IT Desktop Tender for Cambridge University

IT Desktop Tender for Cambridge University

The University of Cambridge, Colleges and Associated Institutions are expecting to procure a large quantity of Personal Computers to be used in a number of classrooms and public areas and office environments.

UK-Cambridge: personal computers

2012/S 22-035609

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

The Chancellor, Masters and Scholars of the University of Cambridge
Finance Division, Procurement Services, First Floor South Greenwich House, Madingley Rise, Madingley Road
Contact point(s): Procurement Services
For the attention of: Jacqueline Powell
CB3 0TX Cambridge
Telephone: +44 1223760518
Fax: +44 1223765988

Internet address(es):

General address of the contracting authority: https//
Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: Higher Education
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

UCAM 057/11/JP – Provision of IT Desktops.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKH1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The University of Cambridge, Colleges and Associated Institutions are expecting to procure a large quantity of Personal Computers to be used in a number of classrooms and public areas and office environments. The Personal Computers will be procured by various University Departments, Colleges and Associated Institutions throughout the course of the agreement and will not necessarily be procured at regular intervals.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The University is looking to let an agreement for an initial period between 12 to 15 months, with the option to extend this agreement by 3 x12 month periods depending on supplier performance & subsequent machines being able to continue to meet University requirements.
The chosen vendor will be expected to deliver an online purchasing portal where the Personal Computers can be configured from a range of components. They will also be expected to work with the University’s i-Procurement provider Science Warehouse to streamline purchasing and to make the process of procuring Personal Computers as easy and user friendly as possible. Both requirements will be expected to be complete within the initial three weeks of contract award.
Mock ups and screenshots of the online configuration tool should be provided as part of the suppliers bid response.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 12 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The University of Cambridge reserve the right to request a parent company guarantee and/or suitable performance bond or bank guarantee to secure advance payment/ warranty or maintenance as felt appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Included in the Invitation To Tender (ITT).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Included in the ITT plus evidence of relevant insurance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Tenderers shall be able to provide the last three years financial accounts and the names of three reference sites that have been using comparable systems supplied by the tenderer for comparable purposes for at least the last six months and are willing to discuss their experiences. Other criteria as identified in the ITT documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Means of proof required as detailed in the ITT documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Means of proof required as detailed in the ITT documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Product compliance to the specification. Weighting 20

2. Technical suitability. Weighting 20

3. Quality and range of equipment. Weighting 20

4. Environmental issues. Weighting 20

5. Price. Weighting 10

6. Servicing and maintenance. Weighting 5

7. Commercial evaluation and account management (inc purchasing mechanism). Weighting 5

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

UCAM 057/11/JP
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2011/S 239-387260 of 13.12.2011

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 20.2.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 12 Months
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Tender process is being conducted by electronically via In-Tend. Suppliers interested in this tender are required to pre-register on this website: https// in order to receive documentation. After registering the Tender documents can then be downloaded.
All Tender responses and any supporting documentation must be submitted through this system. There must be no postal correspondence from bidders unless agreed by the University Procurement Services. Tenders shall not be sent and will not be accepted by fax or e-mail.
The University of Cambridge is not a public body within the meaning of the Public Contracts Regulations 2006 (Directive 2004/18) and is not subject to procurement legislation. Where the University advertises contracts in the Official Journal of the European Union, it does so on a voluntary basis and does not undertake any obligation to comply with the procurement legislation. The University reserves its rights in full to adapt or step outside the procedures in the procurement legislation as the University considers necessary.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: