Invitation to Tender. North East England Chamber of Commerce. Mobile Phone Contract

Transcription

1 Invitation to Tender North East England Chamber of Commerce Mobile Phone Contract Date 4 th November 2016 Author Ian Tweedie

2 Contents 1. Overview and Introduction 1.1 The North East England Chamber of Commerce 1.2 The Product / Service 1.3 Scale of Opportunity 2. Instructions 2.1 Tender process and timescales 2.2 General response Instructions 2.3 Alternative offerings 3. Terms and Conditions of the Tender 3.1 Costs of submission 3.2 Justification for Decline 3.3 Responsibility of Understanding 3.4 Contractual Arrangement 4. Response Document 4.1 Company background 4.2 Proposal summary 4.3 Assumptions and exclusions 4.4 Reserve supplier option 5. Heads of Agreement

3 1. Overview and Introduction 1.1 The North East England Chamber of Commerce With over 3000 members and 55 staff, the North East England Chamber of Commerce (the Chamber) is one of the largest Chambers of Commerce in the UK. The Chamber provides a comprehensive range of business services, products and expert training to help our members realise their full trading potential. 1.2 The Product / Service Mobile phone contract to include text messaging, voice and data connectivity for Chamber employees for a period of 3 years. The supply of handsets is optional, and the additional cost will be taken in to consideration when reviewing your bid. 1.3 Scale of Opportunity Prospective suppliers are invited to supply the following: Requirements Flexibility on the number of connections we have, we would like to be able to both increase and decrease in accordance with our needs. Ability to purchase bolt ons providing us with pooled minutes, text messages, data, and international packages in accordance with our needs. Currently our needs are for 35 mobile connections. Management portal Have the ability to o Order replacement sim cards o Place blocks on handsets o Set alerts on usage o Purchase bolt ons o Provide reporting on handsets, usage, and be able to assign users and departments against handsets Handsets (optional) You may if you wish include a cost for handsets as part of your proposal, but this must be separate from the main mobile contract. We are interested in unlocked iphones 32GB or 64GB, various options will be considered, taking in consideration future resell value. The devices will be owned by the Chamber and supplied with latest compatible ios and freely upgradeable to future versions. The successful tender will be awarded the contract to provide the above for 3 years from commencement. The successful tender will remain a fully paid member of the North East England Chamber of Commerce for the duration of the contract. The Chamber operate and promote a policy of equality and diversity and will seek assurance that all suppliers comply with this ethos. The Chamber also expects that all suppliers will share the Chambers commitment to safeguarding the welfare of vulnerable people.

4 The specific responsibilities are detailed in the Heads of Agreement in Section 5 of this ITT. 2. Instructions 2.1 Tender process and timescales Action Deadline 1. Issue ITT to bidding companies 4 th November Bidding companies confirm interest by 11 th November Fact Finding period 17 th November 2016 (the Chamber answers questions and distributes FAQs to all parties) 5. Bidding companies submit tender responses 24 th November Short-listing selection period 8 th December 2016 (suppliers will be invited to discuss if necessary) 8. Contract awarded 15 th December General response instructions All tenders must be submitted in electronic pdf form only and delivered by . All tenders must comprise: Answers to the questions and requests for information as detailed in Section 4. A stated acceptance of the Heads of Agreement (or a list of specific amendments that would be needed before accepting the Heads of Agreement). A company brochure. All tenders and questions must be addressed by to: Ian Tweedie IT Manager North East England Chamber of Commerce ian.tweedie@neechamber.co.uk 2.3 Alternative offerings The Chamber welcomes innovation. Tenderers are therefore encouraged to submit alternative proposals which offer added benefits in terms of commercial value and/or quality. If the proposal is an alternative to what we have asked for in this ITT it may not be considered. 3.Terms and Conditions of the Tender 3.1 Costs of submission The Chamber will accept no charges from any party for costs and expenses incurred during the tender process. 3.2 Justification for Decline The Chamber reserves the right to reject any tender without stating a reason and will not be bound to make an award based purely on financial considerations. 3.3 Responsibility of Understanding

5 The tenderer is solely responsible for satisfying itself as to the accuracy of the information associated with its tender and that all cost implications have been accounted for. Assumptions and exclusions can be detailed in section 4.3 of the response. 3.4 Contractual Arrangement No legally binding agreement will exist between the Chamber and the successful tenderer until a written contract has been signed by both parties. 4. Response Document Please complete the following questionnaire and information requests in a clear, concise format following the number sequence specified. 4.1 Company Background Company Name: Address: Telephone Number: Web Site Address: Contracting Company Registration Number: Name and Contact Details of Main Contact in Tendering Company: Name of Directors in Contracting Company: Ownership Details (ie name of principal shareholder or name and address of parent company) Date of Incorporation: Number of employees: UK network of offices: Please supply the names and contact details of two trade references for whom you provide similar services: 4.2 Proposal Summary In Sections and please provide details to show how your company would deliver the service. This summary must include (but is not limited to): Where will the operation(s) be based? What resource levels will be available for the contract? What impact this contract will have on your resource levels? What sub-contractors will be used? What are the control mechanisms and locations? What customer care systems will exist to manage queries and complaints? What service level agreements will be offered? What will be the invoice and payment arrangements? 4.3 Assumptions and exclusions

6 Please detail all assumptions and exclusions which have been made in defining the proposal. If these assumptions and exclusions are misconceived the Chamber will advise so that an amended proposal can be submitted. 4.4 Reserve Supplier Option To ensure continuity of service in the event of failure to complete negotiations with the successful tenderer, the Chamber is interested in nominating a reserve supplier. Please confirm if your company would wish to be included in this consideration. 5. Heads of Agreement The Heads of Agreement are included to show some of the main conditions which the Chamber will be incorporating into the contract(s). The final contract(s) will accommodate the specifics of the successful bid and this will result in some amendments to these Heads of Agreement. The purpose in stating these conditions in the ITT document is to allow tenderers to raise any concerns at this initial stage. The Chamber is not bound to accept any suggested amendments and reserves the right to use responses to these Heads of Agreement in the shortlisting process. a) The Consideration The tenderer will supply 35 mobile connections with flexibility to increase and decrease, with contract sims to include voice, data and messaging connectivity services. b) Management Reporting The successful tenderer(s) will submit period end reports to show: i) Monthly allowance of messages, minutes and data. ii) Used allowance of messages, minutes and data. iii) Allow the setting of alerts which can be set up by our staff iv) Alerts to any over usage or messages, minutes or data v) Summary total charges for: Non-geographic calls Directory enquiries Personal Numbers International calls Roamed data Roamed calls Roamed texts vi) Highlight any non-usage of numbers/sims vii) Itemised data for the entire month for every handset detailing: Telephone number User Name Cost Centre (TBA) Tariff specific details Number of calls Total duration Total data (KB) c) Ownership If provided the Chamber will own the handsets from commencement of contract.

7 d) Liability The successful tenderer(s) will be liable for all complaints and litigation connected with provision of product or service(s). The level of cover for this liability will be subject to agreement. e) Term of Agreement The contract(s) will be for 3 years from commencement. A contract cancellation notice will be issued three months prior to the end of the term in the event of a contract transfer. Any deterioration in service levels during the one-month notice period (compared to the average of the previous twelve months) will result in the contractor not being invited to bid for any future contracts with the Chamber. f) Contract Termination Either party can serve notice of the agreement on the following conditions Failure to meet SLAs (subject to consistent failure being minuted in contract review meetings). Transfer of ownership of the business. Termination will be advised in writing one month prior to the date of transfer. g) Confidentiality The Chamber and the successful tenderer(s) agree to maintain the confidentiality of any non-public information provide by either party during the administration of this contract. h) Law The contract will be governed by and construed in accordance with English law.