Occ Health Spec No 3
Invitation to Tender
Computer Hardware Maintenance
1. Purpose and Aims of the Contract
Derbyshire and Nottinghamshire Chamber of Commerce (DNCC) is seeking proposals for a computer maintenance contract covering file server and ICT infrastructure hardware at the following locations:
Chesterfield Commerce Centre
Canal Wharf
Chesterfield
Derbyshire
S41 7NA
Commerce House
2 Victoria Way
Pride Park
Derby
DE24 8AN
Nottingham Commerce Centre
8 Experian Way
NG2 Business Park
Nottingham
NG2 1EP
The contract will be for the period 1 April 2014 – 31 March 2015.
This invitation to tender is open to fully subscribed Chamber Members only.
2. Introduction
DNCC has mixture of HP, Compaq & Dell file server hardware. All production hardware within DNCC is either covered by initial manufacturers’ support or is subject to support from 3rd Party where the initial warranty period has expired.
DNCC wishes to appoint a 3rd party to provide hardware maintenance service support for the equipment as specified in Appendix A.
3. Specification Detail
The equipment to be supported via a hardware maintenance contract is detailed in Appendix A ‘Hardware Maintenance - List of Equipment 2014-15’.
No response time for services is specified as part of this tender – tenderers are requested to provide options and itemised pricing for response times of service.
4. Scope
Tenders must include:
· A proposal providing details of your relevant experience to meet the requirements of this tender.
· Completion of the Standard Details Questionnaire
· A detailed breakdown of costs (excluding VAT)
5. Management and reporting structure
The successful contractor will report to DNCC ICT & FACILITIES MANAGER, Carl Vaughan.
6. Charges and Terms of Payment
The price payable to the successful contractor for the service will be agreed in writing between the parties prior to the commencement of the Contract. Accounts for the Service provided will be submitted to DNCC in arrears, quoting any order numbers where applicable together with supporting evidence to justify the accounts.
DNCC will have the right to withhold payment against any invoice which is not submitted in accordance with the Contract or which covers or purports to cover the service or part thereof which has not been provided in accordance with the contract.
7. Equipment
The successful applicant will be expected to provide their own equipment.
8. Confidentiality and Security
The successful contractor shall ensure that all personnel maintain confidentiality and observe data protection while delivering the requirements of the contract. DNCC is accredited to ISO27001 Information Security standard and the successful contractor will adhere to these standards if not accredited in their own right.
The provider shall not otherwise dispose or part with possession of any material or information provided to it by DNCC pursuant to the contract as prepared by the contractor, other than in accordance with the express written instructions of DNCC. The contractor shall ensure that upon termination of the contract any information shall be returned to DNCC.
9. Indemnity and Insurance
You must provide details of your current insurance cover as per Section 5 “INSURANCE” of the Standard Details Questionnaire
10. Award of the contract
Tenders will be scored by an internal evaluation team consisting of 3 representatives of DNCC. It is envisaged that this scoring and evaluation exercise will take no longer than one working day.
The tender will be scored and weighted as detailed in the scoring criteria below. Tenderers are asked to submit within their tender, information that will correspond to the key areas of evaluation as follows:
1. The qualifications, experience (existing customer testimonials), expertise and skills of the tenderer relevant to the tender scope. (weighting 3 points)
2. Detailed breakdown of price showing all elements of expenditure relating to the contract (weighting 5 points)
3. Details of Quality Management systems, monitoring and evaluation measures and standards employed (weighting 2 points)
11. Evaluation scoring process
Proposals will be evaluated using specific criteria and weightings for scoring are noted at the end of each criteria.
The scoring panel will use the following framework to weight each final score per sub criteria:
0 points - Criteria has either not been addressed or answer given is totally incorrect. Criteria addressed very badly, demonstrating minimal understanding of the key issue/s and/or an inappropriate response to them
1 point - Demonstrating some (but limited) understanding of the key issue/s and/or proposing a poorly developed response to it/them
2 points - All/most points addressed competently or some addressed very well whilst other parts of the response were weak – a satisfactory response
3 points - All points addressed very well (giving real confidence in the individuals’ abilities) or some addressed excellently, whilst other parts of the response were weaker, but still competent. A perfect or near perfect answer. All “questions to evaluate” should have been addressed well, inspiring confidence in the bidder’s abilities. Where there are clear indications that the individuals understanding/proposals are likely to lead to a step forward in terms of quality of provision
4 points – All responses exceeded expectation
The judgement of DNCC is final.
12. Timescale for the award of contract
There is the opportunity to raise any questions about this opportunity before the tender quotation is submitted. Questions should be sent via email to and responses will be communicated to all tenderers. We regret we are unable to accept or respond to questions via telephone.
Tender documents available from: 24 February 2014
Tender return deadline: 17.00am on 10 March 2014
Initial evaluation on 14 March 2014
Contract awarded: 14 March 2014
These dates are unlikely to change, but may need to if the volume of responses is very high.
Please submit 2 hard copies of your tender to the address below along with an online version emailed to :
Carl Vaughan
Derbyshire and Nottinghamshire Chamber of Commerce
Commerce Centre
Canal Wharf
Chesterfield
Derbyshire
S41 7NA
T + 44 (0)01246 207207
F + 44 (0)01246 233228
It must be recognised that DNCC reserves the right to withdraw this tender document without notice.
13. Tenders Excluded
No tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tender with an officer of DNCC. If a tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming damages from the successful tenderers.
It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions other than those provided in the contract documents and (b) is delivered out of time or in a manner other than specified in the specification.
14. Collusive Tendering
In submitting a tender against this contract, the tenderer confirms that he has not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person.
The tenderer also certifies that at no time, before or following the submission of the tender, has the tenderer carried out any of the following acts:
· communicating to a person other than the person calling for tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance;
· entering into any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted;
· offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above. The context of this clause the word “person‟ includes any persons and any body or association, corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not.
15. Freedom of Information
Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act 2000.
Tenderers should state if any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act.
It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether or not information is exempt. However Tenderers should note that no information is likely to be regarded as exempt forever.
It must be noted that DNCC retains the right to assess all submissions and possibly amalgamate and change scopes of supply to achieve best value for money.
Tenders submitted after the stipulated time and dates advised will be rejected and returned to the tenderer, unless clear evidence of posting (by first class post on a day preceding the closing date) is available.
Late tenders dispatched other than by post will automatically be rejected. Tenders may not be submitted by fax.