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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 ContentsPage

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.

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2 Contacts

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

ICT Development Service ContactsRichard ChapmanProcurement and Business ManagerWedgnock HouseWedgnock LaneWarwickCV34 5APTel: 07889 [email protected]

Ben BadcockSenior TechnicianWedgnock HouseWedgnock LaneWarwickCV34 5APTel: 01926 [email protected]

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 HungTitle: Buyer ICTTel: 0116 294 4074E-mail: [email protected]

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

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mailto:[email protected]



evaluation machine from short listed tenderers as part of the selection process.

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 costsFitness for purpose and technical benchmarking(35%)

Compliance with technical specification and the results of benchmarking

Warranty and Service (15 %) Compliance with Warranty and Service requirementsDelivery and installation (10 %) Compliance with Delivery and installation requirementsEnvironmental (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

Excellent Very high quality submission that exceeds specified requirement and is innovative. No reservations. 5

Good High standard, meeting or exceeding specified requirements. Some minor reservations. 4

Satisfactory Satisfactory standard, meeting specified requirements. Some reservations, needing further clarification 3

Poor Acceptable but with significant reservations. Minor omissions requiring further clarification 2

Very Poor Acceptable but with major reservations. Lacking in evidence that specified requirements can be met. 1

Fail Not acceptable – major omissions and insufficient evidence that specified requirements can be met. 0

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Main Criteria

Lifecycle costsThe 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 CostTotal Price % above lowest price

(price - lowest price) / lowest price

% of total points(100% - % above

lowest price)

Points calculation Maximum points x

(100% - % above lowest price)

TotalPoints(max 40)

£100k £100k - £100k/£100k = 0 100% - 0% = 100% 40 x 100%40

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

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

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

£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.

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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%

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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

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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.

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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– 14th January

Tender evaluation & investigation of short listed 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 Clarification s

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

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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.

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20 Contact details

20.1. All enquiries and correspondence should be addressed to:

Richard ChapmanBusiness and Procurement Manager ICTDSWedgnock HouseWedgnock LaneWarwickCV34 5APTel: 07889 [email protected]

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:

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

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

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

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.

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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

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Specification 1- Desktop

Guide price £300Feature Requirement Compliancy Vendor Response

Processor multi core 2 GHz or faster RAM 2 GB minimum.

please quote for 4GB

Removable re-writable media

No floppy disk.

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 connectionsConnection 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 System

Must be certified for Microsoft Windows 7.

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Please specify the cheapest 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 supply

In the event of a 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 access

Simple access to upgrading 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 specification

All machines supplied from 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 Management

Intel VPro or equivalent required

Motherboard & BIOS

PXE boot and Windows 7 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

£

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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 PropertyKEY1 Requirement This cell describes the requirement that the vendor is requested to respond to.

Additional Information

This cell states any additional information that may influence the vendor’s response to the requirement.

Compliancy Fully Comply Partially Comply Do Not Comply

Yes / No: Yes / No: Yes / No:Vendor Response

This cell allows the vendor to add any additional information to support the vendor’s compliancy to the requirement.

Warranty and service:Req ID Field PropertySpec1 Requirement Minimum 5 years onsite warranty to include parts & labour on all components.

Additional Information

A standard procedure is to be agreed which would identify when it becomes 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.


Vendor Response

Response:

Delivery and Installation of 20

Req ID Field PropertySpec3 Requirement Provide a service that would deliver directly to schools and provide a “delivery

to desktop” service if required.Additional Information

Suppliers should be able to:

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


Vendor Response

Response:

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Hard Disk ImageReq ID Field PropertySpec3 Requirement The workstations are to be delivered with the Warwickshire suite of programs

pre-installed.Additional Information

Vendors should provide details of the process by which this will 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


Vendor Response

Response:

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