Specification and Conditions
for
Student PC Refresh - Teaching Labs
Submissions with subject line ‘Student PC Refresh - Teaching Labs’ to be returned complete with all the
requisite supporting information to:
[email protected]
NO LATER than 12 NOON on THURSDAY 13th AUGUST 2015
Dear Sir or Madam,
St Mary’s University College Student PC Refresh - Teaching Labs
The College invites you to submit an offer for the supply of the above equipment.
This document, detailing the required specification and associated conditions, consists of the following
sections:
1
BACKGROUND INFORMATION ...................................................... Error! Bookmark not defined.
2
INSTRUCTIONS TO TENDERERS ................................................... Error! Bookmark not defined.
3
EVALUATION CRITERIA .................................................................. Error! Bookmark not defined.
4
FORMS AND DECLARATIONS ......................................................... Error! Bookmark not defined.
5
EQUIPMENT COSTINGS .................................................................... Error! Bookmark not defined.
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CHECKLIST .......................................................................................... Error! Bookmark not defined.
The College’s standard Terms and Conditions for equipment purchase will apply. The documentation is
available at
http://www.smucb.ac.uk/tenders
Please note that your return must a signed copy of each form within Part 4 ‘FORMS AND
DECLARATIONS’, and signed copy of the completed equipment costings at Part 5.
The closing date for return of tenders is Thursday 13th AUGUST 2015 at 12noon to:
[email protected]
Failure to supply any of the required information may result in the application not being considered.
Under no circumstances will late tenders be considered.
The College is not obliged to accept the lowest or any tender.
Yours sincerely
Dr David Maley
Computing Services Manager
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1
BACKGROUND INFORMATION
1.1
ST MARY’S UNIVERSITY COLLEGE
St Mary’s University College (subsequently referred to as “the College”) has roughly 1000 students and 150
staff on its single campus on the Falls Road in Belfast. The Mission of the College is to make a distinctive
contribution of service and excellence, in the Catholic tradition, to higher education in Northern Ireland.
The website www.smucb.ac.uk gives further background details of the College.
The College maintains an IT infrastructure to support its learning, teaching, assessment, administration,
management and quality improvement. The College recognises the strategic importance of this infrastructure
to fulfilling its objectives, and is committed to making a commensurate long-term investment in maintaining
and developing this infrastructure in accordance with its requirements. Investment in the previous three
years has involved firstly the replacement of the main server farm, secondly the SAN, and last year the
replacement of the switching fabric. Funding is now available to replace one or more of the student PC
suites.
1.2
OBJECTIVES BEHIND THE INVITIATION TO TENDER (ITT)


to ensure that the shared PC facilities provided for student learning are fit for purpose, and of a
comparable or better standard than those provided elsewhere in the sector e.g. McClay Library at
QUB
to ensure consistency in the standard of shared PC facilities throughout the College and for these
facilities to be seen to support the College’s aim to provide a high-quality environment for learning
and teaching.
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2
2.1
INSTRUCTIONS TO TENDERERS
Completion and Submission of Tender Documentation
The documents completed as directed should be returned to
[email protected]
To arrive no later than 12 noon on Thursday 13th AUGUST 2015
Tenderers will be advised of successful receipt of their tender.
Late Tenders will not be considered.
All submissions must be in the English Language
Tenders must be fully compliant with the requirements detailed in the Tender documentation.
Tenderers may also be rejected if the required information is not given at the time of tendering.
2.2
Costs and Expenses
Tenderers will not be entitled to claim from the College any costs or expenses which may be incurred in
preparing their Tender whether or not it is successful.
2.3
Terms & Conditions
The College’s standard terms and conditions for the purchase of goods will apply. These are included as
part of the tender documentation.
2.4
Period of Validity
Tenderers are required to keep their Tenders valid for acceptance for a period of thirty days from the
closing date.
2.5
Confidentiality
All information provided by the Tenderer is confidential and the College will not divulge information to third
parties without the prior written consent of the Tenderer subject to the Freedom of Information Declaration
below (2.10).
2.6
Official Amendments
If it is necessary for the College to amend the Tender documentation in any way, prior to receipt of
Tenders, notification will be placed on the College website. Amendments are not anticipated.
2.7
Canvassing
Any tenderer who directly or indirectly canvasses any official of the College concerning the award of
contract or who directly or indirectly obtains or attempts to obtain information from such an official
concerning the proposed or any other Tender will be disqualified. This should not deter any Tenderer
seeking clarification in relation to the Tender.
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2.8
Assumptions
Tenderers must not make assumptions that the College has experience of their organisation or their service
provision even if on a current or previous contract. Tenderers will only be evaluated on the information
provided in their response.
2.9
Compliance
Tenders must be submitted in accordance with these instructions. Failure to comply may result in a Tender
being rejected by the College.
2.10 Freedom of Information Act
The Tenderer should treat the Tender documents as private and confidential between themselves and the
College. However, tenderers are advised that the College as a public body will be obliged to disclose
information in response to a request under the Freedom of Information Act.
2.11 Conflict of Interest
Tenderers must confirm in their proposals that there would be no conflict or perceived conflict of interest in
relation to their servicing this contract. Tenderers must complete the “Conflict of Interest Declaration”
contained in Part 4 ‘FORMS AND DECLARATIONS’ identifying any potential conflicts of interest.
2.12 Clarification
Clarification questions are not anticipated but should be submitted to:
[email protected] any time before the deadline for tender submission. Answers will be posted
on the ICT Tenders subsite:
http://www.smucb.ac.uk/tenders/icttenders.asp
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3
EVALUATION CRITERIA
3.1
METHODOLOGY
St Mary’s University College is committed to following procurement processes which achieve value for
money and at the same time are equitable and transparent.
Submissions must satisfy the following three criteria:



The supplier’s proposal must meet the specification (see §5 below)
The supplier must commit to delivering the order on time
The supplier must provide evidence that satisfies the College of their capacity to meet their obligations,
including the 3-year warranty, by providing reference sites (see §3.2.2 below)
Submissions adjudged to satisfy the above criteria will then be considered solely on price.
The College reserves the right not to make an award if it judges that no tender meets the requirements at an
acceptable cost.
Our current timetable for this procurement is:
Return of responses by
Noon on Thursday 13th August 2015
Notification of selected supplier By 5pm on Friday 14th August 2015
Equipment delivered by
3.2
Wednesday 2nd September 2015
GENERAL REQUIREMENTS
3.2.1
The supplier must provide the name, email and phone number of a contact person with their organisation:-
A. In the sales division, authorised to discuss and provide clarification regarding issues such as the
terms of the warranty.
B. In the technical division, authorised to provide answers to technical queries which may arise e.g.
configuring the BIOS for BitLocker.
3.2.2
The supplier must provide details of three reference sites, to which the supplier has provided a similar or
larger quantity of PCs in the last year. Contact details must be provided, together with indication of whether
the College may approach the contact directly or through the supplier.
3.2.3
The supplier must state the level of manufacturer’s accreditation obtained. This statement should also include
a reference to the number of certified engineers within the company and their level of certification.
3.2.4
The supplier must accept the standard College Terms and Conditions for the supply of goods.
3.2.5
In the event that any supplier is delivering more than one order simultaneously, they must provide a means of
identifying which boxes contain equipment from which order without having to unpack the boxes.
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4
4.1
FORMS AND DECLARATIONS
FORM OF TENDER
CONTRACT FOR: Student PC Refresh - Teaching Labs
TO:
St Mary’s University College
191, Falls Road, Belfast, BT12 6FE
Having examined the specification and documentation for the above equipment, I/We offer to supply the
above equipment in conformity to the said documentation, for the price(s) as set out in our return, which is
in the format prescribed by Part 5 of the tender documentation. We certify that our solution meets all the
stated requirements and will be delivered by Wednesday 2nd September 2015.
This tender remains open for consideration for 1 (one) month from the date fixed for lodgements of tenders.
We understand and agree that St Mary’s University College, Belfast are not bound to accept the lowest or
any tender it may receive.
Signed ____________________________________ on behalf of
Suppliers Name
[Enter text here]
Address [Enter text here]
Date [Enter text here]
This tender must be signed only by those members of the contracting firm entitled to sign on behalf thereof.
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4.2
EQUALITY OF OPPORTUNITY CONTRACT CONDITION
1.
The Supplier shall comply with all applicable fair employment, equality of treatment and antidiscrimination legislation, including, in particular, the Employment (Northern Ireland) Order 2002, the Fair
Employment and Treatment (Northern Ireland) Order 1998, the Sex Discrimination (Northern Ireland) Order
1976 and 1998, the Equal Pay Act (Northern Ireland) 1970, the Disability Discrimination Act 1995, the Race
Relations (Northern Ireland) Order 1997, the Employment Relations (Northern Ireland) Order 1999 and the
Employment Rights (Northern Ireland) Order 1996 and shall use his best endeavours to ensure that in his
employment policies and practices and in the delivery of the services required of the Supplier under this
agreement he has due regard to the need to promote equality of treatment and opportunity between
Persons of different religious beliefs or political opinions;
Men and women or married and unmarried persons;
Persons with and without dependants (including women who are pregnant or on maternity leave and men
on paternity leave);
Persons of different racial groups (within the meaning of the Race Relations (Northern Ireland) Order
1997);
Persons with and without a disability (within the meaning of the Disability Discrimination Act 1995);
Persons of different ages; and
Persons of differing sexual orientation
2.
The Supplier shall take all reasonable steps to ensure the observance of the provisions of the above
clause (1) by all servants, agents, employees, consultants and sub-Suppliers of the Supplier.
SIGNED BY _______________________________________________________
Duly authorised
To sign for
[Enter text here]
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4.3
FAIR EMPLOYMENT (NORTHERN IRELAND) Act 1989
Section 41 of the Fair Employment (NI) Act 1989 (“the Act”) provides Inter alia that a public authority shall
not accept an offer to execute any work or supply any goods or services where the offer is made by an
unqualified person in response to an invitation by the public authority to submit offers. Section 41 also
provides that the public authority shall take such steps as are reasonable to secure that no work is
executed or goods or services supplied for purposes of such contracts as are mentioned above by an
unqualified person.
An unqualified person is either an employer who, having been in default in the circumstances specified in
Section 28 (1) of the Act, has been served with a notice by the Fair Employment Commission stating that
he is not qualified for the purposes of Sections 41 to 43 of the Act, or an employer who, by reason of
connections with an employer on whom has been served a notice to that effect, has also been served a
notice to that effect.
Mindful of the Act, the College has decided that it shall be a condition of tendering that a Supplier shall not
be an unqualified person for the purposes of Section 41 to 43 of the Act.
Suppliers are therefore asked to complete and return the form endorsed hereon, with their tender, to
confirm that they are not unqualified persons and to undertake that no work shall be executed or goods or
services supplied by an unqualified person for the purposes of any contract with the College to which
Section 41 of the Act applies.
I/We hereby declare that we are/we are not unqualified for the purposes of the Fair Employment (Northern
Ireland) Act 1989.
I/We undertake that no works shall be executed or goods or services supplied by any unqualified person for
the purposes of any contract with the College to which Section 41 of the Act applies.
SIGNED BY _______________________________________________________
Duly authorised
To sign for
4.4
[Enter text here]
CERTIFICATE RELATING TO BONA FIDE TENDER
Explanatory Note to Tenderers
The College has decided to ask all Tenderers at the time of tendering to certify that they have not engaged
in practices which the College would regard as incompatible with bona fide competitive tendering.
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Accordingly, you should complete the attached Certificate
CERTIFICATE RELATING TO BONA FIDE TENDER
ST MARY’S UNIVERSITY COLLEGE
TENDER FOR: Student PC Refresh - Teaching Labs
The essence of tendering is that the College shall receive bona fide competitive tenders from all firms
tendering. In recognition of this principle, we certify that this is a bona fide tender intended to be
competitive, and that we have not fixed or adjusted the amount of the Tender by or under or in accordance
with any agreement or arrangement with any other person.
We also certify that we have not
a) communicated to a person other than the person calling for these tenders the amount or
approximate amount of the proposed tender or details of the submission;
b) entered into any agreement or arrangement with any other person that he/she shall refrain from
tendering or as to the amount of any tender to be submitted;
c) offered or paid or given or agreed to pay or 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.
We undertake that we will not do any of the acts mentioned in paragraphs 2a, 2b or 2c above at any time
before the date and hour specified for the return of this Tender.
In this certificate the word “person” includes any person and anybody or association, corporate or
unincorporate and “any agreement or arrangement” includes any such transaction, formal or informal and
whether legally binding or not.
Signed as in Tender:
__________________________________
For and on behalf of:
[Enter text here]
Date: [Enter text here]
Applicants should be aware that information provided in the completed tender and contractual documents could be disclosed in
response to a request under the Freedom of Information Act. No information provided by the applicants will be accepted “in
confidence” and the College accepts no liability for loss as a result of any information disclosed in response to a request under the
Freedom of Information Act.
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4.5
CONFLICT OF INTEREST DECLARATION
Please complete where appropriate.
I/We warrant that :There would be no conflict or perceived conflict of interest in relation to the personnel or type of work
involved in this contract.*
There could be a possible conflict or perceived conflict of interest in relation to [Enter text here] and
their involvement in this contract.*
Please explain what the possible conflict or perceived conflict of interest may be and who it relates to and
how it could have an adverse effect on this contract.
[Enter text here]
*Delete as Appropriate
Signed ________________________________________________
Block Capitals [Enter text here]
for and behalf of [Enter text here]
Date [Enter text here]
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4.7
DATA PROTECTION DECLARATION
The information on this form is covered by the provisions of the Data Protection Act 1998.
Your signature to the form is deemed to be an authorization by you to allow the College to process and
retain the information for the purposes stated.
I ON BEHALF OF THE COMPANY, HEREBY CERTIFY THAT THE INFORMATION GIVEN HERE IN IS
TRUE AND ACCURATE AND UNDERTAKE TO NOTIFY THE COLLEGE IN WRITING OF ANY
CHANGES WHICH MAY AFFECT THIS APPLICATION.
Warning
The College reserves the right that, should it be advised that the information supplied by an applicant,
either in this questionnaire or any other supporting documents or evidence, is not correct, to disqualify
and/or reject the application. No further correspondence will be entered into, nor will the College give any
reasons for rejecting such an application.
Signed By
On Behalf of
[Enter text here]
Date
[Enter text here]
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4.8
EVIDENCE OF FULFILMENT OF REQUIREMENTS
Name
Phone
Email
Sales Contact
Technical Contact
Level of manufacturer’s accreditation obtained
Complete at least one row below
Certification Level
Number of engineers within the company certified
to that level (figure can be approximate and
indicative e.g. “over 100”)
Please detail the three reference sites referred to in condition §3.2.2
Contact
Name,
email and
phone
number
Direct Organisation Name & Address
contact
OK
(Y/N)
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Number of PCs
supplied
Month of Delivery
(mm/yy)
Please detail how you will fulfil condition §3.2.5, “in the event that any supplier is delivering more than one
order simultaneously, they must provide a means of identifying which boxes contain equipment from which
order without having to unpack the boxes”.
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5
EQUIPMENT COSTINGS
All costs must be quoted in GB pounds sterling, excluding VAT.
Please quote the total cost for the supply of 60 PCs with the following minimum specification:




















CPU with benchmark scores above 5000, for example
https://www.cpubenchmark.net/cpu.php?cpu=Intel+Core+i3-4160+%40+3.60GHz
Height Adjustable 23”-24” monitor with a minimum resolution of 1920*1080
HDMI or Display Port connectivity on the desktop and monitor, including the cables required for
connection
minimum 120GB SSD
UK PSU and cables
8GB Memory and ability to support 16GB
DVD+-RW
SFF Desktop chassis including a bracket which accommodates 7mm steel cable for securing to
fixtures. If there is no such bracket then a kit to enable attachment of a security cable must be
included within the cost, and details of the kit must be supplied with the quote
Internal speakers
4 rear USB ports
2 front USB ports
at least 1 of the 6 USB ports to be USB 3.0
Front facing 3.5mm headphone/microphone connector
USB wired UK Keyboard & Mouse
10/100/1000 networking card
TPM for BitLocker on BIOS/motherboard
Windows licence (cheapest available – we have a Campus Agreement)
3 year on-site warranty (hardware and 9-5 M-F only)
Externally visible unique service tag which enables web-lookup of machine specification, warranty
details and manufacturing history
Single web location for the download of all drivers and driver updates
Please provide a full listing of the specification of the machine you are proposing to supply.
Total cost in GB
pounds sterling,
excluding VAT
Signed By
On Behalf of
Date
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6
CHECKLIST
All to be completed and returned with the Tender Submission by Thursday 13th AUGUST 2015.
Incomplete or missing documents may result in the application not being considered.









Form of Tender
Equality of Opportunity
Fair Employment
Bonafide Tender
Conflict of Interest
Data Protection Declaration
Evidence of Fulfilment of Requirements
Equipment Costings
Full listing of the specification of the machine you are proposing to supply
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