Supplementary Request for Tender. Framework Agreement Lot 1 for the Provision of Desktop & Notebook Computers and Associated Services

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Supplementary Request for Tender Framework Agreement Lot 1 for the Provision of Desktop & Notebook Computers and Associated Services Framework Client Name of Framework Client Instructions for

1 Supplementary Request for Tender Framework Agreement Lot 1 for the Provision of Desktop & Notebook Computers and Associated Services Framework Client Name of Framework Client Instructions for Framework Clients: (delete before issuing): Framework Client to complete instructions highlighted in yellow. Upon completion remove yellow highlight and delete all prompts prior to submission. 1

2 1. Name of Framework Client (the Contracting Authority ) seeks Responses for the provision of Brief description of requirements to be delivered to the following location(s): Insert location. Detailed specifications of requirements are attached at Appendix This Supplementary Request for Tenders (SRFT) is issued in accordance with the Terms and Conditions of the OGP s Multi-Supplier Framework Agreements for the Supply of Personal, Notebook, Thin & Zero Client, Hybrid & Tablet Computers and Associated Services. 3. As one of the Framework Members included in the above-mentioned Framework you are now invited to consider this SRFT and send a formal Response. 4. Any contract awarded arising from this mini-competition will be for the supply of [Insert Number] devices Or Any contract awarded arising from this mini-competition will run for a period of Contract duration. Prompt: Select one appropriate contract type and delete alternative (e.g. for a one off supply select the 1 st option. For a drawdown agreement for a fixed period of time select the 2 nd option). Note the extension period if applicable. 5. The successful Tenderer agrees to execute, and comply with the terms and conditions of, the Goods Contract which was attached, as Appendix 7, to the OGP s Request for Tenders (RFT) to establish the Framework. 6. Any queries in relation to this SRFT and any of the requirements specified therein must be directed to the Contracting Authority using the messaging function on the contract workspace on Queries or requests for clarification will be accepted no later than Enter a time on Click here to enter a date.. All clarifications and responses to queries/requests for clarifications will be transmitted to all Framework Members via etenders to their dedicated points of contact. Where appropriate, questions or replies may be amalgamated in the course of responding. 2

3 7. Responses must be submitted via the Tender Response facility on Responses must be received not later than Enter a time on Click here to enter a date.. Tenders that are received late WILL NOT be considered in this Competition. 8. The Contracting Authority intends to award the contract to the Choose an item Tender received. An outline of how the marks are to be allocated is defined at Paragraph 11 below. Tenderers must detail all and any costs associated with the provision of all goods and/or services required pursuant to this SRFT. 9. Prices, fees or rates quoted in this SRFT cannot be increased during the term of the contract and cannot exceed any prices, fees or rates quoted by the Tenderer in their response to the RFT to Establish the Framework Agreement. 10. Terms and conditions set out by the Contracting Authority in the RFT to establish the Framework Agreement cannot be altered by Tenderer in the course of responding to this SRFT. 11. The successful Tenderer shall be required to hold for the term of any Contract awarded pursuant to this SRFT insurances of the type and to the level specified below: Employer s Liability Type of Insurance Indemnity Limit 12.7 million Public Liability 6.5 million Professional Indemnity Specify if required. Product Liability Specify if required. Delete Professional Indemnity and/or Product Liability insurances if they are not required. Tenderers are asked to provide, as part of their Response, written confirmation that they hold or will hold, if successful, the above types and levels of insurance. A formal confirmation from the 3

4 Tenderer s insurance company or broker to this effect may be requested from the successful Tenderer prior to the award of (and shall be a condition of) any contract. 12. Prior to the award of any contract pursuant to this SRFT, the successful Tenderer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by the Contracting Authority. By supplying these numbers the successful Tenderer acknowledges and agrees that the Contracting Authority has the permission of the successful Tenderer to verify its tax cleared position online. 13. The Contracting Authority reserves the right to withhold payment where the successful Tenderer fails to meet his/her contractual obligations in relation to the delivery of the Goods Contract to an acceptable level of quality. 14. The contract for the requested Goods will be awarded on the basis of Most Economically Advantageous Tender. Marks will be awarded according to the award criteria outlined in the following table: Criteria Scoring range Minimum mark required A. Quality of Proposed Device B. Energy Efficiency and Environmental Matters C. Quality of Technical Support D. Quality of Associated Services E. Delivery Timescales F. Cost Total 1000 Click here and insert a mark between 0 and 600 Click here and insert a mark between 0 and 300 Click here and insert a mark between 0 and 500 Click here and insert a mark between 0 and 500 Click here and insert a mark between 0 and 500 Click here and insert a mark between 250 and 1000 Click here and insert a minimum score Click here and insert a minimum score Click here and insert a minimum score Click here and insert a minimum score Click here and insert a minimum score N/A Delete any undesired criteria from the table above, then replace the scoring range with the desired number of marks for each criteria. Ensure marks for all award criteria including cost total Insert minimum marks to qualitative criteria where applicable. For information on use of sub-criteria please see the User Guide for this Framework Agreement available on 4

5 Marks for Cost Criteria (A) will be allocated using the following formula: For each of the non-cost criteria stated, the following evaluation methodology will be applied: Stage 1: The tender evaluation panel will determine into which of the following five bands the response falls Band Meaning Excellent response with very few or no weaknesses that fully meets or exceeds requirements, and provides comprehensive, detailed, and convincing assurance that the Tenderer will deliver to an excellent standard. A very good response that demonstrates real understanding of the requirements and assurance that the Tenderer will deliver to a good or high standard. A satisfactory response which demonstrates a reasonable understanding of requirements and gives reasonable assurance of delivery to an adequate standard but does not provide sufficiently convincing assurance to award a higher mark. A response where reservations exist. Lacks full credibility or convincing detail, and there is a significant risk that the response will not be successful. A response where serious reservations exist. This may be because, for example, insufficient detail is provided, and the response has fundamental flaws, or is seriously inadequate or seriously lacks credibility with a high risk of non-delivery. Response completely fails to address the criterion under consideration Stage 2: The tender evaluation panel will then determine the rating (Low (L), Medium (M) or High (H)) within this band and award the Tender the associated number of marks as per the Qualitative Scoring Schedule found in Appendix 2. Tenderers who fail to reach the minimum acceptable marks indicated for each relevant award criterion will be eliminated from the competition. Tie Break: If the evaluation results in a tie between two or more Tenders, then the Tender with the highest overall Qualitative score shall be deemed the Most Economically Advantageous Tender. 5

6 In the event of a tie and there being no difference in the Qualitative scores, then the Tender with the highest score for the criterion Cost shall be deemed the Most Economically Advantageous Tender. Delete the above paragraphs if Most Economically Advantageous Tender does not apply. 15. This SRFT contains no contractual offer of any kind. Any Response will be regarded as an offer by the Tenderer and not as an acceptance by the Tenderer of an offer made by the Contracting Authority. 16. No commitment of any kind, contractual or otherwise will exist unless and until a formal written contract has been executed by the Contracting Authority. 17. Tenderers are advised that the Contracting Authority is subject to the Freedom of Information (FOI) Acts, If a Tenderer considers that any of the information supplied in their Tender response is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. In such cases the relevant material will, in response to a request under the FOI Act, be examined in the light of the exceptions provided for in the Act. 18. Unless otherwise stated in Appendix 1: Requirements and Specifications, Tenderers may only propose a single Make and Model for each device sought in response to this SRFT. 6

7 Appendix 1: Requirements & Specifications 1. Introduction & Information about the Framework Client Insert brief details about the Framework Client including any background information that is useful for the Tenderer PROMPT (please delete after completion): Issues for consideration may include but are not necessarily limited to Brief background information about the Framework Client The objectives of the SRFT Information relating to volumes Description of the existing environment in the Client organisation as it relates to the requirement 2. Personal Computer Requirements Standard PC Enter the fixed quantity or in the case of a drawdown arrangement an estimated quantity of Standard PCs required Operating System Processor RAM On-Board Storage Capacity Removable Storage Interfaces Graphics Monitor Sound Warranty Upgrade Options (Only if required) 7

8 3. Notebook Computer Requirements Standard Notebook Computer Operating System Processor RAM On-Board Storage Capacity Network Connectivity Interfaces Graphics Additional Items to be included Warranty Enter the fixed quantity or in the case of a drawdown arrangement an estimated quantity of Standard Notebook Computers required Upgrade Options (Only if required) 4. Associated Services and Additional Associated Products Associated Services Tick box to select any associated services required Unpacking & Packaging Removal Installation Advanced Installation Image Deployment Secure Disposal Enter here any additional detail surrounding the associated services, such as specific installation requirements you have. Additional Quantities of Associated Products Product 19 Monitor 21 Monitor 23 Monitor Keyboard Mouse Speakers Soundbar Quantity Required 8

9 5. Delivery Requirements Enter details of specific delivery requirements, including schedules, sites and any restricted timelines for delivery. 6. Award Criteria Award Criteria (A) - Quality of Proposed Device(s) (Enter maximum word count here, if required) Insert details of how you want the Tenderer to address this qualitative criterion, or delete this table if the criterion is not in use. Sub Criteria may be added here any sub criteria added must relate to the individual award criterion and weightings for sub-criteria must be included. Award Criteria (B) - Energy Efficiency and Environmental Matters (Enter maximum word count here, if required) Insert details of how you want the Tenderer to address this qualitative criterion, or delete this table if the criterion is not in use. Sub Criteria may be added here any sub criteria added must relate to the individual award criterion and weightings for sub-criteria must be included. Award Criteria (C) - Quality of Technical Support (Enter maximum word count here, if required) Insert details of how you want the Tenderer to address this qualitative criterion, or delete this table if the criterion is not in use. Sub Criteria may be added here any sub criteria added must relate to the individual award criterion and weightings for sub-criteria must be included. Award Criteria (D) - Quality of Associated Services (Enter maximum word count here, if required) Insert details of how you want the Tenderer to address this qualitative criterion, or delete this table if the criterion is not in use. Sub Criteria may be added here any sub criteria added must relate to the individual award criterion and weightings for sub-criteria must be included. 9

10 Award Criteria (E) - Delivery Timescales (Enter maximum word count here, if required) Insert details of how you want the Tenderer to address this qualitative criterion, or delete this table if the criterion is not in use. Sub Criteria may be added here any sub criteria added must relate to the individual award criterion and weightings for sub-criteria must be included. 10

11 Award Criteria (F) Cost Tenderers must complete all fields of the Costs Details tables in the Tender Response Section. Costs quoted in this SRFT cannot be increased during the Term of the contract and cannot exceed the prices quoted by Tenderers in their response to the RFT to Establish the Framework Agreement. Tenderers may reduce the costs quoted in their response to the RFT at this stage. The costs shown must be in euro, inclusive of all expenses and all administrative costs, exclusive of all taxes and exclusive of VAT. The appropriate VAT rate(s) must be shown separately. For the purposes of this SRFT, Tenderers are now required to provide the following: Device Costs Category Cost per Unit ( ) Vat Rate (%) Desktop Computer (including upgrades/downgrades and delivery) Notebook Computer (including upgrades/downgrades and delivery) Associated Services Costs Category Cost per Unit ( ) Vat Rate (%) Unpacking & Packaging Removal Installation Advanced Installation Image Deployment Secure Disposal Additional Associated Products Costs Category Cost per Unit ( ) Vat Rate (%) Insert As Required 11

12 Appendix 2: Qualitative Marking Breakdown PROMPT (please delete after completion). For a process to be awarded on the basis of Most Economically Advantageous Tender please complete the table below. Delete this appendix if Lowest Cost applies. The table below is to be completed by the Framework Client. To assign the relevant marks to each rating, please divide the total marks available per criteria by fifteen and multiply by the relevant factor. For example if there are 500 marks available for criterion (B), the score allocated for Band 2, M will be (500/15) x 5 = 167 (all scores rounded to nearest decimal). Band Criteria A B C D E Rating 0 L M H L M H L M H L M H L M H Factor The above table indicates the number of marks awarded for Low, Middle and High ratings within bands 1-5. These scores are used in assessing non-cost criteria as described in the main body of the SRFT. 12

13 Tender Response Section The Framework Member must complete this Response Section and upload it onto the postbox facility on before the date and time specified at Section 6 of the SRFT. The Framework Member hereby acknowledges, agrees and confirms that the Framework Agreement for the Provision of Desktop & Notebook Computers and Associated Services is hereby adopted and governs the provision of the Goods. Framework Member s Company Name: Framework Member s Key Account Manager (KAM) for this Mini-Competition KAMs Telephone Number KAMs Address Date Click here and insert details Click here and insert details Click here and insert details Click here and insert details Click here and insert details Introduction and Executive Summary Based on the specification provided by the Framework Client, please insert below, an introduction to your company and an Executive Summary of your proposal. (400 word Max. word count applies) Click here and insert response 13

14 Award Criteria: Delet this text highlighted in yellow. Prompt: Ensure Award Criteria sections below match. Delete any unwanted and insert any sub criterion added A: Quality of Proposed Device(s) Click here and insert response B: Energy Efficiency and Environmental Matters Click here and insert response C: Quality of Technical Support Click here and insert response D: Quality of Associated Services Click here and insert response E: Delivery Timescales Click here and insert response 14

15 F: Cost Device Costs Category Cost per Unit ( ) Vat Rate (%) Desktop Computer (including upgrades/downgrades and delivery) Notebook Computer (including upgrades/downgrades and delivery) Insert here Insert here Insert here Insert here Associated Services Costs Category Cost per Unit ( ) Vat Rate (%) Unpacking & Packaging Removal Insert here Insert here Installation Insert here Insert here Advanced Installation Insert here Insert here Image Deployment Insert here Insert here Secure Disposal Insert here Insert here Additional Associated Products Costs Category Cost per Unit ( ) Vat Rate (%) Insert As Required Insert here Insert here In consideration of the payment of the Charges, the Framework Member hereby agrees to provide the Goods described in Appendix 1 of the SRFT in accordance with the terms and conditions of the Framework Agreement and the Goods Contract. Signed by the Framework Member In the presence of(witness) Effective Date Signed by or on behalf of the Contracting Authority 15

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