RURAL HOUSING ASSOCIATION LTD - NIFHA · · 2015-05-05Tender Document for provision of External...

Tender Document for Provision of External ICT Support Services – 2015

RURAL HOUSING ASSOCIATION LTD

PROVISION OF EXTERNAL ICT SUPPORT SERVICES

INVITATION TO TENDER

PROJECT NUMBER: RHA 002

RETURN DATE 19/05/2015 (5pm)

Tender Document for provision of External ICT Support Services – 2015

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Contents

Section 1.0 INTRODUCTION

Section 2.0 TENDER EVALUATION PROCESS

Section 3.0 BRIEF FOR CONSULTANCY SERVICE

Section 4.0 QUALITY/PRICE ASSESSMENT

Section 5.0 SUBMISSION INFORMATION REQUIRED

Section 6.0 PROPOSED CONTRACT TIMELINE

Section 7.0 GENERAL TENDER INFORMATION

Section 8.0 FORM OF TENDER

Section 9.0 PRICING SCHEDULES

Section 10.0 BONA FIDE TENDER FORM

Section 11.0 FAIR EMPLOYMENT DECLARATION

Section 12.0 MAIN CONTRACT UNDERTAKING

Section 13.0 ASSURANCE DETAILS


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1.0 Introduction

1.1 Rural is a registered housing association with the Department for Social

Development. It is seeking the services of an external ICT Support Service

Provider. Rural presently has an annual turnover of £2.5 million approximately and employs 13 people. Rural currently has 12 PC and 4 laptop users and 15 IPad users.

Rural uses Microsoft Office, SDM, SAGE Payroll, Tas Books etc. A diagram of Rural’s ICT infrastructure is available on request at [email protected]. Further

information on Rural is available on the website www.ruralhousing.co.uk

1.2 Clarification on any aspect of this tender documentation can be secured

from:

T: 028 82246118

2.0 Tender Evaluation Process

2.1 Tender Quality/Price Evaluation

You will be invited to submit tenders based on Quality and Price. Tender

submissions will be evaluated independently on both quality and price.

The overall Tender Quality / Price Weighting will be in the ranges outlined below:

Total

The quality/price weightings above will be applied to calculate the overall score.

The Most Economically Advantageous Tender (MEAT) will therefore be identified.

Any individual company that fails to provide quality assessment information or

fails the quality assessment process will automatically be disqualified from

providing services.

Award Criteria Weighting

Quality Submission 30 %

Price Submission 70 %

100 %

mailto:[email protected]

http://www.ruralhousing.co.uk/


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3.0 Brief for Consultancy Services

3.1 Rural invites you to provide a fixed fee tender for an external ICT Support Service Provider for an initial period of 3 years with an option of extending it by an

additional year.

3.2 Objectives

Rural requires support for their ICT infrastructure that includes ICT located at the its main office in Omagh

Rural’s Core Service requirements include:

Ensuring updated Security e.g. virus protection, web filtering, firewalls etc Monitoring Data Backup

Monitoring Cloud Computing

Monitoring and updating Server Network Software Support Hardware Support

ICT Consultancy Advice on Telecommunications Flexible Working Solutions Liaise with Rural’s with ICT suppliers Hardware Disposal in accordance with Data Protection Act (1998) guidelines

Regular Review Meetings System tests Detailed invoices outlining work completed and time taken Ability to commence on 26th May 2015

3.3 Fees

A per annum price should be provided for the core support services detailed in

section 3.2. It is estimated that Rural requires up to 5 days (50 hours) support per

year. It is the responsibility of the ICT support provider to provide an overall

cost. 5 d a y s ( 5 0 h o u r s ) is Rural’s estimate, but the provider must be satisfied

that they can carry out the work within this time period.

In the unlikely event of ICT support being required outside of the core agreement, Rural requires applicants to provide a costing structure highlighting hourly/daily rates.

Rural requires support cover from 8 a.m. to 6 p.m. Monday to Friday, inclusive of

public holidays. Suppliers should note that costs should state whether VAT is

applicable or not.


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3.4 Project Stages & Time Line

To deliver the project effectively Rural has split the exercise into four defined key stages with associated time lines. This timeline is in its draft form and will be firmed

up with the successful consultant.

Stage 1 - Red

Stage 2 - Blue

Stage 3 - Green Stage 4 - Gold

STAGE TASKS Key Date COMMENTS

1

Commence ICT Support

26/05/2015

2

Provider completes initial infrastructure assessment, performance review with Rural and strategic improvement plan

12/06/2015

3

Senior Management Team approve strategic ICT improvement plan

06/08/2015

4

Rural reviews Supplier’s performance within 6 month probationary period

From 01.10.15

If there are significant changes to the infrastructure following the stage 2 assessment

which is approved by Rural Senior Management Team – these costs will be negotiated separately.


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4.0 Quality/Price Assessment

4.1 Quality

Assessment

Questions

A) ‘Provide details of your organisation’s relevant experience, skills, knowledge and expertise that demonstrates your ability to successfully

provide a high quality ICT Support Service.’

B) ‘Please outline your approach to ICT infrastructure assessment and

deployment, particularly in the areas of risk assessment, online repairs reporting, performance management, continuous improvement initiatives and quality assurance. (Please provide proposed response targets and fix times).’

The quality score for each question outlined below will be multiplied by 5 giving a total possible aggregate score for these questions of 30 points.

Assessment Score Indicators

Excellent

3

An excellent answer which comprehensively

addresses all aspects of the question, and is fully supported

Good

2

A good answer which addresses all aspects of

the question, and is adequately supported

Satisfactory

1

A satisfactory answer which addresses most aspects of the question, and is sufficiently

supported. Unacceptable

0

No response or limited answer which fails to

address most aspects of the question and /or is inadequately supported

Please enter your response on a separate sheet(s) which is limited to no more

than 1500 words per question. (Please insert word count at bottom of page). This is to be submitted at part of your submission documents. Failure to include

this will result in your submission being excluded. Particular emphasis will be placed within the quality assessment process on demonstrable and successful

experience of similar type projects with similar organisations, the process for

engaging with the organisation on this project as well as the capacity and commitment at individual and at senior level within the organisation offering

services. An organisation dependent on only one suitably qualified and

experienced individual to provide services will be considered unacceptable.


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4.2 Price Evaluation

Lowest Price Method

Rural shall use the price scoring mechanism set out below in order to convert the total overall price into a score.

Contractor’s price score = Lowest tender assessment total price (exc vat) X

70 Contractor’s tender assessment total price (exc vat)

Applicants shall note that tenders considered to be priced very low shall be

scrutinised to ensure that this is not as a result of a failure to understand the

requirements of the Contract. Rural has the right to disregard any tender where it

is considered that the tendered percentages, rates and/or prices are not viable.

5.0 Submission Information Required

5.1 Rural requires its service providers to meet the following minimum standards and provide evidence of the following;

A copy of your Health & Safety Policy Statement; A current banker’s reference / accountant; Evidence of Turnover for the past 3 years (Minimum £100k pa);

A copy of your company’s support contract;

Details of any current rulings against your company; Professional Indemnity Insurance (Min £2m) Details of your Public (£2m) and Employers Liability Insurance (Min £5m); and Member of ICT association or accredited body (desirable) Provide two references from current clients

Failure to submit verifiable copies of this information will render the tender submission

void. This will be noted on the tender report.

Note: Insurance cover must be maintained from the date of commencement until the

expiration of the contract.

5.2 Rural operates a 3 envelope return system and the following documents must be

in the correct envelope.

Envelope 1 must be marked “Envelope 1 – Rural External ICT Support Services Provider Quality Submission”

A copy of your Health & Safety Policy Statement;

A current banker’s reference / accountant; Evidence of Turnover for the past 3 years (Minimum £100k pa is required to be

included in the process); A copy of your company’s support contract;


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Details of any current rulings against your company;

Professional Indemnity Insurance (Min £2m)

Details of your Public (£2m) and Employers Liability Insurance (Min £5m); and Member of ICT association or accredited body (desirable) Provide two references from current clients See Section 4.0 (Questions A + B)

Envelope 2 must be marked “Envelope 2 – Rural External ICT Support Services Provider

Cost Submission”

All pages from Sections 8 – 13

Envelope 3 must be marked “TENDER – DO NOT OPEN – External ICT Support Services Provider Closing Date @ 12Noon”

Envelopes 1 & 2 enclosed

FAILURE TO PROVIDE ANY INFORMATION REQUESTED ABOVE WILL RESULT IN THE SUBMISSION BEING REJECTED

6.0 Proposed Consultancy Services Timeline

6.1 It is expected that the external ICT Support Service Provider will be commence 26th May 2015.

7.0 General Tender Information

7.1 The external ICT Support Service Provider is invited to submit their lowest fixed price inclusive of all expenses on the attached Tender Form & Pricing Schedule, but

excluding VAT.

7.2 In the preparation of this Brief, Rural has detailed its requirements in as

comprehensive a manner as considered necessary for the external ICT Support

Service Provider to provide a costing for the tender. Should any omission be noted which could reasonably be raised at some time, then this should be raised at the

time of tendering and noted as a qualification.

7.3 Rural is not bound to accept the lowest or any external ICT Support Provider’s

price or give reasons for non-acceptance. The decision to appoint will also take account of other considerations; price will not be the sole deciding factor.

7.4 Rural will not be liable for any costs in the preparation of this submission.

7.5 Rural reserves the right to enter into discussion with any external ICT Support

Provider to clarify the tender submitted and to negotiate with any external ICT Support Provider about the prices or any other aspect of the tender submitted.


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7.6 All external ICT Support providers must complete all relevant sections of the

tender documentation which is deemed to include the Tender Form, Pricing

Schedule, Assurance Details, Bone Fide Tender, Fair Employment Declaration and Main Contract Undertaking.

7.7 Rural must be informed of any delay, which occurs once the assignment

commences. Any changes to the agreed timescale will require the written

agreement of Rural.

7.8 Receipt of tender submission must be received by 12 Noon on________ .

Submission documentation should only relate to the needs of Rural and the

aspiration of this brief.


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8.0 Tender Form

For: Rural External ICT Support Services

Rural Housing Association Ltd (herein referred to as "Rural") 2 Killyclogher Road,

Omagh BT79 0AX

To be delivered to Rural Housing Association Ltd offices at 2 Killyclogher Road, Omagh

BT79 0AX : 12 Noon on

NOTE: Tenders sent by fax will not be accepted.

Contract Documents

The following documents along with this Tender Form provide the full details of the above contract are together termed “the Contract documents”.

1) Tender Document Sections 1.0 – 13.0

2) Tender Form 3) Pricing schedule

4) Bona Fida Tender Form 5) Fair Employment Declaration

6) Main Contract Undertaking 7) Assurance Details

It is the responsibility of the tendering applicant to fully complete all items within this

Tender Form

8.1 I/We offer to carry out all works as detailed within the contract documents

to the satisfaction of Rural .

8.2 I/We agree that any terms or conditions or general reservations in any

correspondence or documents emanating from me/us in connection with the

tender which are in conflict with the contract shall not be applicable to this tender or to the contract.

8.3 I/We agree to comply at all times with the relevant terms of the

Fair Employment &Treatment (N.I.) Order 1998.

8.4 I/We understand that Rural does not allow sub-contracting except when

unavoidable or necessary. If in the event of this tender being accepted, it may

be necessary for me/us to sub contract the work in respect of another ICT

Support Provider / specialist company who shall be listed below:

Name:


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Address:


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8.5 I/We understand that Rural may not allow any sub-contracting and that any such decision by Rural will be final.

8.6 I/We agree to make written application to Rural for approval of the

ICT Support Provider / specialist company selected by me/us as sub-contractor, if

any, as detailed above and I/we agree to:

a) Supply to Rural for its approval:

(i) Details of the Sub-Contracting ICT Support Provider’s Practice’s

Certificate of Professional Indemnity cover (min £2m).

(ii) Details of the Sub-Contracting ICT Support Provider’s Certificates of

Public (min £2m) and Employers Liability cover (min £5m).

Or

(iii) Details of the Specialist Company’s Certificate of Public and

Employers Liability cover (if applicable).

8.7 I/we agree that the tender will be accepted by Rural for itself and that the

ICT Support Provider shall be liable to Rural for the due performance and

observance of all the terms and conditions as expressed or implied.

8.8 The contract period will be until the revised group structure has been

implemented. The contract shall include post contract advice for clarification

purposes on any document or process implemented during the contract period.

8.9 I/We confirm that all work undertaken as part of this contract shall be

done so by fully qualified, competent staff as per all relevant legislation.

8.10 I/We hereby agree and undertake to fully indemnify Rural against any loss,

liability or accident, however arriving directly or indirectly out of, or in accordance

with, work undertaken by us or any Sub-Contracting body or Specialist firm on

behalf of Rural. I/We do further agree and undertake to effect and keep in force the provision of Professional Indemnity Insurance cover, Public and Employers

liability insurance cover as required for the duration of the Contract period.

I/We agree to supply to Rural for its approval the following:-

a) Details of my/our ICT Support Provider’s Certificate of Professional

Indemnity cover (min £2m).

b) Details of my/our ICT Support Provider’s Certificate of Public (min £2m)

and Employers Liability Insurance cover (min £5m).

8.11 I/We understand that Rural does not bind itself to accept this, the lowest or any


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tender and no contract or acceptance shall be deemed to be entered into unless

this document is countersigned on behalf of Rural. A signed copy will then be

furnished to the successful applicant confirming Rural’s acceptance of same.

8.12 I/We the hereby offer and agree to provide Rural external ICT Support Services

2015_2018 as specified within the Tender Documents.


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Tenders are to be returned in the manner as described in section 5.2 failure to abide by this request may result in the tender being rejected.

9.0 Pricing Schedule

9.1 Figures to be inserted below based on information within this tender documentation as highlighted in Sections 2 - 4.

A per annum price should be provided for the core support services detailed in section 3.2. It is estimated that Rural requires up to 5 days (50 hours) support per

year. It is the responsibility of the ICT support provider to provide an overall

cost, 5 Days (50 Hours) is Rural’s estimate, but the provider must be satisfied that they can carry out the work within this time period.

In the unlikely event of ICT support being required outside of the core agreement,

Rural requires applicants to provide a costing structure highlighting hourly/daily rates.

Rural requires support cover from 8 a.m. to 6 p.m. Monday to Friday, inclusive of public holidays. Suppliers should note that costs should state whether VAT is

applicable or not. Suppliers should note that Rural expects these rates to remain

constant for the duration of the contract.

Core Support Cost and initial assessment - £

VAT @ 20% - £

Final Total - £

and sub-total in words

and VAT

represents a total cost

9.2 The following costs are to be completed in the event of additional works outside

the core support services highlighted in section 3.2.

Hourly/daily Rate (Excluding VAT): - £

Please note these rates are inclusive of all expenses incurred and excluding VAT


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Name of external ICT Support Service Provider:

Address:

Signature on behalf of practice:

Date:


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10.0 Certificate Relating to Bona Fide Tender

1. The essence of tendering is that the client shall receive bona fide competitive

tenders from all those tendering. In recognition of this principle, we certify that

this is a bona fide tender and is intended to be competitive, and that we have not fixed or adjusted the amount of the tender by or under or in accordance or

arrangement with any other person.

2. We also certify that we have not done and we undertake that we will not do at

any time before the hour and date specified for the return of this tender any of

the following acts:-

(a) Communicate to a person other than the person calling for these tenders,

the amount or approximate amount of the proposed tender, except where the disclosure, in confidence, of the approximate amount of the

tender was necessary to obtain insurance premium quotations required

for the preparation of the tender.

(b) Enter into any agreement or arrangement with any other person that

he shall refrain from tendering or as to the amount of any tender to be submitted.

(c) Offer or pay or give or agree 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.

3. In this certificate the word “person” includes any persons and anybody or

association, corporate or incorporate 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: ……………………………………………………………….. Date:

………………………………………………………………..


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11.0 Declaration & Undertaking Fair Employment

Fair Employment (Northern Ireland) Act 1989

I/We hereby declare that I am/we are not an unqualified person for the purposes of Sections 41 and 43 of the Fair Employment (Northern Ireland) Act 1989.

I/We undertake forthwith to inform Rural should any notice stating that I am/we are an

unqualified person be served upon me/us by the Fair Employment Commission.

SIGNED BY: ………………………………………………………………..

Duly authorised

to sign for and on behalf of: ………………………………………………………………..

Dated: ………………………………………………………………..


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12.0 Main Contract Undertaking

In the event of my Tender being accepted I undertake and agree as follows:-

(1) I shall not nor shall any employee, servant or agent of mine refuse employment in relation to the contract to any suitable person on the grounds of religious belief of

such person or terminate such an employment of any person on such grounds and I

shall take all reasonable steps to secure the observance of the terms of this undertaking by all sub-contractors employed in the execution of the contract an

undertaking in writing addressed Rural in terms similar to this undertaking; and

(2) Should any question arise as to whether the provisions of paragraph (1) have been

or are being observed, I shall furnish and shall require any sub-contractor engaged in execution of the contract to furnish such information including documents as may

be required by Rural to determine whether or not the provisions of paragraph (1)

herein have been or being observed.

Signed as in Tender: …………………………………………………………… For and on

behalf of: ……………………………………………………………

……………………………………………………………

Date: ……………………………………………………………


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13.0 Assurance Details

The Contractor is to insert hereunder the name of the Assurance Company with whom

the Consultant holds all relevant insurance cover:

…………………………………………………………….

…………………………………………………………….

…………………………………………………………….

…………………………………………………………….

…………………………………………………………….

Telephone Number: ……………………………………………….

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