General IT Equipment for Concern Worldwide

Request for Tender General IT Equipment for Concern Worldwide

November 2017

1 | P a g e Table of Contents

2 | P a g e Introduction

1.1 Concern Worldwide invites responses (“Tenders”) to this Request for Tenders (“RFT”) from economic operators (“Tenderers”) for the provision of the services as described in Appendix 1 to this RFT, “Requirements and Specifications”, (“the Services”). Concern Worldwide is the contracting authority for this competition (“the Contracting Authority”). 1.2 The title of this RFT is General IT Equipment for Concern Worldwide (“RFT Title”). 1.3 This competition relates to the purchasing and supply of general ICT equipment required by the Contracting Authority. 1.4 Tenders must be received not later than 4pm on November 17th, 2017. Tenders that are received late WILL NOT be considered in this competition. 1.5 It is the Contracting Authority’s intent to select a primary and secondary supplier.

Instructions to Tenderers to this RFT

2.1.1 All information supplied by Tenderers may be treated as contractually binding on the Tenderers if accepted by the Contracting Authority. 2.1.2 No commitment of any kind shall exist unless and until a formal written contract has been executed by or on behalf of the Contracting Authority. Any notification of preferred bidder status by the Contracting Authority shall not give rise to any enforceable rights by the Tenderer. The Contracting Authority may cancel this procurement competition at any time prior to a formal written contract being executed by or on behalf of the Contracting Authority. The Contracting Authority does not bind itself to accept the lowest price of any Tender. 2.1.3 This RFT supersedes and replaces all previous documentation, communications and correspondence between the Contracting Authority and Tenderers. Tenderers should place no reliance on such previous documentation and correspondence. Tenderers to this RFT should study the contents of this RFT carefully, including the information and documents contained in Appendix 1. 2.2 Compliance 2.2.1 Failure to comply with the requirements of this paragraph 2.2.1 may render the Tender non-compliant and the Tender may be rejected. Tenderers must: a. Include all documentation specified in this RFT; b. Follow the format of this RFT and respond to each element in the order as set out in this RFT; c. Comply with all requirements as set out within this RFT. 2.2.2 If the RFT is altered or edited in any way, the subsequent Tender may be deemed non- compliant and may be rejected. 2.2.3 Failure to comply with the requirements of this paragraph 2.2.3 will render the Tender non-compliant and it will be rejected. Tenders must: a. Be received by the Contracting Authority in accordance with paragraphs from 2.5 below; b. Be submitted in English language only. 2.2.4 The Contracting Authority shall consider all compliant Tenders against the Qualification and Award Criteria in chapter 3 of this RFT. 2.3 Services Contract

3 | P a g e 2.3.1 The Contracting Authority will, subject to the right of cancellation of this competition (as set out at paragraph 2.1.3 above and at paragraph 3.3 below), select the successful Tenderer(s) to provide the Services sought under this RFT.

2.4 Tender Submission Requirements

2.4.1 Tenders must be submitted through the e-mail to the appointed address ([email protected]) only. 2.4.2 Tenders must be received not later than 4pm on November 17th, 2017. Tenders that are received late WILL NOT be considered in this procurement competition. 2.4.3 Each Tenderer is limited to submitting one Tender in his own capacity and one Tender as part of a consortium/group of undertakings under this RFT. 2.4.4 In responding to this RFT all Tenders must follow the format of the RFT and respond to each element of the RFT in the order as set out in this RFT. 2.4.5 This Clause applies only to certain RFTs; it applies to this RFT. All Tenders must be compiled such that they can be read immediately using PDF readers. The Contracting Authority is not responsible for corruption in electronic documents. Tenderers must ensure electronic documents are not corrupt. 2.5 Queries and Clarifications 2.5.1 All queries or requests for clarification relating to any aspect of this competition or of this RFT must be directed to [email protected] Queries or requests for clarifications will be accepted no later than 4pm on November 15th, 2017 unless otherwise published by the Contracting Authority. 2.5.2 The Contracting Authority reserves the right to issue or seek written clarifications. 2.5.3 The Contracting Authority reserves the right to update or alter the information contained in this document at any time up to 6 days before the final date for receipt of Tenders. Participating Tenderers will be so informed through email. In the event of such updates or alterations the Contracting Authority reserves the right to postpone the deadline for the receipt of Tenders so as to allow Tenderers sufficient time to respond. 2.6 Tendering Costs All costs and expenses incurred by Tenderers relating to their participation in this procurement competition including, but not being limited to, site visits, field trials, demonstrations and/or presentations shall be borne by and are a matter for discharge by the Tenderers exclusively. 2.7 Confidentiality 2.71 All documentation, data, statistics, drawings, information, patterns, samples or material disclosed or furnished by the Contracting Authority to Tenderers during the course of this public procurement competition: a. are furnished for the sole purpose of replying to this RFT only; b. may not be used, communicated, reproduced or published for any other purpose without the prior written permission of the Contracting Authority; c. shall be treated as confidential by the Tenderer and by any third parties (including subcontractors) engaged or consulted by the Tenderer; and d. must be returned immediately to the Contracting Authority upon cancellation or completion of this public procurement competition if so requested by the Contracting Authority.

4 | P a g e 2.8 Publicity No publicity regarding this competition, the award of a contract or the execution of the Services Contract is permitted unless and until the Contracting Authority has given its prior written consent to the relevant communication.

2.9 Registrable Interest Any Registrable Interest involving the Tenderer/subcontractor and the Contracting Authority, employees and officers of the Contracting Authority and their relatives must be fully disclosed in the Tender or, in the event of this information only coming to their notice after the submission of a Tender and prior to the award of the contract, it should be communicated to the Contracting Authority immediately upon such information becoming known to the Tenderer/subcontractor. The terms ‘Registrable Interest’ and ‘Relative’ shall be interpreted as per Section 2 of the Ethics in Public Office Act 1995, a copy of which is available to download at www.finance.gov.ie. The Contracting Authority will, at its absolute discretion, decide on the appropriate course of action, which may in appropriate circumstances include eliminating a Tenderer from the competition or terminating any contract entered into by a Tenderer.

2.10 Industry Terms Used in this RFT Where reference is made to a particular item, source, process, trademark, or type in this RFT then all such references are to be given the meaning generally understood in the relevant industry and operational environment. 2.11 Tax Clearance 2.11.1 It will be a condition of the award of any contract under this RFT that the successful Tenderer shall for the term of any such contract, comply with all EU and domestic taxation law and requirements, including but not being limited to Circular 43/2006 issued by the Department of Finance. This Circular and further information is available at www.finance.gov.ie and www.revenue.ie.

2.12Conflicts of Interest Any conflict of interest or potential conflict of interest on the part of a Tenderer, individual employees, agents, or subcontractors of a Tenderer must be fully disclosed to the Contracting Authority as soon as the conflict or potential conflict is or becomes apparent. In the event of any conflict or potential conflict of interest, the Contracting Authority may invite Tenderers to propose means by which the conflict might be removed. The Contracting Authority will, at its absolute discretion, decide on the appropriate course of action, which may in appropriate circumstances include eliminating a Tenderer from the competition or terminating any contract entered into by a Tenderer.

2.15 Withdrawal from this Procurement Competition Tenderers are required to e-mail [email protected] immediately if at any stage they decide to withdraw from this competition.

5 | P a g e Qualification and Award Criteria

3.1 Compliant Tenders Tenderers who submitted their applications considering to above will be evaluated in accordance with the Qualification and Award Criteria. 3.2 Qualification Criteria 3.2.1 Economic and Financial Standing All Tenderers must demonstrate that they can meet the following financial and economic standing requirement(s) and upon request must be able to furnish the following documentation. If requested, tenderers must provide evidence of overall turnover for the previous three years or pro-rata if more recently established by way of either a statement from the auditor or latest audited financial statements. Tenderers must provide the specified documentation when requested by the Contracting Authority. However, where the Tenderer is unable, for a valid reason, to provide the specified documentation, the Tenderer must inform the Contracting Authority of that valid reason as to why the documentation cannot be supplied and provide such other suitable alternative documentation to prove, to the satisfaction of the Contracting Authority, their economic and financial capacity. 3.3 Award Criteria 3.3.1 Only those Tenderers who have qualified in accordance with paragraph 3.2 of this RFT will proceed to be evaluated under this paragraph 3.3. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of the Contracting Authority. Any award of notification of preferred bidder status by the Contracting Authority shall not give rise to any enforceable rights by the Tenderer. The Contracting Authority may cancel this competition at any time prior to a formal written contract being executed by or on behalf of the Contracting Authority. The Contracting Authority does not bind itself to accept the lowest priced or any tender. The Contracting Authority will apply the following award criteria

Award Criteria Total 1 Cost (Overall cost (including detailed breakdown to 70% provide the solution to meet the given requirements)) 2 Technical Specifications, Quality and Guarantee 15% provided. 3 Meeting Requirements - Understanding the needs 15% of Concern. Service Delivery. Total 100

3.3.3 The award of contract (if any) to the highest ranked Tenderer (as determined by paragraph 3.3), will be conditional upon: a. the Tenderer submitting the documentation if required within 7 days of notification by the Contracting Authority; and 6 | P a g e b. if required, the documentation submitted demonstrating that such Tenderer has the economic and financial capacity 3.4 Presentation of Proposals Tenderers may be required to make a presentation of the proposal contained in their Tender. The Contracting Authority will not be responsible for the cost of such presentations (in accordance with paragraph 2.8). Performance at presentations will NOT be evaluated.

7 | P a g e Appendix 1: Requirements, Pricing and Specifications

1.1 Introduction Concern Worldwide employs approximately 2800 computer-using staff located in over 80 offices around the world.

2.1 Products and Pricing Schedule:

Concern Worldwide have established a list of general IT equipment which will be required in 2017/8/9. Budget permitting, we plan to purchase many of these items in the coming years.

Product code Description Approx. Price quantity ordered 2016 PC’s and Servers Y7Z68EA Laptop - HP ProBook 440 G4 I5 256GB 200 SSD 8GB RAM 1080p Y7Z74EA Laptop - HP ProBook 440 G4 i7 256GB 10 SSD 8GB RAM 1080p P9B70A Server - HP MicroServer Gen8 1 860184-035 Server - HP Proliant ML350 Gen 9 1 Z2608EA#ABU Desktop - HP 280 i5 8gb Micro tower 10

Tablets & Accessories SM-T280 Samsung Tab A 8gb 7" Wi-Fi only EU 150 SM-T285 Samsung Tab A 8gb 7" LTE & Wi-Fi EU 20 Rhino Protective case for Samsung Tab A 7" 170

RAM & Hard Drives CT102464BF160B Crucial - DDR3L - 8 GB - SO-DIMM 204- 60 pin CT8G4SFD8213 Crucial - DDR4 - 8 GB - SO-DIMM 260-pin 10 HPE HPE 8GB (1x8GB) Single Rank x4 DDR4- 2 2400 CAS-17-17-17 Registered Memory Kit MZ-75E250B/EU Samsung EVO 250gb SSD 60 MZ-75E500BW/EU Samsung EVO 500gb SSD 10 HPE(820077-B21) HPE 4GB (1x4GB) Single Rank x4 PC3- 4 12800E (DDR3-1600) Unbuffered CAS-11 Memory Kit WD20EFRX WD RED - 2TB 4 WD30EFRX WD RED - 3TB 4

Peripherals and Accessories 8 | P a g e CN600 Targus Backpack 150 PNOTEPROC6-EC APC Notebook Surge Protector 3pin 150 connection 100-240v MS1850 Microsoft USB Mouse 50 Logitech K120 USB Keyboard 50 LX3000 Microsoft USB Headset 50 Iyama B2280HS-B 23" Monitor Height Adjustable 1080p 40 805291-001 Battery - Spare ProBook 440 5 718755-01 or Battery - Spare ProBook 640 5 H5G66ET#ABU CBI3292A or Battery - Spare ProBook 6460/6470b 5 QK642AA 677777-001 AC Adaptor 90W - ProBook 640 5 ED495ET AC Adaptor 65w - ProBook 5 HP 710412-001 AC Adaptor HP ProBook 440 5 Q2044A HPE RDX Cartridge - 1TB 5 C8S07B HPE RDX External Docking Station - 1TB 5

We will only accept alternative products for those items which are not Desktops, Laptops or Servers as part of the Tender process. However, if a Desktop, Laptop or Server goes end-of- life, the supplier must notify the customer three months in advance with the specification of the new model version.

The indicated quantities ordered in 2016 is for reference only and not an indication of future requirements. Please refer to section 2.6 Pricing in this Appendix for further information.

Additionally we may alter our preferred PC vendor, please indicate if you are in a position to supply Dell pc’s.

We will only accept proposals for new equipment and only from your business line. Discontinued, refurbished or models from a Consumer line will not be accepted.

2.2 Software Configuration for Laptops and Desktops

Concern Worldwide have established a standard image for its computers. This image is customised to meet Concern’s software needs. This image is hardware dependent so the supplied PC model cannot deviate from the specified model without prior approval from Concern. E.g. the HP 440 G4 works with version 1.0 of our image, before we proceed to the 440 G5, we will need to ensure that it also works with the same version.

We will provide you with our standard image on external storage media which you will then incorporate into your imaging process. Concern expects that this image shall be installed by the vendor on any PC we purchase prior to its delivery at the Concern office.

We may provide updates to the standard image as they become available, either a major revision (e.g. V2 to V3), or incremental supplements (e.g. V3 to V3.1), which would be an “add-on” to the main version.

9 | P a g e Please include in your response a detailed explanation of how your organisation would handle hardware and software compatibility issues with Concern’s standard image. Please indicate cost ‘if any’ that will be incurred by the customer.

2.3 Service and Support

Our minimal requirements for “DOAs -Dead on Arrival” or to replace problematic equipment are: i. New Equipment Purchased: 30 day returns policy, no questions asked, for DOA equipment. The 30 days start from date of delivery. Equipment is replaced with new equipment. ii. After 30 days and during the term of warranty:

1. Replace equipment after the 2nd attempt to resolve solution. 2. Replace equipment if three service calls were made for the same problem within a three-month period. 3. Replacement equipment is the same or equivalent model available at the time of service.

All shipping costs, taxes, and/or duties to return the faulty machine is the responsibility of the Supplier. Customer will not be invoiced for any of the charges mentioned above. Supplier will arrange for pick-up at Customer’s site.

2.4 Recycling Service

We require our excess of ‘old and unused’ equipment to be disposed of in a manner which does not harm the environment. Systems and/or its components can either be re-sold for use elsewhere or can be recycled in an environmentally friendly process. Please provide, in detail, your full recycling services. The customer will not incur any cost to this regard as part of the WEEE legislation.

If a subcontractor provides such services for your organization, provide the company name, address and contact information.

2.5 Delivery of Goods

Our goal is to have a 15 business day turnaround from order placement to delivery of goods to all our locations Worldwide and a 10 business day turnaround from order placement to delivery of goods to all our Dublin Office. This requirement will be for all orders of our standard products as described in 2.1. Any custom orders will be based on market availability at the time of purchase, but shall not exceed 30 days for delivery.

Concern draws your attention to Section 2.8 which details all the countries in which we operate at present. As circumstances may require this list may change over time.

As a charity we expect the Tenderer not to seek profit from delivery to Ireland or worldwide. We also expect that the Tenderer will endeavour to command best price possible from their logistics sub-contractors. We reserve the right to review delivery procedures and pricing with the Tenderer at regular intervals.

10 | P a g e 2.6 Pricing

To aid you in your pricing structure, we spent approximately €1million euros on IT equipment acquisitions in our last fiscal year. Your pricing scheme must be based on an IDIQ (Indefinite Delivery, Indefinite Quantity) contract. We are not able to define actual forecasting numbers.

2.6.1 Product: Provide your best and final price on the model(s) and peripherals you have recommended in 2.1

a) Base pricing must be consistent for all locations. b) Provide the discount on pricing on all ancillary products not listed in 2.1 that you will offer to the Contracting Authority. 一.1 2.6.2 Software Configuration: Provide your best and final price for the software configuration as described in section 2.3

2.6.3 All prices quoted must be all-inclusive (i.e. including but not being limited to all costs/expenses/indexation), be expressed in Euro only and exclusive of VAT. The VAT rate(s) where applicable should be indicated separately. 2.6.4 Tenderers must confirm that all prices quoted in the Tender will remain valid for 12 months commencing from the closing date for the receipt of Tenders. 2.6.5 Tenderers must complete 2.1 Products and Pricing Schedule.

2.7 Additional Information

2.7.1 Environment: Please state what your company does to help the environment and what policies and procedures you have in place.

2.7.2 Pilot: If we determine that a new product is required are you in a position to advance Concern this equipment so it can be tested thoroughly before a large scale deployment.

2.8 Attachments.

Concern Worldwide Field Locations. http://www.concern.net/where-we-work

Fundraising and Admin Offices:

Ireland, Dublin; UK, London; UK, Belfast; USA, New York; USA, Chicago; Korea, Seoul.

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