Tender to Supply All-Wales IT Products and Services

Tender to Supply All-Wales IT Products and Services

This procurement exercise is being conducted by the National Procurement Service for Wales (NPS), which is hosted by the Welsh Government. 5 Lots.

United Kingdom-Caerphilly: Office and computing machinery, equipment and supplies except furniture and software packages

2019/S 239-585908

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: National Procurement Service (Welsh Government)
Postal address: T’yr Afon, Bedwas Road
Town: Caerphilly
NUTS code: UKL
Postal code: CF83 8WT
Country: United Kingdom
E-mail: NPSICTCategoryTeam@gov.wales
Telephone: +44 3007900170
Internet address(es):Main address: http://npswales.gov.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA27760

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenderwales.bravosolution.co.uk/web/login.shtml
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://etenderwales.bravosolution.co.uk/web/login.shtml
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://etenderwales.bravosolution.co.uk/web/login.shtml

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

All-Wales IT Products and Services (ii)

Reference number: NPS-ICT-0094-19

II.1.2)Main CPV code

30000000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

This procurement exercise is being conducted by the National Procurement Service for Wales (NPS), which is hosted by the Welsh Government. NPS acts on behalf of the Welsh public sector to deliver value for money from the procurement of common and repetitive goods and services.

The Supplier shall be required to provide a range of products and/ or services under the following lots:

Lot 1: Commodity catalogue;

Lot 2: Hardware;

Lot 3: Licensing and subscriptions;

Lot 4: Audio visual; and

Lot 5: Solutions.

The supplier shall be required to deliver products and services across Wales to a range of locations and organisations. The supplier shall be required to:

— provide advice on a wide range of products,

— hold relevant vendor accreditations,

— integrate new products with a complex array of existing infrastructure and desktop estates,

— provide a variety of ICT services delivered by technically qualified staff with relevant experience, and

— deliver wider social and economic benefits.

II.1.5)Estimated total value

Value excluding VAT: 300 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 3
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Restrictions are in place on which lots suppliers are able to bid for. Full information is available in the invitation to tender document.

II.2)Description

II.2.1)Title:

Solutions

Lot No: 5

II.2.2)Additional CPV code(s)

30000000

II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

Products and services to be delivered across multiple sites and organisations in Wales.

II.2.4)Description of the procurement:

The supplier shall provide an integrated IT hardware and software solutions service, which will include but will not be limited to the scope of Lots 2 – 4.

This may take the form of:

(a) a one-stop-shop solution in which a single supplier provides all aspects of the customers IT requirements;

(i) entire IT commodity requirement; or

(ii) several elements, i.e. hardware and software;

(iii) semi managed service, where a supplier would provide day-to-day operations, such as schools appointing a supplier to provide, install and manage network, to support chrome apple etc. Or

(b) the design, implementation and/or support of an IT solution, which requires products and or services covered by 2 or more lots, including but not limited to:

(i) digital transformation;

(ii) emerging technologies, i.e. smart city, machine learning, IoT;

(iii) unified/corporate comms;

(iv) converged/hyper converged/software defined Infrastructure;

(v) data centre design and implementation;

(vi) hybrid infrastructure solutions; and

(vii) bundled hardware and software.

Successful tenderers on Lot 2 (hardware), Lot 3 (licensing and subscriptions) and Lot 4 (audio visual) shall automatically be given the option to be appointed to Lot 5 (solutions).

For avoidance of doubt, there will be no separate tender exercise to appoint tenderers to Lot 5 (solutions).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 40 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

The initial term of the agreement will be for a period of 2 years with the option to extend for further periods up to 2 years.

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

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

Suppliers successful in bidding for Lots 2 (IT hardware), Lot 3 (licensing and subscriptions) and Lot 4 (audio visual) will be given the option to be appointed to this lot. There will be no separate tender process to be appointed to this lot.

II.2)Description

II.2.1)Title:

Audio Visual

Lot No: 4

II.2.2)Additional CPV code(s)

32321200
30000000
32321300
50340000
50300000
50342000
30231320
30237260
32323000
38651600
92224000
30191200
38652100
32340000
48515000
72212515
32300000
32323500

II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

Products and services to be delivered across multiple sites and organisations in Wales.

II.2.4)Description of the procurement:

The supplier shall provide a range of Audio Visual (AV) equipment including but not limited to:

(a) video conferencing equipment;

(b) interactive whiteboards;

(c) interactive displays;

(d) projectors;

(e) sound and visual recording equipment;

(f) CCTV systems;

(g) meeting room audio;

(h) PA systems; and

(i) digital signage etc.

The supplier shall be able to provide rental equipment and services for instances such as one-off events.

Services

11.4 The supplier shall be required to provide on-going support and maintenance for:

(a) equipment installed by the supplier; and

(b) existing equipment.

Tenderers bidding for Lot 4 (Audio Visual) shall not be permitted to bid for any other Lots, with the exception of the option of being appointed to Lot 5.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Sustainability / Weighting: 10
Quality criterion – Name: Technical Expertise / Weighting: 52.5
Quality criterion – Name: Account management / Weighting: 7.5
Cost criterion – Name: Commercial / Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

The initial term of the agreement will be for a period of 2 years with the option to extend for further periods up to 2 years.

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

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

A maximum of 5 suppliers will be awarded a place within this lot.

Customers will be able to vary the weightings of the award criteria as part of the framework call-off procedure. Further details regarding variance ranges are included within the tender documentation.

Suppliers successful under this lot will be provided the option to be appointed to Lot 5 (solutions).

II.2)Description

II.2.1)Title:

IT Hardware

Lot No: 2

II.2.2)Additional CPV code(s)

30200000
30213200
80533000
72000000
72100000
50320000
32422000
30215000
30231000
32423000
32250000
30230000
50312000
51000000
30213100
72800000
50300000
31154000
30233000
32424000
32270000
30213300
30237000
72500000
30234000
30236000
32425000
30213000
51600000
30237300
32420000
32421000
32427000
72900000
32260000
30210000
48820000
48821000
48800000
30234500
72511000
72510000
72514100
72540000
72590000

II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

Products and services to be delivered across multiple sites and organisations in Wales.

II.2.4)Description of the procurement:

The purpose of this lot is to provide customers with:

(a) access to a wide range of IT hardware products;

(b) access to services to support, manage and enable IT hardware estates;

(c) value for money, through;

(i) an effective supply chain;

(ii) supply base with vendor accreditations; and

(iii) value added services.

The supplier shall provide a range of IT Hardware, including but not limited to:

(a) end user devices;

(b) servers and storage devices;

(c) network equipment;

(d) converged infrastructure;

(e) Electronic point of sale (EPOS hardware); and

(f) end point devices.

This will be a multi-supplier lot, with a maximum of 15 suppliers. In order to meet the required service levels required by a diverse customer base, this Lot will be divided into 3 sub-lots, 5 suppliers per sub-Lot:

(a) small customer organisations;

(b) large customer organisations; and

(c) original equipment manufacturer.

Full details are available in the ITT.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Account management / Weighting: 7.5
Quality criterion – Name: Technical expertise / Weighting: 50.5
Quality criterion – Name: Sustainability / Weighting: 12
Cost criterion – Name: Commercial / Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 150 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

The initial term of the agreement will be for a period of 2 years with the option to extend for further periods up to 2 years.

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

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

A maximum of 15 suppliers will be awarded a place within this lot.

Customers will be able to vary the weightings of the award criteria as part of the framework call-off procedure. Further details regarding variance ranges are included within the tender documentation.

Suppliers successful under this lot will be provided the option to be appointed to Lot 5 (solutions).

II.2)Description

II.2.1)Title:

Licensing and Subscriptions

Lot No: 3

II.2.2)Additional CPV code(s)

48000000
48222000
48825000
80533000
72000000
48700000
48100000
72300000
48210000
72800000
72200000
48400000
48800000
48220000
48500000
72500000
48600000
72210000
48900000
48300000
48200000

II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

Products and services to be delivered across multiple sites and organisations in Wales.

II.2.4)Description of the procurement:

The purpose of this lot is to provide customers:

(a) access to a wide range of software and cloud services products;

(b) access to services to deploy and manage software and cloud services;

(c) value for money, through.

(i) competitive tendering (further competitions);

(ii) supply base with vendor accreditations; and

(iii) value adding services.

Licensing and subscription Scope

The supplier shall provide a wide range of licensing and subscriptions, including but not limited to:

(a) off-the-shelf software licences;

(b) enterprise licenses;

(c) open source software;

(d) software as a service subscriptions;

(e) support licence renewals; and

(f) cloud and web services (including platform and infrastructure as a service).

The supplier shall have the capability to provide software products to multiple operating systems.

Associated services scope

The supplier shall provide a range of design, implementation and on-going management services, to include but not be limited to:

(a) strategy design;

(b) security management;

(c) application integration, deployment and management;

(d) technical services to support adoption;

(e) metering services (pay-per-use) for cloud;

(f) training; and

(g) software asset management.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Account management / Weighting: 5
Quality criterion – Name: Technical expertise / Weighting: 55
Cost criterion – Name: Commercial / Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 90 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

The initial term of the agreement will be for a period of 2 years with the option to extend for further periods up to 2 years.

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

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

A maximum of 5 suppliers will be awarded a place within this lot.

Customers will be able to vary the weightings of the award criteria as part of the framework call-off procedure. Further details regarding variance ranges are included within the tender documentation.

Suppliers successful under this lot will be provided the option to be appointed to Lot 5 (solutions).

II.2)Description

II.2.1)Title:

Commodity IT Hardware Catalogue

Lot No: 1

II.2.2)Additional CPV code(s)

30200000
30213200
30232000
32422000
30215000
30231000
32423000
30230000
31300000
30100000
30213100
30233000
32270000
30213300
30237000
30234000
30236000
30213000
30237300
32420000
32421000
32232000
32260000
30210000
30232100
30232110
30232120
30124520
32332100
32321200
32250000
32252100
30233100
30233180
30237410

II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

The provision of goods will be across multiple organisations and sites across Wales.

II.2.4)Description of the procurement:

The purpose of this lot is to:

(a) simplify processes for purchasing low value commodity items, through;

(i) allowing for spot buying via direct awards;

(ii) identifying products availability; and

(iii) reducing delivery lead-times.

(b) provide customers value for money; and

(c) provide access to a wide range of products.

The supplier shall provide a wide range of off-the-shelf IT hardware products to meet a wide variety of requirements across the Welsh Public Sector, including but not limited to:

(a) peripherals (i.e. printers, scanners, USB memory sticks, external hard drives, web cams, keyboards, mouse devices, speakers, etc.);

(b) consumables (i.e. storage disks, cables, spares/replacement parts, tools for repairs/ cleaning materials);

(c) ancillary products (digital cameras, dictaphones, etc.); and

(d) low volume hardware purchases (smartphones, monitors, tablets, laptops etc.).

This is a single supplier lot, with orders being placed by direct award, via an electronic catalogue.

The following are out of scope of this lot:

(a) services;

(b) software;

(c) bespoke products; or

(d) individual line items with a value of 2 000 GBP or more.

This will be a single supplier lot with call-offs on a direct award basis, via a Supplier hosted web catalogue.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical expertise / Weighting: 45
Quality criterion – Name: Sustainibility / Weighting: 5
Cost criterion – Name: Commercial / Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

The initial term of the agreement will be for a period of 2 years with the option to extend for further periods up to 2 years.

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

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

A maximum of 1 supplier will be awarded a place within this lot.

The invitation to tender (ITT) documentation can be accessed via eTenderWales, the references for this lot are:

— project_43272,

— itt_78531 — Stage 1 qualification (must be completed by all tenderers),

— itt_78532 — Lot 1: commodity IT hardware catalogue,

— itt_79211 —community benefits (must be completed by all tenderers).

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

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

As detailed in the tender documentation and framework terms and conditions.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 27
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: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 072-169638

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

Date: 17/01/2020
Local time: 15:00
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:

English, Welsh

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

Duration in months: 9 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 17/01/2020
Local time: 15:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The following bodies may use this framework:

— Welsh Minister, their agencies, sponsored and statutory bodies and other contracting authorities funded by them,

— the Welsh Assembly Commission,

— UK Government, their agencies, companies and limited liability partnerships or other corporate entities, which operate in Wales,

— Local Authorities in Wales,

— contracting authorities established for the provision of culture, media and sport in Wales,

— NHS Health Boards in Wales,

— higher and further education bodies in Wales,

— police and crime commissioners and police forces; national park, and fire and rescue authorities in Wales,

— Citizen Advice Bureaux in Wales,

— registered social landlords,

— schools, sixth-form colleges, foundation schools and academies in Wales (but not independent schools),

— HM Inspectorate of Schools in Wales (Estyn),

— town and Community Councils in Wales,

— tribunals,

— Welsh Government,

— Housing associations,

— Wales Council for Voluntary Action,

— Third sector bodies.

The full list of customer organisations is in the invitation to tender document, available via eTenderWales.

The invitation to tender (ITT) documentation can be accessed via eTenderWales: https://etenderwales.bravosolution.co.uk.

The first person from your organisation to use the platform will be required to register on behalf of the organisation.

Registration involves accepting a user agreement, and providing basic information about your organisation and about the user performing the registration.

The user who performs the registration becomes the super user for the organisation.

On registering on the platform the super user will select a username and will receive a password.

The password will be sent by e-mail to the e-mail address that was specified in the user details section of the registration page.

How to find the ITT:

Once logged in you must click on ‘ITTs Open to all Suppliers’.

The etender references for this framework are:

Project_43272

ITTs

The following ITTs must be completed by tenderers wishing to bid for each subject area:

Itt_78531 — Stage 1 qualification (must be completed by all tenderers)

Itt_78532 — Lot 1: commodity IT hardware catalogue;

Itt_78543 — Lot 2 a: IT hardware ‘Small Customer Organisations’;

Itt_78547 — Lot 2 b: IT hardware ‘Large Customer Organisations’;

Itt_78545 — Lot 2 c: IT hardware ‘OEM Only’;

Itt_78549 — Lot 3: licensing and Subscriptions;

Itt_78550 — Lot 4: Audio visual.

Itt_79211 —Community benefits (must be completed by all tenderers).

Click on the title to access summary details of the ITT. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.

You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.

If you have any queries regarding the tender please message using the e-tenderwales message portal.

If you require the documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to provide a more suitable format. For example, braille, large print, word document or audio format.

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=97505

Under the terms of this contract the successful supplier(s) will be required to deliver community benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The community benefits included in this contract are:

— supply chain opportunities,

— training and employment opportunities,

— community projects.

(WA Ref:97505)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

Official name: National Procurement Service (Welsh Government)
Postal address: T’yr Afon, Bedwas Road
Town: Caerphilly
Postal code: CF83 8WT
Country: United Kingdom
E-mail: NPSICTCategoryTeam@gov.wales
Telephone: +44 3007900170Internet address: http://npswales.gov.uk
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:

09/12/2019