IT Hardware – Short Deadline

Type of document: Contract Notice
Country: United Kingdom

1. Title: IT HARDWARE – SHORT DEADLINE
2. Awarding Authority: Gyrfa Cymru Careers Wales, Finance, 53 Charles Street, Cardiff, GB, CF10 2GD. Tel: 03001323833. Email: paul.powell@careerswales.com. Web: (Paul Powell)
3. Contract type: Supply contract
Single stage – Any candidate may submit a tender.
4. Description: The principal activity of CCDG is to provide careers information, advice and guidance service (including placement into employment, training and education for young people), the vetting of employers who provide work experience placements and the facilitation of links between education and business.
The Awarding Authority require a single quote for the provision of the following supplies:
Microsoft – Microsoft Surface Pro – Tablet – M1796 – Core i5 7300U / 2.6 GHz – Win 10 Pro 64-bit – 8 GB RAM – 128 GB SSD – 12.3″ touchscreen 2736 x 1824 – HD Graphics 620 – Wi-Fi, Bluetooth – commercial – UK – KJS-00002
Quantity 80
Microsoft – Microsoft Surface Pro Type Cover (Black) – UK – FFQ00003
Quantity 80
5. CPV Code(s): 30000000, 30210000, 30200000, 30230000
6. NUTS code(s): UKL, UKL2, UKL22, UKL, UKL1, UKL14, UKL, UKL1, UKL11, UKL, UKL1, UKL12, UKL, UKL1, UKL13, UKL, UKL2, UKL24, UKL, UKL2, UKL22, UKL, UKL2, UKL23, UKL, UKL2, UKL21, UKL, UKL1, UKL15, UKL, UKL1, UKL16, UKL, UKL1, UKL18, UKL, UKL1, UKL17
7. Main site or location of works, main place of delivery or main place of performance: UK – All
Wales
West Wales and The Valleys
Isle of Anglesey
Gwynedd
Conwy and Denbighshire
South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
Bridgend and Neath Port Talbot
Swansea
East Wales
Monmouthshire and Newport
Cardiff and Vale of Glamorgan
Flintshire and Wrexham
Powys
8. Reference attributed by awarding authority: WA Ref:87251
9. Estimated value of requirement: Not provided.
10. Time-limit for receipt of completed tenders 23.11.2018 (12:00:00).
11. Address to which they must be sent: For further information/documentation regarding the above contract notice please visit
12. Other information: NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
Total quantity or scope of tender
The tender will be scored based on the following criteria:
Price: 70% of the overall score
Quality 30% (split as follows):
10% Delivery time
10% After Sales Services
10% Sustainability and environmental practices.
Minimum standards and qualification required
1.Tendering Terms
CCDG reserves the right to reject or disqualify a Tenderer where:
the tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG’s submission requirements.
the Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or
the Tenderer contravenes any of the terms and conditions of this tender; and/or
there is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer; and/or
The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.
CCDG further reserves the right to:
cancel the tender process at any stage for any reason;
require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information. (Failure to respond adequately may result in the disqualification of a Tenderer);
amend the terms and conditions of the tender process; and/or
award only part of the contract.
CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the Products required and CCDG shall not be liable to any Tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the Tenderer.
Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.
Communication
All contact must be made through PAUL POWELL who will facilitate appropriate contact with other relevant persons. Contact should be made by email to paul.powell@careerswales.com
Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.
Clarification
Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to Paul Powell before 5pm on 22/11/2018 to the email address set out in section 1.6
If a question or request for clarification or further information is not made by the date referred to in section 1.8, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.
Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.
Right to Amend
CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.
Confidentiality
Save as specified below, CCDG and its advisors will keep confidential the tenders and any other information supplied by Tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.
Tenderers must be aware that at key stages CCDG may be obliged to disclose detailed information relating to Tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.
Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.
Freedom of Information and Environmental Information Statement
CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).
As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.
If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as “Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.
CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its 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. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.
Canvassing and non-collusion
Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.
Any collusion between Tenderers, combining of Tenderers or transfer of any equity partner, development manager, advisor or subcontractor from one Tenderer to another may lead to the exclusion of the Tenderers involved at the discretion of CCDG.
Tenderers are required to return the Form Of Tender, Certificate of Non-canvassing and Non-collusive Tendering as set out in Appendices 1, 2 and 3 .
Costs
All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.
Compliance with Legislation
Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2015.
Compliance with all relevant legislation is required both in the contract award procedure and during the term of any resultant contract
Jurisdiction and governing laws
All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.
Disclaimer
None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:
makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or
accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.
Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG’s ultimate decisions in relation to this project.
No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.
In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.
CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG. Some products listed are optional and may not be purchased. If a decision is taken not to purchase a product then the tender costs will be reduced accordingly prior to marking.
2. Tender Process
The tender will be scored based on the following criteria:
Price: 70% of the overall score
Quality 30% (split as follows):
10% Delivery time
10% After Sales Services
10% Sustainability and environmental practices.
Price
Tenderers will be expected to submit a single quotation for the total cost of the supplies requested.
Quality 30%
Delivery date – 10%
Please indicate the guaranteed turnaround time from order to delivery.
After Sales and Technical Services 10%
Please provide a response to the following question maximum words 300: Describe your after sales services and techniques which bring added value to Careers Wales.
Environment 10%
The Awarding Authority Embrace Sustainable Development principles in all aspects of procurement to ensure that environmental, social and economic factors are considered within the framework of value for money’
Please provide a response to the following question maximum words 300: The Awarding Authority are keen as a company to ensure that all packaging is recyclable. Please explain your companies approach to the recyclability of its product packaging.
Submission Details
A total of three hard copies of the tender document should be provided. Faxed or emailed tenders will not be accepted.
They should be delivered to the Careers Wales no later than noon on Friday 23rd Nov 2018. Tenders received after this date will not be considered.
All tenders should be sent to:
Paul Powell
53 Charles Street
Cardiff
CF10 2GD
Estimated award date: 26-11-2018
Language or languages in which tenders or requests to participate can be drawn up: EN
WELSH
Additional Information
It should be noted that:
1. Careers Wales will not be liable for or pay expenses or losses whatsoever which
may be incurred by any tenderer in the preparation of a submission.
2. The contract will be awarded based on the following criteria:
Overview of Scoring
Price and Compliance
The lowest price submitted will be awarded the maximum score of 50 for price alone, with tenderers thereafter being allocated a relative score which will be 50 marks less the percentage difference from the lowest price.
For example lowest price is £40,000 the next lowest is £50,000 the second lowest tender would score 50 – (10,000/40,000×100) = -12 score of 38.
Quality 30%
Delivery date 10% – the company offering the earliest guaranteed delivery date will receive 10% of the marks. Other bidders will lose 1% of the total available marks for every 2 days after the earliest delivery date. A score of zero will be awarded for delivery greater than 18 days from the earliest delivery date.
The remaining questions will be scored using the following scoring methodology:
1. Very Good or Fully Compliant Submission -which meets all requirements and is fully explained in comprehensive detail – between 90 to 100% of the marks available
2. Good or Fully Compliant Submission -which meets all the requirements and is explained in reasonable detail between 70% and 80% of the marks available
3. Satisfactory or Compliant Submission -which meets the essential requirements and is explained in adequate detail 50% to 60% of the marks available
4. Weak or Partially Compliant (Minor issues) Submission where some areas falls short of requirements and is poorly explained 30% to 40% of the marks available
5. Unacceptable or Non Compliant (Major issues) Submission which fails to meet requirements and is not explained10% to 20% of the marks available
The following represents the indicative timescale for the key stages of the tender process. These dates are subject to change
Issue of Invitations to Tender – 16th NOV 18
Receipt of tenders – 23rd Nov 18
Notification of Agreement award – 26th Nov 18
The additional documents relating to this notice are available from the website above
Please visit the website above for documentation
TKR-20181117-EX-908384