TENDER SPECIFICATION DOCUMENT. Mobile Phone Contract. Tender for Mobile Phone Contract for EMB-Group

Transcription

1 TENDER SPECIFICATION DOCUMENT Tender for for EMB-Group Date: September 2015 The EMB Group incorporates: East Midland Business Ltd EMB Excellence Ltd EMB Certification Ltd EMB-Group Ltd Registered Office: 5 Merus Court Meridian Business Park Leicester LE19 1RJ

2 Contents 1. Introduction Background Tender Specification Corporate Responsibility and Health & Safety Considerations Duration of Contract Additional Requirements Payment Terms Content of Tender Submission Evaluation of Tenders Instruction to Tenderers Conditions of Tender Timetable

3 1. Introduction The EMB Group is a private group of companies that provides a range of business consultancy and programme management services. The Group includes East Midlands Business Ltd, EMB Excellence Ltd and EMB Certification Ltd. Further information on our services can be found on our website 2. Background 2.1 The EMB Group delivers a range of services for businesses and individuals, including the following nationally recognised services: Investors in People (IIP) UK Trade & Investment international trade service (UKTI) ISO9001 accreditation (ISO) 2.2 Our contract base is across England and Wales, working in the UK & internationally with our clients. 2.3 The existing 24 month mobile phone contract & tariff has expired. 2.4 The handsets that we currently use have reached their end of life and we wish to replace a number of them. 3. Tender Specification 3.1 The EMB Group is seeking tenders for the provision of mobile phone services to include the following: a voice and data tariff suitable for current call volume and data usage. The last six months bills will be made available for this, proposals should be based on the last six months usage to ensure like for like comparisons can be made. The tariff(s) that are proposed must be suitable for tethering tablet devices to the handsets. Data limit on the current contract is 512Mb, this needs to be increased for selected connections on the new contract. A 4g tariff will be required to benefit from increased internet speeds and usage in 4g areas. Currently we have a total of 65 connections, going forward 32 connections will be SIM only, 33 connections are to be supplied with new device with a view to expanding this by up to 25% over the next 12 months The devices we wish to consider are Microsoft Lumia 640XL, Samsung Galaxy S6 and Apple iphone 6 & Sony Experia Z3 (or similar). Prices must be supplied for at least these 4 options. 3

4 We would look to have a hardware tech fund for new connections and replacement devices. Ongoing customer care is important to us. Easy access to a support and billing portal is vital and contact with an assigned Account Manager is a key requirement. 4. Corporate Responsibility and Health & Safety Considerations 4.1 EMB requires suppliers to comply with all Health and Safety legislation and to have procedures in place for ensuring the safety of its staff, as well as third party personnel involved in assignments. 4.2 Suppliers should possess and maintain public and professional indemnity insurance and employer s liability insurance (if applicable). Evidence of current insurance policies and the limits of these policies must be provided as part of your tender submission. 5. Duration of Contract 5.1 The contact duration will be for an initial 24 months and may be extended for up to a further 24 months (2 years + 1 year + 1 year). 6. Additional Requirements 6.1 The above specification points are not an exhaustive list. The successful suppliers may therefore be required to adhere to additional requirements or may wish to suggest additional activity that would benefit EMB Group. Such requirements will be agreed between the successful suppliers and EMB Group. 7. Payment Terms 7.1 EMB Group s normal payment terms for approved invoices are 30 days. 8. Content of Tender Submission 8.1 Tenderers are asked to provide the following within their submission: Your understanding of our requirements. Your proposed offer, including a breakdown of your monthly charges. Please show all elements of your charges. If applicable, VAT should be shown separately. Proposals should be based on the last six months usage by EMB Group to ensure like for like comparisons can be made. Any additional services that would benefit EMB Group with the mobile phone services. Previous experience with companies in a similar sector to EMB Group. 4

5 Personnel Please provide details of the key personnel, including a named Account Manager who will co-ordinate your services. Copies of your audited accounts for the last two years, if available (Full accounts should be provided, not abbreviated accounts); Evidence of current insurance policies and value of indemnity (as a minimum this should include public and professional indemnity and employers liability if applicable); 9. Evaluation of Tenders 9.1 Tenders will be received by an evaluation panel which will determine which of the submissions provides EMB with the most confidence that those suppliers have the relevant experience, personnel and capability to meet the requirement s objectives. 9.2 Scores will be agreed for each response in line with the Scoring Methodology and criteria set out below. Criteria: Assessment / Score: Weighting: Total possible: Tenderers financial Pass / Fail stability Completed proposal Pass / Fail submission in full? Understanding 1(poor)-5 (excellent) 3 15 Previous experience 1(poor)-5 (excellent) 3 15 Personnel 1(poor)-5 (excellent) 3 15 Quality of technical 1(poor)-5 (excellent) 5 25 solution Charges Total score available Instruction to Tenderers 10.1 Please supply an electronic version of your tender by the submission deadline to: tenders@emb-group.co.uk 10.2 Submissions should be titled: TENDER FOR MOBILE PHONE CONTRACT 10.3 Tenderers should note that in the event that a bid is considered to be fundamentally unacceptable on a key issue, regardless of its other merits, that bid may be rejected Tenders submitted after the stipulated deadline for submissions will be rejected. 5

6 10.5 If you require further information concerning the tender process, or the nature of the proposed contract, in the first instance please contact with the subject line Tender for. No questions will be answered that provide a competitive advantage to any party tendering Should questions arise during the tendering period, which in our judgment are of material significance, we will post additional information on our website to explain the nature of the question, and our formal reply. All tenderers should then take that reply into consideration when preparing their own bids, and we will evaluate bids on the assumption that they have done so. 11. Conditions of Tender 11.1 Representations: A tenderer may contact EMB using the address tenders@emb-group.co.uk to obtain any further information about the requirements of the contract or the tendering procedures if these are not evident or clear from the documents supplied to tenderers Specification: For the avoidance of doubt, the tender specification document shall include all requirements explicit or implied within the invitation to tender. EMB reserves the right to withdraw this tender document and all funding contained within it without notice Tenders Excluded: No tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tender with an officer of EMB. If a tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming of damages from the successful tenderers. It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions other than those provided in the contract documents and (b) is delivered out of time or in a manner other than specified in the specification Collusive Tendering: In submitting a tender against this contract, the tenderer confirms that he/she has not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. The tenderer also certifies that at no time, before or following the submission of the tender, has the tenderer carried out any of the following acts: (i) communicating to a person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance; 6

7 (ii) entering into any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted; (iii) offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above. The context of this clause the word person includes any persons and any body or association, corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not Freedom of Information: Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act Tenderers should state if any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act. It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether or not information is exempt. However Tenderers should note that no information is likely to be regarded as exempt forever. 12. Timetable 12.1 The timetable for the procurement process is as follows: Date Activity 01 Sept 2015 Tender specification published 12pm, 18 Sept 2015 Tender submission deadline Sept 2015 EMB Panel - Tender Review / Score Sept 2015 Discussion / Interview (May not be required) 28 Sept 2015 Final Decision on appointed supplier and notification to unsuccessful bidders 12.2 Bidders should note that this timetable may be subject to change. 7