Supply of Laptops and Desktop PCs to Oxford City Council

Supply of Laptops and Desktop PCs to Oxford City Council

The council wishes to secure a supplier to undertake a refresh of all its current laptop and desktop devices.

United Kingdom-Oxford: Computer equipment and supplies

2018/S 205-467486

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Oxford City Council
Oxford City Council, St Aldates
United Kingdom
Contact person: Mr Andrew Ward
Telephone: +44 1865252497
NUTS code: UKJ14Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Supply of Laptops and Desktop PCs

Reference number: DN371578

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

This contract is for the provision for the supply of laptops and desktop devices.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKJ14

II.2.4)Description of the procurement:

Oxford City Council consists of several operating divisions and trading companies, with circa 1100 office based staff. The council operates at several sites, including community centres and other locations across Oxford. Its main office is located at St Aldates, in the city centre.

The council wishes to secure a supplier to undertake a refresh of all its current laptop and desktop devices.

The current devices are a mixture of mainly Lenovo desktop PCs and laptops. Many of the devices are more than 4 years old, with some devices dating back to 2009/10.

Funding is available to refresh devices over a four-year period; however the age of the devices is such that the majority of devices are incapable of remaining serviceable for this period. The council is able to leverage this funding in a number of ways, however is also interested in understanding alternative supplier finance models such as leasing, out right purchase or a combination of these.

Devices are currently running Windows 7 64 bit Enterprise, with Office 2010. The council applications are a mixture of locally installed 32 bit windows applications, java based web-enabled applications which run inside a browser — currently IE9 and/or firefox or chrome. Other Win32 applications are streamed via a collection of Citrix application servers, running XenApp 6.5, most often for performance issues where devices and network issues have been identified.

The council requires a full refresh of all devices within a 6-9 month period.

Council ICT staff will have minimum involvement in the build process beyond design and testing. A technical project manager from the council will be assigned to manage the deployment of the devices, working in conjunction with the supplier’s project manager.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Case studies / Weighting: 20
Quality criterion – Name: Delivery times and implementation / Weighting: 10
Quality criterion – Name: Service levels and response times / Weighting: 20
Quality criterion – Name: Build configuration quality / Weighting: 10
Price – Weighting: 40
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/01/2019
End: 31/12/2023
This contract is subject to renewal: yes
Description of renewals:

4 years with an option to extend for an additional year.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 23/11/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 23/11/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Oxford City Council
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:


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