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Invita�on to Bid Laptop Supplier

Tender Reference Number: TF-UK-2019-06 Tearfund is a Relief & Development charity that operates as an Interna�onal Non-Governmental Organisa�on (INGO) working across 50 countries in Africa, South and Central America, Middle East, Central Asia and Asia. . For more informa�on on the work of Tearfund, please visit our website at www.tearfund.org or contact us directly.

Tearfund is seeking to enter into an agreement with a Supplier(s) to provide specified IT equipment. Tearfund cannot guarantee any quan�ty or minimum spend that might take place during the course of the contract.

For bid submission and any ques�ons please contact us using the informa�on below.

Tearfund is seeking one or more supplier for Local Transporta�on services.

Tender Informa�on

Date of tender launch: 28th October 2019

Deadline for submission of tender: 22nd November 2019

Tender Reference Number: TF-UK-2019-06

Dura�on of the agreement (not including extension) Two years (2) Extension period (if applicable) One year (1) Es�mated total value of the contract 1,500,000 GBP Tender Contact person: Sunmi Kim, Logis�cs Officer Tender Contact telephone number: +44 (0) 203 906 3625 Contact email address (for ques�ons only): [email protected] Office Address (for submission): Tearfund, 100 Church Road, Teddington, TW11 8QE

http://www.tearfund.org/

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Instruc�ons to Suppliers

If you are interested in compe�ng for this tender, please do the following:

1. Read through all informa�on provided in this document and the contract document first.

2. Ensure that you are able to comply with all requirements prior to star�ng work on your bid, paying par�cular a�en�on to the pass/fail criteria.

3. Submit all documents requested as part of your bid.

4. Your pricing submission should be in the currency of GBP (£) and should be exclusive of Value Added Tax (VAT) or other locally applicable taxes.

5. Your whole bid must be completed in the English language.

6. Submissions should be by email to [email protected] and must be clearly marked with the

reference: TF-UK-2019-06 in the subject line, email text and any a�achments. Emails received a�er the closing date and �me specified will not be included in the evalua�on.

7. Any queries about this tender should be submi�ed by email to [email protected]. Queries will be accepted and answered up to 5 working days prior to the tender submission deadline.

8. Suppliers may submit a tender for one or both lots according to their capacity to supply. Tearfund reserves the right to

award lots separately, in part or in full, and in any combina�on.

9. Tearfund is not bound to accept the lowest offer, or any offer.

10. Tearfund is in no way responsible for any costs associated with preparing any supplier’s bid.

11. Tearfund intends to select the bidder(s) who provides the most economically advantageous solu�on for the organisa�on. There are two parts in the assessment of this tender:

Part 1: Pass/Fail ques�ons Part 2: Scored quality criteria ques�ons and price

12. Any bidder must pass the “pass/fail” ques�ons (Part 1) in order to be shortlisted and assessed on the scored part of the tender (Part 2). Tearfund reserves the right to fail a bid if the supplier has not passed one or more of the “pass/fail” ques�ons.

13. Suppliers will be excluded from par�cipa�on on a procurement if: a. they are bankrupt of being wound up, are having their affairs administered by the courts, have entered into an

arrangement with creditors, have suspended business ac�vi�es, are the subject of proceedings concerning those ma�ers, or are in any analogous situa�on arising from similar procedure provided for in na�onal legisla�on or regula�ons

b. they have been convicted or an offence concerning their professional conduct by a judgment which has the force of res judicata.

c. they have been guilty of grave professional misconduct proven by any means which the contrac�ng authority can jus�fy.

d. they have not fulfilled obliga�ons rela�ng to the payment of social security contribu�ons of the payment of taxes

mailto:[email protected]

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Tender Reference Number: TF-UK-2019-06 in accordance with the legal provisions of the country in which they are established or with those of the country of the contrac�ng authority or those of the country where the contract is to be performed.

e. they have been the subject of a judgment which has the force of res judicata for fraud, corrup�on, involvement in a criminal organisa�on or any illegal ac�vity detrimental to the Communi�es financial interests.

f. following another procurement procedure or grant award procedure financed by the donor(s) funding this contract, they have been declared to be in serious breach for failure to comply with their contractual obliga�ons.

14. A contract shall not be awarded to any Supplier, who during the procurement procedure for this contract: a. are subject to a conflict of interest. b. are guilty of misrepresenta�on in supplying the informa�on required by the contrac�ng authority as a condi�on of

par�cipa�on in the procurement procedure or fail to supply this informa�on. c. find themselves in one of the situa�ons of exclusion for this procurement procedure as listed above.

15. A�er approval from Tearfund, donors have the right to access all procurement documenta�on held by both Tearfund and

the Supplier to verify that the correct procedures have been followed.

16. Tearfund is willing to provide feedback to bidders following the tender process at Tearfund’s discre�on.

17. Following evalua�on Tearfund will require the chosen supplier to pass several supplier ve�ng checks before a contract can be awarded. Details of these will be given to the chosen supplier at the �me. If you require more informa�on at this �me please contact the Global Logis�cs team on the email given.

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Specifica�on

This contract is a framework agreement and therefore although an es�mated spend of £1,500,000 over the contract length has been stated for this agreement, this amount is not guaranteed. Furthermore, Tearfund is not obligated to purchase the exact models described in Lots 1 - 5 below (examples shown below for comparisons of price, availability and lead-�mes only). Tearfund is only obliged to pay the Supplier in accordance with the payment terms once a purchase order has been received by the Contractor, the work on the purchase order has been completed and the Contractor has invoiced Tearfund the amount on the purchase order.

We are looking to select a supplier of IT equipment on a Framework Agreement for two years with a possible extension of one further year. In order to assess the suppliers we would like you to quote for the following laptop and Chromebook models. For the tender evalua�on please quote for the following volumes per year:

● 350 Windows laptops (Lot 1) ● 40 Chromebooks (Lot 2) ● 30 Macbooks Pro (Lot 3) ● Various accessories (Lot 4).

You may choose to bid for all or some of the lots.

LOT 1 We would like you to quote for the following two laptop models:

1. Dell La�tude 7300 with the following specifica�on, as listed on Dell website:

● CPU: 8th Gen. Intel i5-8365U or i7-8665U (two CPU configs, priced separately; see part 2b - pricing) ● RAM: 16GB ● SSD: minimum 256GB M.2 PCIe NVMe Solid State Drive ● Display: 13.3" FHD 1920 x 1080 An�-Glare ● Built-in camera ● Keyboard: Internal UK Qwerty - Essen�al: Backlit Keyboard ● Ba�ery: 60 Whr Long Life Cycle ● AC adapter: 65 Wa� BFR/PVC Halogen Free adapter ● Wireless: Intel® Dual Band Wireless AC 9560 (802.11ac) Wi-Fi + BT 5.0 ● Mobile (SIM): WLAN/WWAN capable ● Windows 10 Pro 64bit English, no an�virus or other so�ware installed ● Warranty: 3Y Onsite Service

2. Dell XPS 15 with the following specifica�on, as listed on Dell website:

● CPU: 9th Genera�on Intel® Core™ i7-8750H Processor ● RAM: 16GB ● SSD: M.2 512GB PCIe Solid State Drive ● Video: NVIDIA® GeForce® GTX 1650 4GB GDDR5 ● Display: 15.6" FHD 1920 x 1080 An�-Glare Non-touch IPS ● Keyboard: Internal UK Qwerty Backlit Keyboard ● Ba�ery: 6-Cell 97WHr Integrated

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Tender Reference Number: TF-UK-2019-06 ● AC adapter: 130W Power Adapter ● Palmrest: 81 key, with FP Reader ● Wireless: AX1650 2x2 WiFi and Bluetooth 5.0 ● Windows 10 Pro 64bit English, no an�virus or other so�ware installed ● Warranty: 3Y Onsite Service

LOT 2

We would like you to quote for the following Chromebook model: Dell Chromebook 14 3400 with the following specifica�on, as listed on Dell website:

● CPU: Intel® Celeron™ N4100 Processor ● RAM: 8 GB ● Internal storage: 64 GB ● Display: 14" FHD WVA (1920 x 1080) An�-Glare Non-Touch, Camera & Microphone ● Ba�ery: 3-cell, 42 Wh Li-ion polymer ● AC adapter: 65 Wa� AC Adapter (Type-C) ● Keyboard: Full-sized UK layout ● Poin�ng device: Touchpad with mul�-touch gestures enabled ● Wireless: 802.11ac (2x2) and Bluetooth Combo ● Chrome OS™ 64 ● Warranty: 3Y Basic Warranty - Next Business Day

LOT 3

We would like you to quote for the following Chromebook model: HP Chromebook x360 14 G1 6BP69EA#ABU with the following specifica�on, as listed on HP website:

● Intel® Pen�um® Gold 4415U with Intel® HD Graphics 610 ● RAM: 8 GB ● Internal storage: 32 GB ● Display: 14" FHD IPS eDP BrightView WLED-backlit touch screen ● Ba�ery: HP Long Life 3-cell, 60.9 Wh Li-ion ● AC adapter: 45 W Smart USB Type-C™ ● Keyboard:Full-size textured island-style keyboard flint silver, backlit ● Poin�ng device: Touchpad with mul�-touch gesture support, taps enabled as default ● Wireless: Intel® Dual Band Wireless-AC 7265 802.11a/b/g/n/ac (2x2) Wi-Fi® and Bluetooth® 4.2 Combo ● Chrome OS™ 64 ● Warranty: 1-year limited warranty + HP Care Pack (3 year Pickup and Return Hardware Support for Notebooks)

LOT 4

We would like you to quote for the following MacBook Pro model: 15-inch MacBook Pr o with the following specifica�on, as listed on Apple website:

● CPU: 2.6GHz 6-core 9th-genera�on Intel Core i7 processor, Turbo Boost up to 4.5GHz

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Tender Reference Number: TF-UK-2019-06 ● RAM: 32GB 2400MHz DDR4 memory ● SSD: 512GB ● Display: 15 “ Re�na display with True Tone ● GPU: Radeon Pro 555X with 4GB of GDDR5 memory ● Touch Bar and Touch ID ● Four Thunderbolt 3 ports ● Backlit Keyboard - Bri�sh ● 87W USB-C Power Adapter ● USB-C Charge Cable (2m) ● USB-C Digital AV Mul�port Adapter (HDMI, USB, USB-C) ● 3 years extended warranty and technical (AppleCare or AcademiaCare type)

LOT 5

We would like you to quote for the following computer accessories:

● Mul�-adapter: USB-C to USB 3.0 (at least 1 USB 3.0 port) + HDMI + Ethernet RJ-45 ● USB Keyboard Dell KB216, white ● USB mouse Dell MS116, white ● 13-inch and 15-inch neoprene laptop sleeves ● Dell Power bank plus PW7018LC, USB-C 65Wh ● Kensington Easy Riser notebook stand ● USB 3.0 flash drives, 8GB and 16GB ● USB-C flash Drive 8GB ● Dell AC adapters for the following models: Dell La�tude 7390, Dell XPS 13, Dell XPS 15 and MacBook Pro 15

Service Agreement Preferably, the Supplier will provide one contract manager for Tearfund who will be the main point of contact, with a telephone number and email address that Tearfund will use for communica�ons. The following outlines the basic requirements for each order. There may be occasions when requirements will differ from those listed.

ORDERING AND DELIVERY

1. Tearfund will send a Purchase Order a�er a quota�on request has been sent to confirm the current availability and price.

The supplier will provide the following documenta�on: a. Email confirma�on of receipt of the purchase order b. Order acknowledgement to be provided along with es�mated date of delivery c. Email confirma�on of despatch of the items d. Delivery note in package with goods e. Invoice

2. Goods to be packaged with suitable packaging using environmentally friendly / biodegradable materials where possible. If

this is not possible, alterna�ve methods should be men�oned.

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Tender Reference Number: TF-UK-2019-06 3. Standard delivery is within 10 working business day delivery for orders placed before 12 noon. Delivery costs are included in

the contract price. 4. Payment terms are within 30 days of the invoice date.

WARRANTY, REPAIRS AND TECHNICAL SUPPORT Warranty & Repair Services

1. All laptops have a 3 year warranty from the date of purchase. This warranty is applicable to each and every laptop procured, and is determined by the invoice date. It is mutually exclusive of the Contract and dura�on of the Service Level Agreement.

2. On-site Service to be provided, preferably on the next business day. This is to be confirmed on each and every quota�on.

3. The Supplier warrants that all goods supplied in rela�on to the contract meet the quoted specifica�on, are defect free and fit for the purpose of intended use.

● General Technical Support

1. The Supplier will provide onsite support to Tearfund IT Support department where required.

2. For technical queries that Tearfund places by email or telephone, the supplier will provide an update on the status of the

query within 24 hours of the original message, we expect most queries to be resolved within 3 days.

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Tender Response Please fill in this whole sec�on below: Part 1: Pass/Fail Criteria

Company name

Company registra�on number

Chief execu�ve name

Office address

Contact name

Telephone number

Email address

In what country/countries is your company registered?

Please provide your company registra�on documents.

Do you source any commodi�es from countries on the USAID prohibited list linked below? https://www.usaid.gov/sites/default/files/documents/1864/310mac.pdf

(enter answer here)

Please provide the names and contact details of 3 major customers who can provide a reference for you, (these references should be from customers from whom you have supplied similar services as those requested in this tender).

Company name Contact name Phone number Email address

1

2

3

Please provide copies of the following financial statements: annual financial statements from the last 3 years.

https://www.usaid.gov/sites/default/files/documents/1864/310mac.pdf

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Tender Reference Number: TF-UK-2019-06 Part 2 a): Quality - Scored Ques�ons

EXPERIENCE OF ORGANISATION: Please provide details of your experience of similar contracts that you have completed for other organisa�ons. This should include value and length of contracts as well as details of what was involved in the contracts. A maximum of 3 contracts should be listed.

(enter answer here)

EXPERIENCE OF INDIVIDUAL: Please provide details of experience of the person who would be managing the contract from your organisa�on if you were successful. This could include their educa�on and experience in delivering this type of contract.

(enter answer here)

LEAD TIMES: Please confirm your maximum lead �me for delivering the goods in this contract, detailing how you will be able to meet the lead �me.

(enter answer here)

SERVICE LEVEL AGREEMENT: Please detail how you plan to meet the requirements of the Service Level Agreement specifics listed on pages 6 and 7 of this document.

(enter answer here)

STOCK LEVELS: Please provide details of your stock levels for the goods required in this contract and how much flexibility you have in mee�ng changing demands for these goods.

(enter answer here)

Coupa Integra�on: Are you able to integrate with our procurement so�ware ‘Coupa’ via either a ‘Punchout’ Account cXML integra�on or through the ‘Coupa Supplier Portal’?

(enter answer here)

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Tender Reference Number: TF-UK-2019-06 Part 2 b): Pricing Please provide your pricing per single item (in GBP, exclusive of VAT):

● Lot 1: Dell La�tude 7300 with the following CPU (all other specifica�on as listed earlier in this document)

Intel i5-8365U Intel i7-8665U

3Y Basic Onsite Warranty - Next Business Day


Dell XPS 15 with the specifica�on as listed earlier in this document

Dell XPS 15


● Lot 2: Dell Chromebook 14 3400 with the specifica�on as listed earlier in this document

Dell Chromebook 14 3400 inc. 1 year warranty


● Lot 3: HP Chromebook x360 14 G1 6BP69EA#ABU

HP Chromebook X360 14 G1 inc. 1 year warranty

HP Care Pack (3 year Pickup and Return Hardware Support for Notebooks)

● Lot 4: 15-inch MacBook Pro, MPN: Z0WV2000430582

MacBook Pro, MPN: Z0V02000360651 inc. 1 year warranty

AppleCare+ or AcademiaCare (3 years extended warranty)

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● Lot 5: computer accessories

Mul�-adapter: USB-C to USB 3.0 (at least 1 USB 3.0 port) + HDMI + Ethernet RJ-45

USB Keyboard Dell KB216, white

USB mouse Dell MS116, white

13-inch and 15-inch laptop sleeves

Dell Power bank plus PW7018LC, USB-C 65Wh

Kensington Easy Riser notebook stand

USB 3.0 flash drive 8GB

USB 3.0 flash drive 16GB

USB-C flash Drive 8GB

Laptop AC adapters for the following models: Dell La�tude 7300, Dell XPS 13, Dell XPS 15 and MacBook Pro 15

All prices must be valid for a minimum of 90 days from the date of submission. Please also include expected delivery costs if other than free delivery.

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Supplier Declara�on

Please �ck the appropriate boxes and complete the necessary sec�ons below as part of your declara�on:

COMPANY NAME:

YES NO I cer�fy that I am officially authorized to represent the company named above. I have enclosed a copy of our Company’s legal registra�on document .

I have enclosed the financial statements : annual statements from the last 3 years. I have completed all required parts of the Tender Response sec�on in this document

including pricing. I have read and understood all the requirements of Tearfund’s tender . I agree to abide by all Tearfund’s Terms & Condi�ons and Specifica�on as well as all other

terms set out in this tender document and the contract document. I have read the Inter-Agency Procurement Group Corporate & Social Responsibility terms

and condi�ons, and confirm that my company meets the requirements.

Signature Date Company Stamp

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