invitation to tender (itt) - brooke weston trust

SBC-SJ-10024 Brooke Weston Trust of 15

INVITATION TO TENDER (ITT) ________________________________________________________ Supplier Name: (please enter) _______________________________________________________ Contract Title: Brooke Weston Trust – ICT commodity Reference No: SBC-SJ-10024 Return date: 12:00 noon on the 19th January 2015 _______________________________________________________

CONTENTS:

SECTION 1: Information for Bidders

SECTION 2: Specification SECTION 3: Evaluation SECTION 4: Timetable SECTION 5: Quotation Certificate SECTION 6: Other Information APPENDIX ONE: Agent Fee

PLEASE READ ALL DOCUMENTS BEFORE PROCEEDING

________________________________________________________


SECTION 1: Information for Bidders

1. Quotation Documents 1.1 You are invited to quote for the contract stated above. Quotations must be

submitted in accordance with this Tender, and must not be amended, qualified, made conditional, or accompanied by statements which could be construed as rendering them equivocal. Quotations may be rejected if not compliant, and our decision in this matter shall be final.

1.2 This ITT must be treated as confidential. You must not disclose that you have

been invited to quote, or details of the ITT documents unless on a confidential basis to those with a legitimate need to know. The ITT shall remain our property and must be returned on demand.

1.3 Quotations shall remain valid for at least ninety (90) days from the submission

date. If not accepted within this period, the Quotation shall remain in force without variation but you may at any time thereafter give notice in writing, requiring us to accept it. We may accept the Quotation within seven (7) days following service of such notice but if we do not, the Quotation will be deemed withdrawn.

1.4 The information we supply in this Tender and elsewhere is for guidance only,

and bidders must satisfy themselves by their own investigations of its accuracy. We accept no responsibility for any inaccurate information obtained by bidders.

1.5 We reserve the right to cancel this ITT at any time, and shall not be liable for

any costs resulting from cancellation or for any other costs incurred by those responding to this ITT.

2. Preparing your Quotation 2.1 Your Quotation should comprise the following documents: 2.1.1 a full Specification 2.1.2 a detailed price schedule 2.1.3 a delivery schedule for all stages of the contract 2.2 You must obtain for yourselves and at your own expense all information

necessary for preparing your Quotation. 2.3 Enquiries should be directed to submitted on the SBC e-tendering portal at

the following URL;

https://in-tendhost.co.uk/schoolsbuyingclub

2.4 Please make enquiries within five (5) days of receiving these documents. We will try to answer promptly and in any event no later than two (2) days before the submission date. Our answers shall be sent to all bidders, without disclosing the source of the enquiry.



2.5 Quotations should be submitted directly on the SBC e-tendering portal at the following URL;


QUOTATIONS MUST BE RECEIVED BY: 12:00 NOON ON THE 19TH JANUARY 2015 Late Quotations may not be considered.

3. Alternative Quotations 3.1 You may submit one Alternative Quotation, providing that this is based strictly

on the ITT, without conditions or qualifications. However, we reserve the right not to conduct a full appraisal on alternative quotations.

3.2 Alternative quotations may present an alternative method of delivering a

service or product. They must be fully priced to show how costs would differ from the primary Quotation, and must be supported with relevant documents.

3.3 Alternative quotations should not be disclosed to any member of our staff

before submission. 4. Price Schedule 4.1 Your quoted prices should include everything required to meet fully our

requirements as detailed in the Specification. Prices should be broken down to show all significant cost elements.

4.2 All prices must be in Pounds Sterling and exclusive of VAT. 4.3 If we suspect an error in pricing we may seek clarification from the bidder

concerned only. 4.4 If we need to amend the ITT, we may price these changes using your

submitted prices on a pro rata basis. If you do not agree with the revised prices you may withdraw your Quotation.

5. Quotation Evaluation 5.1 You are deemed to understand fully the processes that the Trust is required

to follow under EU and UK law, particularly in relation to The Public Contracts Regulations 2006.

5.2 We do not bind ourselves to accept the lowest or any Quotation. In particular,

after assessing all submissions we may decide to retain and develop our current arrangements.

5.3 Quotations will be evaluated on their individual merits and in terms of both

mandatory technical quality and whole life costs, so as to establish the most economically advantageous offer in terms of the criteria set out in the Specification.



5.4 Bidders who directly or indirectly canvass any of our members, officers, staff or agents concerning award of the Contract, or who directly or indirectly obtain or attempt to obtain information from any such person concerning any other bidder, shall be disqualified.

5.5 Bidders will be disqualified if they: 5.5.1 arrange with any other person to adjust the amount of a Quotation or refrain from bidding; 5.5.2 communicate to any person other than our members, officers, staff or agents the amount of a Quotation (unless in confidence to obtain information necessary for preparing the Quotation, for insurance purposes or to obtain a performance bond); 5.5.3 offer or agree to pay or pay any money, inducement or consideration directly or indirectly to any person for doing or causing to be done in relation to this or any other Quotation any act or omission. 5.6 We rely on the information provided by you during the Quotation process and

during pre-qualification. If there are material changes at any time during the Quotation period, you must advise us as soon as possible, even if this is prior to submitting your Quotation.

5.7 Due to the nature of the provision the Trust and “Schools Buying Club”

reserve the right to obtain one or more of the following audited accounts, credit reference checks, referencing from your current school customers or clients from other sectors.

6. Freedom of Information Act and Environmental Information Statement 6.1 The Trust is subject to The Freedom of Information Act 2000 (“Act”) and The

Environmental Information Regulations 2004 (“EIR”), under which we may be required to disclose information concerning the ITT process to anyone making a reasonable request.

6.2 If you consider that any of the information provided in your Quotation is

commercially sensitive you should mark this "Not for disclosure to third parties”, explaining why this information should be exempt from disclosure under the Act and the EIR.

6.3 We will try to consult you before releasing any such information to a third

party under the Act or the EIR, but we reserve the right to determine at our absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. We must make this decision in accordance with the Act or the EIR and can only withhold information if it is covered by an appropriate exemption.

6.4 The “Schools Buying Club” shall not be liable for any loss or prejudice caused

by disclosure of information: 6.4.1 that has not been clearly marked "Not for disclosure to third parties"

with supporting reasons; or 6.4.2 that does not fall into a category of information that is exempt from

disclosure under the Act or EIR; or


6.4.3 when there is no statutory duty to withhold information, and when it is in the public interest to disclose any such information.

7. Agent fee for procurement and management by the Schools’ Buying

Club

7.1 The Agent fee will be 2.5% of the total gross value of the contract excluding VAT, payable post the successful contract award arising from this ITT, by the Supplier to the Agent.

7.2 The Agency Fee is a supplier cost of sale that forms part of the overall

commercial offering to the customer and therefore should not be represented as an additional itemised cost to the contract price.

7.3 The agent fee declaration which is detailed in Appendix 1 of this document

must be signed and returned with your tender submission.


SECTION 2: Specification 1 Background

1.1 General Trust Information

The Brooke Weston Trust specialises in education and has a growing network of both primary and secondary schools details of which can be found via the following link: http://www.brookewestontrust.org .

Its Trustees are;

The Garfield Weston Foundation

Founded with the aim of supporting a broad range of activities in the fields of religion, education, the environment, the arts, health (including research) and other areas of general benefit to the community in the UK, the Garfield Weston Foundation makes generous donations to a wide range of organisations each year. The Foundation contributes three sponsor trustees to the Brooke Weston Trust and the current Chairman, George Weston, is the CEO of Associated British Foods.

Hugh de Capell Brooke Family

Hugh de Capell Brooke was a founding sponsor of Brooke Weston City Technology Trust and has been a consistently strong supporter of the school over many years, taking an active interest in its progress and development both as a CTC and in more recent times as an academy. For many years Hugh served as Chairman of the Trustees of Brooke Weston. The Brooke Weston Trust also benefits from the strong support of Hugh’s son, Alex de Capell Brooke.

Corby Developments Ltd (formerly Bee Bee Developments)

Corby Developments Ltd is a property development company with an international portfolio. A founding sponsor of Corby Business Academy, CDL continue to offer support to the Brooke Weston Trust through their nominated representative, Heneage Stevenson.

The Brooke Weston Trust currently sponsors several schools in Northamptonshire: Brooke Weston Academy, Corby Business Academy, Corby Technical School, Beanfield Primary Academy, Gretton Primary Academy, Oakley Vale and Kettering Science Academy, as well as Thomas Clarkson Academy and Peckover Primary school in Wisbech, Cambridgeshire. Student population is around 7,000, staff population is around 1,000 staff.

BWT is very committed to using technology.

Currently, Brooke Weston Trust has approximately 3,600 client devices based in faculties and staff offices, including laptops tablets desk tops and thin clients. Brooke Weston Trust is committed to incorporating computer functionality in all of our classes and ensuring we provide the right technology, for the right application in support of teaching high quality education to our students.

http://www.brookewestontrust.org/page/default.asp?title=Home&pid=1


2 General Requirements

2.1 Proposals must be signed by an authorized Bidder and all information requested must be submitted by the established deadline. Must provide the following in their response to this ITT:

2.2 Clearly indicate if any of the roles listed in this ITT will be subcontracted to another vendor. All DBS clearance certificates to be met by the bidder including subcontractors. DBS certificates must be made available to BWT prior to any works carried out within the schools. Only if applicable to this bid.

2.3 The machines will be required to be distributed to five delivery points as

follows

Brooke Weston Academy Coomb Road Great Oakley Corby Northants NN18 8LA

Kettering Science Academy Windmill Avenue Kettering Northamptonshire NN15 7EA

Corby Technical School Cottingham Road Corby Northamptonshire NN17 1TD

Corby Business Academy Academy Way Gretton Road Corby Northamptonshire NN17 5EB

Peckover Primary School Leverington Road Wisbech Cambridgeshire PE13 1PJ

2 Duration of contract 2.1 This request and subsequent purchase will be for the supply of goods and

therefore the contract will be deemed ‘one time order’ however there is also a need for subsequent warranty which will continue for a period of three years.

2.2 The Trust would like to receive the goods as soon as practically possible.


3 Technical Requirements 3.1 In order to be considered your response should ensure the mandatory

specification of the machines is met in full to the below requirements confirming your ability to meet the technical requirements and if necessary how you will implement each point.

3.2 The Trust wish to purchase three types of machines as detailed below and

imaging that supports five Trust schools individual security needs which will be provided post tender.

3.3 Manufacturer – In order to ensure the standard of machine including

components used in the manufacturing process it’s a mandatory requirement Tier one supplier machines are submitted in your response.

3.4 Staff laptop

Type Specification

Quantity 235 Processor: Minimum 4th Generation Intel® Core™ i3

Screen Size: Minimum 14” Ram: 4GB Dual Channel DDR3 SDRAM at 1600MHz Display Ports: VGA and HDMI (display port and adapter acceptable for VGA) CD/DVD Required HD: 500 GB WiFi: 5GHz Battery: Removable Warranty: Minimum 3 Year Return to Base

3.5 SMT Laptop

Type Specification

Quantity 5

Processor: Minimum 4th Generation Intel® Core™ i5 Screen Size: Minimum 14”

Ram: 4GB Dual Channel DDR3 SDRAM at 1600MHz Display Ports: VGA and HDMI (display port and adapter acceptable) CD/DVD Not required HD: Minimum 128GB SSD WiFi: 5GHz Battery: Non-removable Warranty: 3 Year onsite Next Business Day

3.6 Student Laptop

Type Specification

Quantity 131 Processor: Minimum 4th Generation Intel® Core™ i3 Screen Size: Minimum 13.3”, Maximum 14” Ram: 4GB Dual Channel DDR3 SDRAM at 1600MHz CD/DVD Not required HD: No minimum requirement, please suggest

WiFi: 5GHz Battery: Removable Warranty: Minimum 3 Year Return to Base


3.7 Operating System - All of the Brooke Weston Trust schools operate Microsoft EES agreements and so the supplied operating system is irrelevant provided it is legally upgradeable. The laptops offered must be hardware compatible with Windows 8.1.

3.8 Software Image - For all laptops pre-imaging will be required and this will differ depending on which school the laptops are being purchased for, imaging will be provided to the successful tenderer post tender.

3.9 Security - All staff and SMT specification laptops must be hardware compatible with

Bitlocker and Sophos Safeguard. 3.10 Carrying Case - For all laptops the Trust require a basic carry case of the

appropriate size, with shoulder strap. 3.11 Machine datasheets – Tenderer’s must provide detailed information relating to the

suggested machines including where feasible manufacturer datasheets 4. Fees and invoicing 4.1 The service provider (s) is required to provide its fixed fee costs (exclusive of

VAT) for each of the principal areas identified above. 4.2 Please complete the tables below:

Type Cost per unit (ex vat) Total cost (ex VAT)

Staff laptop Staff laptop warranty SMT laptop SMT laptop warranty Student laptop Student laptop warranty

Imaging Carry case

8.3 Any required changes outside this scope of services will be requested in writing by the Trust. Upon receipt of such a request the provider will be required to provide its fee estimate to the Trust for written approval to proceed. Should the provider consider it is being asked by the Trust or other third parties to carry out work outside its original scope, the provider will be required to confirm in writing to the Trust the details of such changes as well as its fee estimate. For the avoidance of doubt no additional fees will be payable by the Trust without the written approval of the Trust to proceed.

8.4 Invoices for services in connection with this scope must be submitted

to the Trust for approval and will be paid within 30 days.


8.5 In addition to the advice referred to in the scope of services above, our concern at all times is to provide cost certainty. As such, where additional services are required, our priority will be to agree an alternative estimated, capped or fixed fee (as appropriate) at the earliest opportunity. 9. Tender Deliverables for the provider (s) shall be as follows

9.1 Meeting the Scope of Services (understanding the aims and issues of the

contract) – Tenderers must describe how they are able to meet the scope of services of the project including demonstrating the submission meets the minimum specification requirement as set out in section 3 above.

9.2 Cost (VFM) – Tenderers must provide a lump sum fee (exclusive of VAT) for the work, broken down into discrete lumps for each of the scope items above with full costing information.

9.3 Expenses – An indication of any expenses that will not be included in your

lump sum fee.

9.4 Budget – Demonstration that items will be delivered within the lump sum quoted.

SECTION 3: Evaluation


1 Evaluation Criteria

1.1 This request for quotation will be evaluated using the criteria below:

Submission meets the mandatory specification requirements Pass /Fail

Cost 100%

2 Mandatory requirements 2.1 The mandatory requirements of this tender relate to the following;

2.1.1 The specification of unit suggested by tenderers meets or exceeds that laid down in section 3 for the three different types of machines.

2.1.2 All costing has been itemised and presented 2.1.3 Suggested laptop units are deemed to be manufactured by ‘Tier one’

providers. Cost 3.1 The calculation will be carried out on the following basis. The lowest price bid will score 100% of available marks. All other bids will then score 100% of available marks less the percentage of available marks by which their price exceeds the lowest bid. All bids that are 100% or more in excess of the lowest bid shall score a zero for price.

3.2 For clarity, an example has been provided.

Supplier Price Difference to

Lowest Bid Percentage Score

Supplier A £100 0 100% Supplier B £120 20 80% Supplier C £150 50 50% Supplier D £200 100 0%


SECTION 4: Timetable 1.0 Timetable

22/12/2014 Tender sent out to providers

19/01/2015 Bids received from providers by 12:00 noon

20/01/2015 – 23/01/2015 Review of tenders

08/02/2015 Preferred bidder appointed


SECTION 5: Quotation Certificate

DECLARATION OF COMPETITIVE BIDDING I/We declare that: This is a bona fide quotation, intended to be competitive, and that I/we have not fixed or adjusted the amount of the quotation by or under or in accordance with any agreement or arrangement with any other person. We have not and will not do at any time before the hour and date specified for the return of this quotation any of the following acts:-

(a) communicate to a person, other than the Authorised Officer, the amount or approximate amount of the proposed quotation except where the disclosure, in confidence, of the approximate amount of the quotation is necessary to obtain insurance premium quotations required for the preparation of the quotation.

(b) enter into any agreement or arrangement with any other persons that they shall refrain from quoting or as to the amount of any quotation to be submitted.

(c) offer, pay, give or agree to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or causing to be done any act or thing of the sort described above.

I/we agree that this declaration will form part of any contract with the School resulting from acceptance of this quotation and that any breach of this declaration and will be deemed a breach of that contract entitling the School to determine the contract forthwith or to take advantage of any provision in that contract entitling the School to determine my/our employment under that contract. To Brooke Weston Trust It is agreed that the acceptance by letter on behalf of the (enter company name) of this quotation, either in whole or in part, will constitute a contract for the supply of such items or services and I/we, the under-signed HEREBY UNDERTAKE to supply the goods or services on the terms and conditions and in accordance with any specification contained or incorporated in the invitation to quotation and I/we agree, if so required, to enter into a further agreement and bond for the due performance of the contract. (It must be clearly shown whether the bidder is a limited company, statutory corporation, partnership or single individual, trading under his own or another name, and also if the person signing is not the actual bidder, the capacity in which he signs or is employed) Signature: …............................................................................... (authorised agent of the bidder) Name: ….......................................................................……….. (please print) Position held: ….......................................................................... Name & Address of bidder: …..................................................... …................................................................................................. Telephone No: …........................................................................


Date: ………………………

SECTION 6: Other Information

Other Information (to be attached on separate sheets)


APPENDIX 1 AGENT FEE To: The Schools’ Buying Club (hereinafter called “the Agent”) 1. Agent fee for procurement and management by the Schools’ Buying Club

2. The Agent fee will be 2.5% of the total gross value of the contract excluding

VAT, post the successful contract award arising from this ITT, by the supplier to the Agent.

3. Agent fee payments to the Agent by the supplier shall apply to the total value

of the contract entered into by the School with the supplier that relate to this ITT (Ref: SBC-SJ-10024) for the full duration of the contract from the date of the School’s award and any subsequent addendums/variations that result in increased supplier offering under this contract.

4. The Agent fee will be due upon contract award for the entire period of the

contract and will be paid within 30 days of receiving the invoice from the agent Schools’ Buying Club.

5. The Agency Fee is a supplier cost of sale that forms part of the overall

commercial offering to the customer and therefore should not be represented as an additional itemised cost to the contract price.

6. Items and/or provisions purchased to support the delivery of the contract will

be reported and paid retrospectively to the Agent by the supplier 7. Payments left outstanding over the payment term in clause 3 will be subject to

an additional fee of 3% above Barclays Bank PLC base rate.

………………………………………………………………………........ Signature (duly authorised on behalf of the tenderer) ………………………………………………………………………………… Print name …………………………………………………………………………. On behalf of (organisation name)