Supply IP Layered Wide Area Network

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

AN2006a Provision of IP Layered Wide Area Network

2.2

Description of the goods or services required

Chwarae Teg is issuing this tender with a view to enter into a contract for the provision of IP Wide Area Network carrier services.

We invite tenders from reputable companies and established organisations/ individuals to tender for the Installation and Supply of a WAN Infrastructure solution which will be used over Chwarae Teg’s 4 branch site locations. We understand and accept that the solutions may NOT be identical at each site.

The contract will be for a period up until 31st March 2018 with an option to extend for a further 3 years and the value for this initial term (to 31st March 2018) of the contract is estimated to be in the region of £15k to £25K

Current network topology

Chwarae Teg currently has the following domain topology:

• Active Directory 2003-2012R2 (mixed mode) multi master hierarchy supporting industry standard protocols and API’s (DHCP / DNS / Kerberos / and X.509 certificates)

• 4 X branch Domain Controllers with FSMO roles supporting authentication / group policy / third party system tools and backup applications (plus file/print /certificate services)

• Microsoft Exchange Messaging System (2003-2010)

• Total number of existing users 70 (increasing to 85 over the next 6 months) split across 4 sites based in Wales (North and South Wales)

• External SharePoint 2010 server hosted in a datacenter offsite co-location

• External Terminal Server hosted in a datacenter offsite co-location

Services in the next quarter

• Microsoft Dynamics CRM cloud system across all sites and remote worker access

• Office 365 cloud integration (Exchange / SharePoint / Office)

• New proposed communications platform (Skype for business / VOIP integration)

• Basic Conference facilities at each site (VOIP or leased line connection)

Headcount in offices

85 users will be split across 4 sites (postcodes listed below). The percentage of user visits to each location will fluctuate depending on the project requirements. As an average we are looking at the following:

Cardiff – 50%

Treforest – 30%

Llanelli – 10%

Colwyn Bay – 10%

Technical specification

• Bidders are required to quote on enhancing the existing solution, resolve and quote on faulty equipment replacement or recommend better models.

• Bidders are required to also quote on the named sites above and provide relevant costings. We understand that the Solutions at each site may not be identical.

• A SLA will also need to be created with an optimisation level of 85% (or above) success rate.

Each quoted circuit must contain at least the following technical information:-

• Circuit type

• Minimiun download/upload speed

• Maximum download/upload speed

• Minimum/maximum lead time for circuit to go live from date of order

• Contract length

• Contention ratio (if applicable)

• Any Service Level Agreement with the circuit. If No SLA then this should be clearly stated.

Minimum requirements

Bidders are required to quote on implementing a new solution which will provide a fault tolerant, efficient, scalable WAN connectivity solution with adequate bandwidth overhead / fault tolerance and high availability to service the organisations data transmission requirements.

Chwarae Teg currently has the following line connection topology listed below.

These are split between two ISP providers:

Cardiff CT postcode: CF24 5JW

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5MB Up / 5.5MB Down

• (Currently connected to the Roath exchange)

Llanelli CT postcode SA14 8GG

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5MB Up / 1.5MB Down

Colwyn Bay CT postcode LL29 8HT

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 2MB Up / 2.5 down

Treforest CT postcode CF37 5BE

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5 up / 8MB Down

Deployment and delivery times

A cost breakdown and delivery times should also be included. This should contain the following information, where applicable:-

Products

Costs (hardware) and annual support fees

Software and annual support fees

Any additional license fees

Testing / maintenance and service acceptance testing

• Minimum download/upload speeds must be met for each new circuit as detailed in the Technical Specfication section.

• Speed test results will be carried out by Chwarae Teg on new circuits and recorded prior to migrating any office to a new connection.

• Recorded speeds must meet the minimum threshold for that line for acceptance testing to pass.

• Any circuit not meeting minimum speeds as detailed in the providers Tender Response will fail acceptance testing and result in Chwarae Teg rejecting the circuit.

• All faults or issues are the responsibility of the winning bidder to resolve.

• Monthly/quarterly bills are not to be issued until the solution is 100% operational.

Additional requirements

Chwarae Teg needs to clarify the payment schedule according to the information listed below. This will ensure both the winning tender and CT manage the risks (including rewards) in relation to undertaking the project and specifying clearly defined and agreed outcomes:

Payment of project

The lead time will start upon successful win of the tender by the supplier.

Payment will only commence after Chwarae Teg has completed acceptance testing.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=38288.

2.3

Notice Coding and Classification

a) Commodity Codes

b) Delivery Location/Area

2.4

Total quantity or scope of tender

85 users will be split across 4 sites (postcodes listed below). The percentage of user visits to each location will fluctuate depending on the project requirements. As an average we are looking at the following:

Cardiff – 50%

Treforest – 30%

Llanelli – 10%

Colwyn Bay – 10%

Technical specification

• Bidders are required to quote on enhancing the existing solution, resolve and quote on faulty equipment replacement or recommend better models.

• Bidders are required to also quote on the named sites above and provide relevant costings. We understand that the Solutions at each site may not be identical.

• A SLA will also need to be created with an optimisation level of 85% (or above) success rate.

Each quoted circuit must contain at least the following technical information:-

• Circuit type

• Minimiun download/upload speed

• Maximum download/upload speed

• Minimum/maximum lead time for circuit to go live from date of order

• Contract length

• Contention ratio (if applicable)

• Any Service Level Agreement with the circuit. If No SLA then this should be clearly stated.

Minimum requirements

Bidders are required to quote on implementing a new solution which will provide a fault tolerant, efficient, scalable WAN connectivity solution with adequate bandwidth overhead / fault tolerance and high availability to service the organisations data transmission requirements.

Chwarae Teg currently has the following line connection topology listed below.

These are split between two ISP providers:

Cardiff CT postcode: CF24 5JW

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5MB Up / 5.5MB Down

• (Currently connected to the Roath exchange)

Llanelli CT postcode SA14 8GG

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5MB Up / 1.5MB Down

Colwyn Bay CT postcode LL29 8HT

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 2MB Up / 2.5 down

Treforest CT postcode CF37 5BE

• 2 X ADSL2+ lines (bonded)

• Connection speeds approx. 0.5 up / 8MB Down

3 Conditions for Participation

3.1

Minimum standards and qualification required

Please provide details of cost exclusive of VAT and show expenses as a separate item.

When applying for this engagement please ensure you include the following information in your tender submission:

• Carrier class network information

• End to end SLA information

• 24/7 support (UK based) information

• ISO 22301 / 9001 / 27001 / 2000 accreditations

• Please provide details of delivery date, fully operational date assuming the contract will be awarded on 23rd December 2015;

• Disaster recovery and business continuity information

• Known proven supplier information

• Quality assurance information

• UK wide/international coverage information

• Brand promise

Scoring

All applications will be scored against the following criteria using a scale of 1 to 5, (5 being the highest). The weighting of each category towards the final score awarded is in brackets.

Cost (40%)

Quality (60%) Including:

Delivery speed (from award of contract)

Financial viability, Suitable references and demonstration of experience and responses to PQQ’s

Evaluation Committee

Chwarae Teg has in place a permanent evaluation committee that is made up of 3 core members. The core members are:

• Agile Nation Project Manager (overall budget holder for Agile Nation 2 expenditure)

• Strategic Lead of the Enabling Team (responsible for finance, risk and overall responsibility for Chwarae Teg expenditure)

• Quality and Process Improvement Lead (responsible for compliance and quality).

Permanent members may delegate responsibility to other appropriately trained staff when circumstances require. Other members will be added to the panel depending on the skills required to formally assess and mark the tender document.

Conflict of Interest

If, at any time during the tender process, a member of the Evaluation Committee becomes aware of any relationships with, or knowledge of, suppliers involved in the tender that could be perceived to unduly affect the outcome of the process then the individual will be excused from the Committee.

If the supplier is aware of any potential conflict of interest arising from previous work or relationships with Chwarae Teg or any of its staff, then this should be documented within the tender response.

Confidentiality and Copyright

All information supplied by Chwarae Teg in connection with this proposal submission is to be regarded as confidential by the organisation submitting the proposal.

Chwarae Teg assumes that applicants accept these instructions on the basis that all materials, when produced, will become the property of Chwarae Teg.

Queries

If you have any queries about this tender please submit them via the post box facility on Sell2Wales

Invoicing

Purchase order numbers will be issued for the work we commission.

An Invoice, quoting the purchase order number(s) and breakdown of costs spent will be required for payment.

Tender Submissions

We require one hard copy submission and one electronic version of your tender document.

The hard copy paper submission should be submitted in a sealed envelope marked:

“Strictly Private and Confidential” to:

ICT Project Tenders

Chwarae Teg Agile Nation 2

2nd Floor, Unit 2

Melin Corrwg Business Parc

Cardiff Road

Upper Boat

Treforest

CF37 5BE

Tenders should be marked – AN2006a Provision of IP layered WAN connectivity services for Chwarae Teg. It should not show any indication of your organisation on the envelope.

Submissions must be delivered to reach the address by:

12:00pm Midday on Monday 21st December 2015.

Any questions should be submitted by 12:00pm midday on Friday 18th December, 2015.

Tenders received after this date and time will not be considered.

The electronic version of your submission should be emailed to: tenders@chwaraeteg.com and to have reached us by 12.00pm Midday on Monday 21st December 2015.

Chwarae Teg will not make any allowances for postal or other delays and you are therefore advised to post your submission in good time or secure delivery in order to avoid disqualification.

The Tender must be signed by a duly authorised person within your company.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

AN2006a

4.3

Time Limits

b) Time-limit for receipt of completed tenders
21-12-2015  Time  12:00

c) Estimated award date 23-12-2015

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:38288)

Relates to the following project/programme financed by EU Community Funds: Agile Nation 2

5.2

Additional Documentation

5.3

Publication date of this notice

09-12-2015