighting is
then applied to give a weighted score. The total weighted score will make up 30% of
the overall score.


Technical Benchmarking

If an evaluation machine is requested then the performance of the device will be
measured by benchmarking software. Following the initial evaluation of Price, Fitness
for Purpose (compliance with technical spec), Environmental and Warranty and Service,
approximately three suppliers who provide the leading scores will be invited to supply
evaluation machines for technical benchmarking.




                                       Page 6 of 19
Warranty and Service

This element makes up 15% of total score and will be scored according to the “Fitness
for Purpose” scoring table. The Warranty and service requirement are located in the
“additional requirements” section of each tender.

Delivery and Installation

This element makes up 10% of total score and will be scored according to the “Fitness
for Purpose” scoring table. The Delivery and Installation requirements are located in the
“additional requirements” section of each tender.


Environmental

5% of the total score will be awarded according to the “Fitness for Purpose” scoring
table to evaluate the environmental criteria.

5 Background – ICTDS Procurement

    5.1.    Warwickshire County Council has developed a standard network
            infrastructure, which is deployed in the majority of schools in Warwickshire.
            Annually a standard PC and laptop is procured; a standard hard disk image
            is prepared and orders are placed for the Manufacturer to deliver
            computers, with the image pre-installed, to Schools. The volume varies year
            to year in the range 1000 - 2000 desktop units. The tender will run from
            February 2011 and end no later than March 2012.

6 General Requirements

    6.1.   Warwickshire County Council (WCC) would want to ensure that the chosen
           hardware and base image be fixed for a minimum period of twelve months.
           No further changes should be carried out unless enforced by model
           changes, legislation or security issues. This means that the manufacturer
           must be able to offer a stable mainstream enterprise product for a minimum
           period of 12 months. This may mean that the manufacturer offers a future
           desktop model. This being the case the tenderer must state the expected
           release date for that model/s and be able to provide a pre-release model/s
           in advance of the release date.

    6.2.   Manufacturers should be also be able to provide:

                consistency of components over the minimum 12 month period
                an 18 to 24 month product family life cycle.
                a hardware DOA/failure rate of less than 1%




                                  Page 7 of 19
  6.3.   Detailed machine specifications can be found in the tables below. Tenderers
         asked to bid on these specifications, and propose, (where appropriate)
         alternative machines they feel would meet all the requirements of tender. If
         suggesting a future model, pricing must be given, if not precisely then in
         terms of a capped % increase/decrease in relation to the current model.

  6.4.   Tenderers must be able to supply PC‟s in variable denominations from large
         bulk orders (agreed in advance) to single orders at the agreed tender
         pricing. However tenderers should indicate if appropriate, alternative
         methods that would attract further discounts.

7 Commencement

  7.1.   Short-listed manufacturers will be asked to supply evaluation machines.
         After awarding the tender, Warwickshire County Council will develop an
         image for the chosen hardware and send this to the manufacturer to enable
         the image to be preloaded during manufacture. Bulk purchasing will
         commence during February 2011




                              Page 8 of 19
                                           FORM OF TENDER

Further to your Invitation to Tender dated 22nd November I/we hereby offer to supply
Warwickshire County Council with the Systems and Services detailed in the Invitation to
Tender. I/we undertake that this offer shall remain valid and open for acceptance until
26th February 2011 unless specifically withdrawn in writing.

Unless and until a Form of Agreement is prepared and executed, this tender, together
with your written acceptance thereof, shall constitute a binding contract between us.




      Signed: ........................................................ Date .....................................

      Name (please print): ......................................................................................

      Position: ..........................................................................................................

      Name of Tenderer: .........................................................................................

      Address: .........................................................................................................

       .......................................................................................................................

       .......................................................................................................................

      Telephone number: .......................................................................................

      Fax number:            ................................................................................................

      E-mail address: ............................................................................................
                    OPERATIONAL REQUIREMENTS

8 Completion of response

    8.1.    The Operational Requirement consists of the following Requirements and
            the attached Response document. Tenders should analyse all sections of
            this Tender and provide responses using the attached document.

    8.2.    Sufficient information should be provided to allow a thorough evaluation of
            your proposal. All information should be provided in the format and order
            requested and forms completed according to the instructions contained in
            each section.        ANY DEVIATIONS OR EXCEPTIONS TO THE
            REQUIREMENTS SHOULD BE NOTED.

    8.3.    The contents of your response will be relied upon in arriving at a decision.
            The terms and conditions governing future purchases will be those
            negotiated under the framework agreement in conjunction with amended
            terms as a result of this process.

    8.4.    You may not make any reference to Warwickshire County Council in any
            literature, promotional material, brochures or sales presentations without
            the express written consent of Warwickshire County Council.

9 Procurement policy

    9.1.    It is council policy to reduce current and future business costs wherever
            possible. Due to internal policies and other operational considerations
            however, the most economically attractive proposals may not be the most
            suitable.

    9.2.    Acceptance of your response will be made without obligation by
            Warwickshire County Council to acquire any of the items included within, or
            to act upon your proposal. The successful bidder will be awarded preferred
            supplier status, under the terms the framework, and any subsequent
            preferential terms offered herewith as part of this process.

10 Liability

    10.1.   Warwickshire County Council shall incur no obligation or liability whatsoever
            to anyone by issuance of the Tender or action by any party relative hereto.




                                 Page 10 of 19
11 Timetable of Events

       Date                         Event
       22nd November 2010           Circulation of Tender to Suppliers
       8th Decemberr 2010           Deadline for receipt of responses
       8th December 2010            Tender evaluation & investigation of short listed
       – 14th January               products. This could be done under NDA with supplier
                                    agreement.
       14th January                 Based on the outcome of these investigations, preferred
                                    supplier status awarded.
       From 1st March               Delivery Commencement


12 Delivery

    12.1.     Deliveries will commence from February 2011 directly to Schools.

13 Confidentiality of information

    13.1.     All information contained in this Tender is confidential. Specifications, data,
              documentation or other technical or business information (“Information”)
              provided or disclosed to the tenderer hereunder shall be deemed WCC‟s
              property.

14 Conditions/assumptions

    14.1.     The Supplier is required to clearly outline any assumptions it makes or
              conditions it wishes to include, for consideration, in its response to the
              Invitation to Tender.

15 Clarifications

    15.1.     Each Supplier is under an obligation to ask questions and/or clarify any
              issues which they do not fully understand or believe may be interpreted in
              more than one way.

   15.2.      WCC will make every attempt, though cannot guarantee, to answer all
              questions from Suppliers.

16 Code of conduct

    16.1.     It is the objective of Warwickshire County Council to obtain the best goods
              and services possible by giving fair and impartial consideration to all
              Suppliers invited to submit a response. Every potential Supplier will be
              evaluated on a fair and equal basis. Suppliers will be given the same
              information and treated equally with respect to the evaluation and selection


                                    Page 11 of 19
           process. The granting of any advantage to one while excluding others is not
           permitted.

   16.2.   Employees of Warwickshire County Council may not accept any gifts,
           gratuities or favours from Suppliers at any time; nor may such items be
           accepted by members of the employee's family or friends of the employee if
           the intent of the transaction is to obtain favourable business treatment.

   16.3.   Warwickshire County Council employees are discouraged from accepting
           offers of entertainment and hospitality from Suppliers except in
           circumstances where no possible suggestion of influence could be raised.
           WCC employees are not permitted to accept offers of entertainment or
           hospitality during the time the Tender is open for response or during the
           time of response evaluations and source selection.

17 Response requirements

   17.1.   The following conditions apply to the manner in which the Supplier‟s
           response should be made. It is Warwickshire County Council‟s policy to
           evaluate all responses fairly without prejudice to any one Supplier.

   17.2.   As well as 2 hard copies, responses must be submitted in Microsoft Word
           readable form on CD-ROM.

   17.3.   Warwickshire County Council‟s logo, trademarks and other identifying marks
           are proprietary and may not be incorporated into the Supplier‟s response.

   17.4.   Tenderers should clearly reference „Tender – 113W 2010‟ on its response
           and any related correspondence.



18 Supplemental information

   18.1.   The evaluation will be conducted from the information provided within
           the Supplier Response Tables; however, the Supplier may provide any
           supplemental correspondence or information in the format of the Supplier‟s
           choice. Warwickshire County Council welcomes general business and
           services information from the Supplier as a complement to the request
           response. Such information will be integrated into Warwickshire County
           Council‟s Supplier Database and used for research or sourcing for future
           procurements. Such supplemental information should be provided in a
           separate document or as an addendum easily removed from the request
           response itself.

19 Structure of response

   19.1.   Responses from Suppliers must contain satisfactory information formatted
           using the tables provided to enable Warwickshire County Council to
           evaluate the Supplier‟s profile and ability to deliver a coherent and complete
           system.
                                Page 12 of 19
20 Contact details

   20.1.   All enquiries and correspondence should be addressed to:

           Richard Chapman
           Business and Procurement Manager ICTDS
           Wedgnock House
           Wedgnock Lane
           Warwick
           CV34 5AP
           Tel: 07889 720749
           richardchapman@warwickshire.gov.uk


21 Vendor Response

   21.1.   Vendors must respond to all of the requirements detailed in this section,
           describing any key features, benefits and differentiators. Vendors are
           requested to respond to each point within each section. The quality of
           Vendor responses will be a key consideration in the evaluation. Vendors
           must comply with the following specific instructions in preparing their
           response:

      21.1.1.   Vendors must submit a response that explains the level and scope of
                support provided to all of the functional areas and systems outlined

      21.1.2.   Vendor capabilities must be described using the headings below to
                enable Warwickshire County Council to undertake a consistent
                evaluation of all prospective Vendor solutions

      21.1.3.   Vendors must provide specific           responses   to   each   functional
                requirement detailed in this section,

      21.1.4.     In cases where Vendor solutions can deliver functionality over and
            above that specified, Vendors should outline this functionality in their
            response along with any issues, implications or benefits arising from
            choosing, or not choosing, to use this functionality.




                                 Page 13 of 19
                             SUPPLIER RESPONSE TABLES

The Vendor is expected to respond to requirements by completing the forms below.

                             Completion of this summary is mandatory.

  (Details should match the price boxes at the end of each detailed specification.
    In the event of two prices being given, the lowest will be considered to be
                                     binding.)


Contact Details

Company
Company Address
Contact name
Telephone number
e-mail Address


Product Details
Note projected end of life date is to enable us to calculate the lifetime of the
software image and hence does not include changes in the processor speed and
memory.

Specification 1 Desktop PCs

Make
Model
Price
Projected end of life date




                                       Page 14 of 19
                              Specification 1- Desktop

Guide price £300
   Feature               Requirement                  Compliancy   Vendor Response
  Processor      multi core 2 GHz or faster
    RAM          2 GB minimum.
                 please quote for 4GB
Removable re-    No floppy disk.
writable media
 Optical Drive   DVD.


                 Please state cost of DVD/CD
                 dual layer writer option
  Hard disk      High speed SATAII 160 GB
                 minimum (Please provide
                 performance details.)
   Monitor       TFT 19” WXGA Monitor with
                 DVI and D-SUB connections.

                 Please indicate availability of
                 height adjustment.
  Graphics       DirectX 10 graphics device
                 with WDDM 1.0 or higher
                 driver Capable of at least
                 WXGA,        providing    24-bit
                 colour at the full resolution.
                 Must be Aero compatible.
Graphics RAM     256 Mb minimum.
    Ports        4 x USB 2.0 port
 Expansion        Please indicate possibility for
                 expansion
   Mouse         Microsoft       USB     Optical
                 intellimouse. or equivalent
  Keyboard       UK windows keyboard with
                 full-size keys.
    Audio        Minimum specification of 16-
                 bit stereo sampling and
                 playback. Stereo audio output
                 connections
                 Connection       for   external
                 microphone. Headphone and
                 microphone sockets should
                 be easily accessible.
  Speakers       Speakers       need    to    be
                 incorporated into the system,
                 preferably by the use of a
                 multimedia monitor
 Networking      10/100 Mbs, (drivers must be
                 included in Windows 7 with
                 current service pack), with
                 remote wake-up support. And
                 PXE boot
  Operating      Must be certified for Microsoft
   System        Windows 7.

                 Please specify the cheapest

                                      Page 15 of 19
                    Windows license – a WCC
                    image will be used with
                    Windows upgraded under
                    Desktop Software Assurance.
      Delivery.     All suppliers must provide a
                    delivery service to schools
                    included in the price.

                    Please provide cost of
                    delivery to desktop including
                    removal of packaging.
    Continuity of   In the event of a supply
      supply        problem of a component,
                    such as a monitor, the
                    manufacturer must source
                    and supply an alternative for
                    approval by WCC within five
                    working days. No substitution
                    shall result in an increase in
                    cost.
Ease of chassis     Simple access to upgrading
    access          memory and hard drive, e.g.
                    Tool free case.
                    Small form factor is preferred.
                    Please indicate variety of
                    chassis available and any
                    price difference for chassis
                    options.
                    Please provide dimensions of
                    all options
     Consistent     All machines supplied from
    specification   January 2011 to March 2012
                    must allow the same software
                    image to be used. (speed of
                    processor      and    size   of
                    memory & disk may be
                    increased)
    Fixed Price     The quoted price must be a
                    maximum price for the
                    lifetime of the tender.
Device Drivers      Must be digitally signed and
                    64bit drivers available.
   Remote           Intel VPro        or equivalent
 Management         required
Motherboard &       PXE boot and Windows 7
    BIOS            certified

Note that some requirements have been separated from the main specification to allow a more detailed
response. This does not mean that they are considered more important.

Specification 1 – Cost of unit meeting all requirements, including those listed
in the tables below



£


                                        Page 16 of 19
Additional Requirements for Desktops
Tenderers are asked to supply the following information relating to the specification 1.
Please complete each table as outlined in the example below.

Example:
Req ID   Field         Property
KEY1     Requirement   This cell describes the requirement that the vendor is requested to respond to.
         Additional    This cell states any additional information that may influence the vendor‟s
         Information   response to the requirement.


         Compliancy          Fully Comply               Partially Comply             Do Not Comply

                              Yes / No:                  Yes / No:                 Yes / No:
         Vendor        This cell allows the vendor to add any additional information to support the
         Response      vendor‟s compliancy to the requirement.




Warranty and service:
Req ID   Field         Property
Spec1    Requirement   Minimum 5 years onsite warranty to include parts & labour on all components.
         Additional    A standard procedure is to be agreed which would identify when it becomes
         Information   the responsibility of the service agent to repair the product. For example, the
                       agreement may be that the school uses System Restore to return to a fixed
                       point to solve the problem but if this fails then responsibility would pass to the
                       service agent. The service agent would repair the unit within an agreed
                       timescale. In the case of a hard disk failure the service agent would be
                       required to refresh the Warwickshire standard image and clearly indicate that
                       this had been done. It is a requirement that the unit is attached to the domain
                       after a warranty repair.

                       Initial input from the school before a service agent is sent to correct fault
                       should take no longer than ten minutes and not require any technical expertise
                       from the user.

         Compliancy          Fully Comply               Partially Comply             Do Not Comply



         Vendor        Response:
         Response




                                     Page 17 of 19
Delivery and Installation
Req ID   Field         Property
Spec3    Requirement   Provide a service that would deliver directly to schools and provide a “delivery
                       to desktop” service if required.
         Additional            Suppliers should be able to:
         Information
                                 Deliver and install to desk top (if requested) within 20 working days
                                  from the receipt of order. A penalty of 5% of the cost of order will be
                                  levied whenever this timescale is not met. Acceptance of this is a
                                  condition of award of this tender.
                                 Keep ICTDS accurately informed weekly of the status of orders
                                 Liaise directly with schools to confirm a convenient delivery/installation
                                  date.
                                 Remove all packaging if “installing to Desktop”. All packaging must be
                                  removed at the time of installation
                                 Gain a “sign off” from schools and send to ICTDS to initiate payment
                                  process

         Compliancy            Fully Comply                Partially Comply            Do Not Comply



         Vendor        Response:
         Response




                                        Page 18 of 19
Hard Disk Image
Req ID   Field         Property
Spec3    Requirement   The workstations are to be delivered with the Warwickshire suite of programs
                       pre-installed.
         Additional    Vendors should provide details of the process by which this will
         Information   be achieved. The time required for each step of the process
                       should be clearly stated, for example:
                                 Standard unit delivered
                                 Warwickshire staff install and test software
                                 Unit returned to vendor for processing
                                 Vendor prepares hard disk image and copies to new machines during
                                  manufacturing
                                 Sample unit built from above process delivered
                                 Sample tested and verified
                                 Deliveries start to schools

         Compliancy            Fully Comply             Partially Comply         Do Not Comply



         Vendor        Response:
         Response




                                       Page 19 of 19

				
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