IT Hardware Maintenance Tender

IT Hardware Maintenance Tender

Thames Water seeks to award a Framework Agreement for a 5 year period to a number of suppliers for the purchase of IT Hardware and break-fix maintenance services. IT Hardware Vendor Pool.

United Kingdom-Reading: Computer equipment and supplies

2013/S 164-286136

Contract notice – utilities

Supplies

Directive 2004/17/EC

Section I: Contracting entity

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

Thames Water Utilities Limited
3rd Floor East, c/o Mail Room, Rose Kiln Court
Contact point(s): Procurement Support Centre
RG2 0BY Reading
UNITED KINGDOM
E-mail: procurement.support.centre@thameswater.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for 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)Main activity

Water
I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting entity:

1078 IT Hardware Vendor Pool
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
A combination of these
Main site or location of works, place of delivery or of performance: Whole of Thames Water region
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 24
Duration of the framework agreement

Duration in months: 60
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT
Range: between 15 000 000 and 25 000 000 GBP

II.1.5)Short description of the contract or purchase(s):

Thames Water seeks to award a Framework Agreement for a 5 year period to a number of suppliers for the purchase of IT Hardware and break-fix maintenance services.
The framework will be called “IT Hardware Vendor Pool”.
This pool will contain IT hardware manufacturers and IT resellers.
The products purchased will be servers, desktops, networking, storage and peripherals of all sizes.
II.1.6)Common procurement vocabulary (CPV)

30200000, 30210000, 30213000, 30230000, 30233000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: LOT A1 – Manufacturers

1)Short description:

Turnover must be £500m + per year.
This is a pass/fail question.
2)Common procurement vocabulary (CPV)

30200000, 30210000, 30213000, 30230000, 30233000

Lot No: 2 Lot title: Lot A2 – Resellers

1)Short description:

Turnover must be £200m + per year.
This is a pass/fail question.
2)Common procurement vocabulary (CPV)

30200000, 30210000, 30213000, 30230000, 30233000

Section III: Legal, economic, financial and technical information

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

Bonds and/or parent company guarantees of performance and financial standing may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Specified in Invitation to Negotiate document
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortia may be required to form a legal entity prior to any award
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: As detailed in Section VI.3
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in Section VI.3
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As detailed in Section VI.3
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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
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 entity:

1078
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents

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

6.9.2013 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 5 years
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:

All suppliers who wish to respond to this OJEU notice to indicate their interest in the tender must submit interest by 12noon 6th September 2013. Suppliers must have answered and completed the pre-qualification questionnaire questions detailed below.
Variants will be accepted, if submitted in addition to a compliant bid.
We intend to invite up to 24 respondents in total to tender for the two LOTS for this contract. (LOT A1 – Manufacturers, LOT A2 – Resellers).
Contracts will be under English law.
There is no application form available for completion. Applicants are required to respond directly to this Notice (thereafter referred to as PQQ).
The format for submitting responses by post or courier should be a USB memory stick or CD, in a format compatible with Microsoft Excel 2003. Hard copies and pdf copies of the PQQ will not be accepted.
Prospective bidders must answer all questions as accurately and concisely as possible in the same order as the questions are presented.
Requested accounting and reference materials may be attached as appendices. TWUL retains the right not to review any unrequested material.
Where a question is not relevant to a bidder’s organisation, this must be indicated, with further explanation provided.
Supporting information must be presented in the same order as the questions and must reference the relevant question. All questions in this PQQ must be answered in English.
Failure of a bidder to provide the required information, make a satisfactory response to any question, or supply documentation referred to in its response to this PQQ or any clarification within the specified timescale may mean that the bidder will not be invited to participate further in this procurement process. Responses to this notice will not be returned.
1.2 Queries about the procurement process
TWUL will not enter into discussion about its requirements in respect of this procurement exercise at this stage.
1.3 Bidder contact
Bidders must include a single point of contact in their organisation for all communications regarding this PQQ, in section 2.2.
TWUL will only use this nominated contact. Therefore, bidders must notify TWUL of any change to these contact details as soon as possible.
1.4 Confidentiality
TWUL is required to comply with regulation 41(2) of the Utilities Contract Regulations 2006.
1.5 Evaluation of the response
1.5.1 TWUL will treat a bidder as ineligible and will not select a bidder if a bidder answers yes to question 2.5.1 of this PQQ confirming that circumstances specified in Regulation 26 of the Utilities Contract Regulations 2006 apply to that bidder (being an economic operator for the purposes of the Utilities Contract Regulations 2006) or if TWUL becomes aware at any stage during the procurement process that any of the circumstances specified in Regulation 26 apply to that Bidder (a summary of Regulation 26 is provided under tab 3 (Regulation 26)).
1.5.2 Responses to this PQQ will be evaluated against selection criteria to select bidders to proceed to the next stage of this procurement process.
The selection criteria will be a combination of financial and non-financial factors and will include:
a) Economic and Financial Standing of the Bidder- the bidder must be in a sound financial position to participate in a procurement of this size.
b) Bidder Experience and Capability – the bidder must be able to demonstrate successful past performance of providing similar services for each lot it wishes to apply for.
1.5.3 TWUL may seek independent financial and market advice to validate information declared or to assist in the evaluation of PQQ responses.
Reference site visits or demonstrations and/or presentations are unlikely to be required at this stage (although TWUL reserves the right to require them).
Following evaluation, further assessment may be necessary before any indication can be given to bidders on whether they will proceed to the next stage.
1.6 Evaluation method and question weights
1.6.1 This PQQ contains three types of questions:
a) Pass/fail questions: an unsatisfactory response leads to the exclusion of the bidder from the procurement process;
b) Weighted answer questions: the answers to these questions have an impact on the bidder’s final score as determined by their weight; and
c) Questions for information only: the answers to these questions are not evaluated so as to impact the final score.
1.6.2 PQQ responses will be evaluated by TWUL following pre-defined scoring guidelines.
1.6.3 The PQQ questions set out in Section 2 are weighted as follows:
Expertise for the supply of hardware.
70% WEIGHTING
Financial and Economic Standing
30% WEIGHTING
Note: Please also see pass/fail questions in section 2
Pre-Qualification Questionnaire (PQQ)
Only the responses to the questions included in this document and additional information specifically requested will be evaluated.
In this PQQ “your organisation” means the economic operator (for the purposes of the Utilities Contract Regulations 2006) bidding for this contract or contracts.
2.1 Organisation identity
2.1.1 Full legal name of the company in whose name the tender is being submitted:
2.1.2 Contact name:
2.1.3 Address of Registered office:
2.1.4 Telephone number:
2.1.5 Facsimile number:
2.1.6 E-mail address:
2.1.7 Company Registration number:
2.1.8 Date of Registration:
2.1.9 Registered address if different from the above (2.1.3):
2.1.10 VAT Registration number:
2.1.11 Website address (if any):
2.2 Single point of contact
2.2.1 Name:
2.2.2 Address:
2.2.3 Email:
2.2.4 Telephone:
2.2.5 Fax:
2.3 Lot selection
LOT A1 – Manufacturers.
Turnover must be £500m + per year.
This is pass/fail question
LOT A2 – Resellers
Turnover must be £200m + per year.
This is pass/fail question
2.3.1 Please indicate which lots your company intends to participate in.
2.4 Organisation & Management
2.4.1 Organisation identity
Please specify the identity of your company (Sole Trader, Public Limited Company, Limited Company or Partnership)
Is your organisation a joint venture or consortium? (Yes/No)
If yes, please provide details of parent company interests in the JV.
2.4.2 If your organisation is a company, is it a subsidiary of another company? (Yes/No)
If yes, please provide the name of the holding or parent company.
If yes, please provide the name of the ultimate parent company.
A parent company guarantee (‘PCG’) for performance and financial standing may be required from the ultimate parent company of the supplier, if it is considered appropriate by TWUL. The PCG will be in a form prescribed by TWUL. TWUL reserves the right to require additional forms of security for performance and/or financial performance.
If in the event the ultimate parent company is not based in the UK, then the PCG may have to be supported by a legal opinion confirming the enforceability of the PCG in the jurisdiction in which the ultimate parent company is based (‘Foreign Law Opinion’). The Foreign Law Opinion must be given by a reputable law firm competent to advise on the laws of the jurisdiction in which the ultimate parent company is based. The cost of the legal opinion will be borne by the supplier.
2.4.3 Please provide signed confirmation of the ultimate parent company’s willingness to provide a guarantee and if required a Foreign Law Opinion on the parent organisation’s headed notepaper, or an explanation of the reasons for which this cannot be provided and what alternative security can be provided. (max 100 words).
2.4.4 We confirm that ultimate parent company is willing to provide a guarantee and enclose a signed confirmation from the ultimate company or otherwise an explanation, if relevant (Yes/No)
2.4.5 Please provide a copy of your structure to include your organisation parent company and ultimate parent company (as relevant). Please confirm a copy has been enclosed (Yes/No)
2.4.6 Please list locations and the approximate number of staff at each location from where your organisation provides services similar to those required. For each location please indicate the breakdown of staff in terms of function within the business e.g. design, build, test, system commissioning, site work commissioning, project management, quality management, training etc.
2.5 Compliance
2.5.1 Compliance with Regulation 26 of the Utilities Contract Regulations 2006 (as amended)
“Do any of the circumstances set out in Regulation 26 of the Utilities Contracts Regulations 2006 apply to your organisation? (Yes/No)
Note: this is a Pass/Fail question
TWUL may exclude an organisation from this contract process if circumstances as set out in Regulation 26 of the Utilities Contracts Regulations 2006 apply to that organisation.
“If yes, please provide details:
We may seek evidence at a later date in order to verify your answer.”
2.5.2 Outstanding court actions
Are there any court actions, significant employment tribunal hearings and/or regulatory actions outstanding against your organisation or any company in your organisation’s group (where relevant) in any country? (Yes/No)
If yes, please provide details (max. 100 words):
2.5.3 Recent court actions
Has your organisation or any company in your organisation’s group (where relevant) in any country been involved in any court action, significant employment tribunal and/or regulatory actions over the last 3 years? (Yes/No)
If yes, please provide details (max. 100 words):
2.5.4 Conflicts of interest
Please identify any potential conflict of interests between your organisation and/or its directors and TWUL (max. 100 words).
2.5.5 Data protection
“Is your organisation registered (notified) under the Data Protection Act 1998, or if not, do you comply with it?
(Notified and complies/Not notified but complies/Not notified and does not comply)”
If Yes, please provide your registration number:
2.6 Financial and Economic Standing
30% WEIGHTING
Please provide the following financial information. Note that we require the information for all organisations and sub-contractors that will be providing a substantial element of the services. However, for a sub-contractor we will not need information relating to its parent company. In addition to evaluating the responses to the questions below, we may use an independent organisation to assess your company’s financial status and risk. If your organisation is a subsidiary within a corporate group, the following financial information is required for both your organisation and the ultimate parent company. If your organisation is selected to participate further in this procurement process, you are required to notify TWUL immediately of any adverse changes to your organisation and it’s ultimate parent company’s (as relevant) financial situation occurring during the procurement process. Following receipt of such notification, TWUL will review the information provided against the selection criteria may determine that your organisation should be excluded from this procurement process.
2.6.1 Financial information
Please provide the most recently available financial information.
Income Statement Figures for Contracting Organisation (Please provide GBP for 2010 and 2011 individually)
-Turnover
-Profit After Tax
-Cash on Balance Sheet
-Total Current Liabilities
-Net Assets
-Consolidated Tangible Net Worth (CTNW)
-Set-out calculation of CTNW with page reference to financial statement
Balance sheet figures for Contracting Organisation (Please provide GBP for 2010 and 2011individually)
– Latest Net Assets
– Latest Intangible assets
– (Other adjustments)
– Latest CTNW
Income Statement Figures Guarantor (Please provide GBP for 2010 and 2011 individually)
-Turnover
-Profit After Tax
-Cash on Balance Sheet
-Total Current Liabilities
-Net Assets
-Consolidated Tangible Net Worth (CTNW)
-Set-out calculation of CTNW with page reference to financial statement
Balance sheet figures for Guarantor (Please provide GBP for 2010 and 2011individually)
– Latest Net Assets
– Latest Intangible assets
– (Other adjustments)
– Latest CTNW
Please provide further turnover breakdown information for Contracting company (Please provide for 2010 and 2011individually)
– Turnover (as above) (GBP)
– Turnover earned form Thames Water (GBP)
– Turnover earned from Thames Water %
– Turnover earned from largest customer (GBP)
– Turnover earned from largest customer %
– Turnover earned from top 5 largest customer (GBP)
– Turnover earned from top 5 largest customer %
– Turnover earned that highlights specific experience relevant to this scope (GBP) Please summarise why this turnover is relevant in highlighting specific experience
-Turnover earned that highlights specific experience relevant to this scope (%)
2.6.2 Turnover by top customers
Please provide details of your organisation’s top five customers by turnover, showing the percentage each represents of the total turnover for the last financial year, and the contract expiry date. Organisations with a single customer representing a high percentage of their total turnover may be ineligible for selection.
2.6.3 Liquidity
Does your organisation have access to undrawn committed bank facilities with a maturity greater than one year? (Yes/No)
If yes, size of facility (GBP)
If yes, please enclose a confirmation letter from your bank
Please explain whether there has been within the past 2 years or anticipated within the next year:
i) Any changes to your organisation’s executive team?
ii) Any insolvency proceedings in respect of your organisation?
iii) Any financial restructuring, giving of additional security to lenders or factoring in respect of your organisation?
2.6.5 Material disputes
Please disclose (with details, including date and resolution) any pending or threatened material disputes or litigation involving your organisation over the past 5 years
2.6.6 Credit report
Please provide a credit report in respect of your organisation from either Moody’s, S&P or Fitch, or IF NOT AVAILABLE a credit rating report from Dunn and Bradstreet or specify and submit an alternative credit report and your reasons for not submitting a Dunn and Bradstreet report.
2.6.7 Additional supporting financial information
Please provide any additional financial information you wish to submit in support of your PQQ response.
2.6.8 References to support the scoring of section 2.6
Please attach to your submission the following documents:
A copy of the most recent audited accounts for your organisation covering the last two years of trading, or the period available if trading for less than two years.
A separate statement of the organisation’s turnover which relates directly to the supply of the type of services covered by this procurement for the last two years of trading, or for the period that is available if trading for less than two years.
Details of any material changes in the business, corporate structure or financial standing of your organisation since the date of the last set of audited accounts or likely to take effect within the next twelve months.
A bank letter confirming access to liquidity, if applicable
A credit report
2.7 Delivery Capability & Expertise
Please confirm that your organisation is a computer hardware manufacturer for LOT A1 (manufacturers).
This is a pass/fail question
Please confirm that your organisation is a computer hardware reseller for LOT A2 (resellers).
This is a pass/fail question
Please confirm your expertise for the supply of hardware.
70% WEIGHTING
2.8 Health & Safety.
Not used.
2.9 Quality assurance
2.9.1 Certifications and industry association memberships
Please provide details of any quality assurance certification or industry association membership that your organisation holds, e.g. IS0 9000, BS25999 and other relevant standards.
Please attach a copy of any certificates referred to and state whether any of the certifications are suspended, pending or anticipated.
2.9.2 Quality assurance implementation
What procedures does your organisation have in place for identifying and recording non-compliant work (in terms of quality) and for subsequently implementing corrective and preventative actions (max. 100 words)?”
2.9.3 Quality accreditation changes
Please advise whether the quality accreditation status of your organisation has changed over the past 3 years. (Yes/No)
If yes, please also explain why (max. 100 words).
2.9.4 Environment and sustainability
Please provide full details of your organisation’s approach to environment and sustainability (max. 100 words). Please attach, if available, your organisation’s written environment and sustainability policy statement as an appendix.
2.10 Subcontractors, TUPE and Information sharing
You will only be permitted to subcontract the provision of goods or services that are purchased pursuant to this notice with TWUL’s prior written consent. TWUL may require additional security for performance in the event that provision of the goods or services is subcontracted, and TWUL reserves the right to assess the ability of any subcontractors to provide goods and services under any Framework Agreements awarded pursuant to this notice, prior to any contract award being made.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 33 and 33A of the UK Utilities Contracts Regulations 2006 (as amended by the Utilities Contracts (Amendment) Regulations 2009 and the Public Procurement (Miscellaneous Amendments) Regulations 2011)), the Contracting Entity will incorporate a minimum 10 calendar day standstill period before awarding the Contract(s) from the point information on the award of the Contract(s) is communicated to Tenderers. Any request for further information by Tenderers pursuant to Regulation 33(9) must be made in writing to the address set out in section I.1 above. The Utilities Contracts Regulations 2006 (as amended) provide remedies for economic operators who, in consequence of a breach of the Regulations, suffer, or risk suffering, loss or damage. Proceedings must be started in the High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.8.2013