Notebook Computer Framework (School Notebook) Pricing and Overview March 2012

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1 Department of Education & Skills National Centre for Technology in Education (NCTE) Notebook Computer Framework (School Notebook) Pricing and Overview March 2012 The Notebook Framework is an arrangement which simplifies the purchase of high quality Notebooks at very competitive rates. It is now available to all schools across Ireland. This is a legally compliant arrangement, which was developed under EU public procurement regulations. It was established by the Department of Finance. In consultation with the Department of Education and Skills, and specifically with the NCTE, a technical specification has been identified for a School Notebook. This competitively priced School Notebook is recommended by NCTE to meet the vast majority of schools needs. Five suppliers have been qualified to be on the School Notebook framework. In comparison with Home or consumer Notebooks on offer in retail stores and other commercial outlets, the School Notebook offered through this framework is recommended for schools. Advantages of School Notebook versus Home/Consumer Notebook They are recommended for schools as they meet schools everyday needs Schools Notebooks have a (ie Pro ) Operating System installed (ie Windows 7 ) which is recommended for schools and compatible with educational software and networks ; Consumer laptops generally have a Home (ie Windows 7 Home) edition of the Operating System which is not recommended for schools and can have compatibility issues with educational software and networks School Notebooks are high quality and suitable for high usage and by multi-users; Support, after purchase, is next business day onsite in your school to minimize downtime and is covered by a three year onsite warranty, so long delays in return are avoided; "Home edition Operating System consumer notebooks are not designed or recommended for school network environments and will cause difficulty. They will also be more expensive and difficult to support for tech support companies. School Notebooks tend to have more connectivity options both for current and older equipment.

2 School Standard Notebook March 2012 (summary spec) Supplier Dell HP Lenovo PC Peripherals Toshiba Product Image Model Dell Vostro 1540 HP 4535s ThinkPad R500 ACER Travelmate 5744 Satellite Pro C660-2KK OS Windows 7 Windows 7 Windows 7 Windows 7 Windows 7 Processor Intel Celeron AMD Dual-Core Intel Celeron Intel Core i3-370m Intel Core i3-380m P4600 A4 900 Dual Core RAM 2GB 4GB 2GB 2GB 4GB Hard Drive 250GB 320GB 160GB 250GB 500GB Screen " 15.6 Delivery Cost (incl. VAT@23%) Free Free Price ( incl Note 1: Prices are inclusive of Notebook, Carry Case, Optical Mouse and Phone cable, Warranty (3 years Next Business Day Onsite Countrywide including full parts and labour cover), and VAT (@ 23%). Note 2: If the technical specification of the School Notebook does not meet your requirements, please refer to the following NCTE website link:

3 How to Buy a Notebook: You a Request for Quote (RFQ) to notebookframework@gov.ie (this will reach all 5 suppliers). An RFQ template is presented below. Suppliers will respond with prices. You then evaluate the responses and select a winner based on your award criteria. Framework Rules: 1. You must treat all of the suppliers fairly and equally. You must specify your requirements in a non-discriminatory way and solicit a quote from all suppliers. NB: Vendor names or technologies (such as Pentium, AMD,, Dell,, HP, Lenovo, Toshiba etc) cannot be used in specifying what is required. Likewise the name or speed of the processor chip required eg Intel Dual or AMD cannot be specified as they don t allow all vendors to respond. s to notebookframework@gov.ie will be forwarded to all approved vendors. 2. You must allow the suppliers sufficient time to respond to a Request for Quote (RFQ). You must allow suppliers a reasonable amount of time to submit a response. For a simple mini-competition (e.g. buying 10 School Notebooks with no variation in the spec or additional services), a minimum of 3 full working days is recommended. More complex mini-competitions (e.g. drawdown agreements) should be given at least 2 to 3 full working weeks. 3. You must be open and transparent with regard to how you will select the winning quote. When issuing an RFQ you should clearly state the criteria you will apply to select the winner. Purchases of School Notebooks are usually based on cost. Cost has been used in the RFQ example. However, if you want more flexibility in choosing a supplier, the framework allows you to apply any or all of the following criteria: Suitability for Intended Use Cost Special Requirements References attesting to the quality of products and services Delivery Conditions Excess over minimum Specification Environmental Considerations Note: Under EU procurement law the responsibility for observing these rules lies with you, the customer. RFQ Template: Please see below for an example of an request. s to notebookframework@gov.ie are for Laptops only, i.e. not for PCs or other equipment. To: notebookframework@gov.ie Subject: Request For Quote (School Notebook) Dear Supplier, Please quote for [Quantity] School Notebooks as per the Notebook Framework. The closing date for quotes is 5pm on [Date]. Any contracts arising from this request for quote will be awarded on the basis of the following Award Criteria: Cost [percentage %], [insert other criteria headings here along with percentages % or delete if not applicable]. E.g. Suitability for Use 20%, (Total % must be 100%). The anticipated award date is [Date].. Regards [Main Contact Name, School Name, Roll No., School Address, Ph No.]

4 School Standard Notebook January 2012 (detailed spec) Dell HP Lenovo PC Peripherals Model Dell Vostro 1540 HP 4535s ThinkPad R500 Acer Travelmate 5744 Processor Intel Celeron AMD Dual-CoreA4- Intel Celeron 900 Intel Core i M 370M Dual Core Toshiba Satellite Pro C660-2KK Intel Core RAM 2GB 4GB 2GB 2GB 4GB Hard Disk 250GB 320GB 160GB 250GB 500GB Removable Storage 8X DVD +/- RW DVD +/- RW SuperMulti DL LightScribe Network 10/100/1000 wireless and Bluetooth v3.0 HS Card 10/100/1000 Ethernet (RJ45) Internal g/b WiFi and Bluetooth HS Combo DVD Rewriter DVD Rewriter DL DVD Rewriter DL 10/100/1000 Ethernet (RJ45) wireless 10/100/1000 Wireless 10BASE- T/100BASE-TX Internal a/b/g/n wireless Screen 15.6 HD LED 15.6 LED-Backlit HD Display anti-glare Battery Life MobileMark 2007 Operating System Windows 7 Windows 7 Windows 7 Windows 7 Windows 7* * * * * Green Rating Energystar 5.2, US Energystar, IT ECO declaration Energystar, Energystar, ENERGY STAR 5.0 EPEAT Gold Cost Delivery FREE FREE Items Offered as Standard: Notebook; Warranty (3 years Next Business Day Onsite Countrywide including full parts and labour cover); Standard Operating System is Microsoft Windows 7; Carry Case; Optical Mouse and Phone cable included; Prices are and Include VAT (@ 23%). * In addition to the Windows 7 Operating System, customers may also order alternative Operating Systems such as Linux etc.

5 Associated Products: In addition to the Notebook Computers, the Framework also covers products associated with them. Examples of Associated Products which may be purchased under the Notebook Framework are listed below. Speakers External Hard Drive Additional Battery USB Memory Key Please note that this is not an exhaustive list of associated products that is available under the Notebook Framework: essentially you can buy any item that is associated with the supply or ongoing operation of a Framework Notebook. If you wish to buy Associated Products through the Notebook Framework, all you have to do is specify your requirement in your Request for Quote For Support and Assistance: The NCTE can be contacted with any queries regarding the ICT Framework agreements: Name: NCTE info@ncte.ie Website: If you have any questions on how to buy School Notebooks using the Notebook Framework contact the NCTE at info@ncte.ie. Further information and guidance on procurement matters, specifically ICT procurement arrangements, i.e. PCs, Notebooks, Mono and Colour Printers is available on the NCTE website at: Associated Services: The Framework also covers associated services related to Notebooks. Some examples of these are given below. Unpacking & Packaging Removal Service Whereby equipment bought through the Framework is delivered to the installation point in the Customer s premises, unpacked by the Vendor s agent and all packaging relating to the delivered item(s) is taken from the Customer s premises for disposal by the Vendor s agent. Installation, Unpacking & Packaging Removal Service Whereby equipment bought through the Frameworks is delivered to the installation point in the Customer s premises, unpacked by the Vendor s agent, installed for the Customer s use by the Vendor s qualified agent and all packaging relating to the delivered and installed item(s) is taken from the Customer s premises for disposal by the Vendor s agent. Repair Services Whereby faulty Notebooks and associated products, whether purchased through the Frameworks or not, are removed from the Customer s premises by the Vendor s agent and repaired. Disposal Services Whereby obsolete Notebooks and associated products, whether purchased through the Frameworks or not, are removed from the Customer s premises by the Vendor s agent and disposed of in a secure manner and in accordance with all relevant legislation. Tenders should not be sought for any removals which are provided free of charge further to the WEEE Directive. Configuration Device Configuration whereby the Vendor or Vendor s agent will deliver a device bought through the framework with an agreed configuration pre-installed. The costs of these services will vary depending on the number of Notebooks involved, and some of the vendors require a minimum number of purchases for some of them. If you wish to avail of one or more of these services then all you have to do is specify your requirement in your Request for Quote.