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1 Management Information Systems Support Ministry of Education, Employment & Gender Affairs Representing the Government of the Tender No. DTC-MOE-T RECEIPT OF TENDER DOCUMENTS FORM (Notice of Intent to submit a tender) Completed Form to ICT Manager at: TENDER NO: DTC-MOE-T FOR: Management Information Systems Support AT: Government Schools FOR AND ON BEHALF OF: (PRINT Name of Company) Company Street Address: Company Postal Address: Company Tel/or Cell: Contact address: Date and Time Drawings Collected/Downloaded Date Time The Tenderer is advised of the following: 1. Deadline date, time and address for receipt of tender submissions is: Friday, September 26, :00 noon, delivered by hand or courier to: Ministry of Education, Employment & Gender Affairs Departmental Tenders Committee 2 nd Floor, Government Administration Building 133 Elgin Avenue Grand Cayman, KY format for tender submission is: One hard paper copy of completed and signed Tender Form; 3. a receipt must be signed and received at tender submission; 4. that late tenders will not be evaluated and will be returned to the tenderer after the tender opening meeting; 5. that the Government: a. is under no obligation to accept the lowest bid; b. can cancel a tender process and/or reject all tenders at any time prior to the award of the tender DTC-MOE-T of 14

2 Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY INVITATION TO TENDER TENDER NO: DTC-MOE-T FOR: Management Information Systems Support TO: Government Schools Client Agency: Ministry of Education, Employment & Gender Affairs You are invited by the Government of the Ministry of Education, Employment & Gender Affairs (MEEGA) to submit a firm price tender for the above-mentioned services described in the accompanying documents. Your Tender when completed is to be delivered, together with all other relevant documents to: Ministry of Education, Employment & Gender Affairs Departmental Tenders Committee 2 nd Floor, Government Administration Building 133 Elgin Avenue Grand Cayman, KY The deadline for Tender submissions is Friday, September 26, 2014, 12:00 noon. The Form of Tender and any other supporting documents stated on the Form of Tender when completed and signed are to be received not later than the time given on the Form of Tender in the enclosed envelope which must not bear any indication of the bidder s identity. Tenders must be submitted in two clearly marked envelopes; one containing company information, evidence of status as approved Capital SIMS Partner in the, evidence of Trade and Business License to operate in the, evidence that premiums for health insurance and pensions plan are paid current, proposal for delivery of services, example Service Level Agreement and a separate envelope that contains the signed form of tender and the price proposed for the Tender. The following documents are included with this invitation: 1. Receipt of Tender Documents Form (Notice of Intent to Submit a tender) 2. Notice to Tenderers 3. Instructions to Tenderers including the evaluation criteria that will be used to assess tenders and their order of importance 4. Form of Tender 5. Detailed Scope of Work for Management Information Services Support DTC-MOE-T of 14

3 INVITATION TO TENDER (continued) For queries regarding this invitation contact the undersigned at Responses will be posted as addendums online at and ed to all who have expressed an intention to tender by returning the receipt of Tender Documents Form. The Ministry does not bind itself to accept the lowest nor any tender. Late bids will not be accepted, CIG will not defray any cost incurred by bidders. The Government shall not be bound to assign any reason for not accepting any tender and may accept a Tender in whole or in part. Sincerely Steven A. Durksen ICT Manager For Acting C.O., Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY DTC-MOE-T of 14

4 Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY NOTICE TO TENDER TENDER NO: DTC-MOE-T FOR: Management Information Systems Support AT: Government Schools Client Agency: Ministry of Education, Employment & Gender Affairs The Bidder is requested to submit prices using the attached Form of Tender in addition to submitted proposal: Brief Scope The proposed request for Management Information Systems (MIS) support includes ICT support for the existing implementation and infrastructure for SIMS in government primary and high schools in the Cayman Islands which has been in place since SIMs, from Capita, is the most popular school management information system (MIS) in the UK used in over 22,000 schools. The SIMs solution has been developed by Capita specifically for the education sector and has been refined to meet the changing needs of schools over the last 24 years. SIMS is a comprehensive and integrated Management Information System (MIS) for managing whole school improvement. Support Services to be provided by this tender includes the following: SIMS Application Support Services (including end user and infrastructure support) SIMS Hosting Support Services for Server Infrastructure SIMS Infrastructure Support & Maintenance (for 17 servers) (see detailed scope of work on pages 11-14) All tenders shall be returned to the Ministry Of Education, Employment & Gender Affairs Tenders Committee no later than Friday, September 26, 2014, 12:00 noon. For queries regarding this invitation contact the undersigned at Responses will be posted as addendums online for all vendors to view at Sincerely, Steven A. Durksen ICT Manager For Acting C.O., Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY DTC-MOE-T of 14

5 Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY INSTRUCTION TO TENDERERS TENDER EVALUATION CRITERIA AND THEIR ORDER OF IMPORTANCE 1. Bidders are hereby advised that tenders will be evaluated based on the following criteria. The information herein should be submitted in order to properly score tender returns. a. Company is an approved Capita SIMS Partner in the. b. Trade and Business License to operate in the. c. Company is compliant with Pension and Health Contributions for their staff (proof in writing from the regulatory authorities Department of Labour and Pensions and Department of Health Regulatory Services). d. The cost of the tender submitted. e. Company s experience of similar support experience, which specifically means similar scope of works and capability of supporting SharePoint 2013 development services and SIMS Learning Gateway. f. Overall quality of proposal where the bidder has demonstrated that they understand the proposed Management Information System support requirements including application, database and infrastructure support as well as capability of providing hosted services. 2. The criteria will be weighed in the following manner (100 point scale): a. Pass / Fail b. Pass / Fail c. Pass / Fail d. 30 points i. Best price without qualification earns = 25 points. ii. Proposals within 10 % of best price earns = 20 points. iii. Proposals from % of best price earns = 15 points. iv. Proposals from % of best price earns = 10 points. v. Proposals from % of best price earns = 5 points vi. Proposals in excess of 46 % of best price earns = 0 points. e. 35 points. i. 5 or similar support customers = 20 points ii. 3 to 4 similar support customers = 15 points iii. 2 similar support customers = 10 points iv. 1 similar support customers = 5 points v. No similar support customers = 0 points f. Quality and Professionalism of proposal = 35 points DTC-MOE-T of 14

6 INSTRUCTION TO TENDERERS (continued) These criteria have been drafted in order to comply with Regulation 36 of the Financial Regulations (2010 Revision), which requires that all government entities are subject to an overriding requirement to ensure value for money. In addition, the criteria also seek to ensure the prompt delivery of a quality service and as such, it should be noted, as provided for in Regulation 40 of the Financial Regulations (2010 Revision), that there is no obligation to accept the lowest bid. Bids considered being either abnormally high, or abnormally low, will be scored accordingly. Where there is an inconsistency in a bid, particularly in relation to the price tendered, the Government reserves the right to clarify that price with the tenderer. 1. The date, time and place for the return of tenders are entered on the tender form. The Ministry of Education, Employment & Gender Affairs does not undertake to consider tenders not received in time. 2. Bidders may not be considered if all the original tender documents requiring signature are not completed, signed and returned by due time. 3. The Ministry Education, Employment & Gender Affairs does not undertake to accept the lowest nor any tender. 4. The Ministry is not liable for any expense whatsoever incurred by bidders, their agents, representatives, sub-contractors or suppliers in the preparation of the Tender nor for any other costs whatsoever entailed in any negotiations in the acceptance of a Tender or otherwise. QUALIFIED TENDERS 1. Bidders are reminded of the need to submit complete tenders strictly in accordance with the enclosed tender documents, i.e. without qualification. All those documents which are required to be completed and/or signed must be completed in full and returned with your tender. 2. Any general queries or uncertainties on interpretation arising from the tender document should be brought to the attention of the Ministry of Education, Employment & Gender Affairs inviting tenders (preferably by ) at the earliest opportunity and well before the date for return of tenders. Bidders are accordingly advised to examine the tender documentation immediately upon receipt. 3. Bidders who fail to resolve such points during the tender period and submit qualified tenders or separate letters containing qualifications are advised that the Ministry of Education, Employment & Gender Affairs may reject such tenders without consultation. DTC-MOE-T of 14

7 Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY FORM OF TENDER To be returned by Friday, September 26, 2014, 12:00 noon To: Tenders Committee Ministry Of Education, Employment & Gender Affairs Government Administration Building, Box Elgin Avenue, Georgetown, Grand Cayman, KY TENDER NO: DTC-MOE-T FOR: Management Information Systems Support AT: Government Schools To the Government of the 1. We have perused the following documents: 1. Receipt of Tender Documents Form (Notice of Intent to Submit a tender) 2. Notice to Tenderers 3. Instructions to Tenderers including the evaluation criteria that will be used to assess tenders and their order of importance 4. Form of Tender 5. Detailed Scope of Work for Management Information Systems Support 2. We agree that the proper law of this Contract shall be Law. 3. We agree that the essence of selective tendering is that the client shall receive bona fide competitive tenders from all those tendering. In recognition of this principle, we certify that this is a bona fide tender intended to be competitive, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not done and we undertake that we will not do at any time before the hour and date specified for the return of this tender any of the following acts: a. communicate to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender, except where the disclosure, in confidence, of the approximate amount of the tender is necessary to obtain insurance premium quotations required for the preparation of the tender; b. enter into any agreement or arrangement with any other person that he shall refrain from tendering or as to the amount of any tender to be submitted; DTC-MOE-T of 14

8 FORM OF TENDER (continued) c. offer or pay or give or agree to pay or 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. In this paragraph, 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. 4. We undertake to satisfy the Government that the prices of the several items in the copy of the original Scope of Works which we furnish with this tender are those on which our tender is based and that they bear reasonable relation to each other. 5. We agree that, should obvious error in arithmetic be discovered in any priced Scope of Works submitted by us during consideration of this offer, these errors will be corrected by giving us an opportunity of confirming our offer or of amending it to correct such errors. However, this provision cannot be used as an opportunity for bidders to change their price. 6. Subject to and in accordance with paragraphs 2,3,4,5 and 6 above and the terms and conditions contained or referred to in the documents listed in paragraph 1, we offer to supply the services referred to in the said documents in consideration of payment by the Ministry of the sum shown in the Scope of Works. DTC-MOE-T of 14

9 FORM OF TENDER (continued) Tender Amount: 1. SIMS Application Support Services (per month) (CI$...) (per month) 2. SIMS Hosting Support Services (per month) (CI$...) (per month)\ 3. SIMS Infrastructure Support & Maintenance (per month) (CI$...) (per month) 4. SIMS Backup Services (per month) (CI$...) (per month) Signed in the capacity of Duly authorized to sign tenders for and on behalf of (in BLOCK CAPITALS) Postal Address Telephone No: Date: 19 address: DTC-MOE-T of 14

10 FORM OF TENDER (continued) NOTE: Bidders are reminded that the following must be returned along with this signed tender: 1. Evidence of status as approved Capita SIMS Partner in the. 2. Evidence of Trade and Business License to operate in the. 3. Proof of Compliance with Pension and Health requirements as set out in Law. NOTE: Bidders are reminded that tenders should be returned in two clearly marked envelopes as follows: Envelope 1: 1. Company Information 2. Evidence of status as approved Capital SIMS Partner in the 3. Evidence of Trade and Business License to operate in the 4. Evidence that premiums for health insurance and pensions plan are paid current. 5. Proposal for Delivery of Services including example Service Level Agreement Envelope 2: 1.Signed Form of Tender including price proposal for SIMS Application Support Services DTC-MOE-T of 14

11 Detailed Scope of Work for Management Information Systems Support 1. SIMS Application Support Services to be provided (two year contract) Required SIMS Support Services SIMS Application Support Provide a solutions knowledgebase for SIMS Access to a SIMS knowledge base for self-service search for documents, support solutions and video guides. Managed Remote Support for SIMS Provide access to expert support from 7.00am to 4.00pm Cayman time to facilitate remote issue resolution for SIMS application issues. SIMS Infrastructure Support SIMS Quarterly Upgrades Managed Service Must install termly upgrades to the product and disseminate information on changes to processes in the system. SIMS Quarterly system health checks Provide health check reports and system tuning for optimal performance. SIMS Infrastructure Monitoring Provide a team of Microsoft certified and SIMS professionals to monitor the SIMS application to ensure the system runs optimally for users. SIMS Application Health Monitoring Provide 24/7 Service monitoring of key metrics on the SIMS server to ensure crucial service is always available SIMS Task Reminders Provide a yearbook task reminder service to notify education personnel when key tasks need to be carried within each database. Managed End of Year Promotion Provide end of year rollover setup, project management and process assistance for education personnel Contextual Support Providing best practice recommendations and advice on the how do I...? type questions. Helpdesk ticketing system Provide a helpdesk ticketing system and support telephone number to receive requests for support in relation to any problems encountered by education users during the hours of 8am-5pm. DTC-MOE-T of 14

12 Detailed Scope of Work for Management Information Systems Support (cont.) 2. SIMS Hosting Support Services to be provided (two year contract) Provide collocation services for the Education SIMS Infrastructure 14U of rack space to be provided for MOE owned equipment Power and cooling to be included in the price quoted Enterprise grade firewall services to be provided Provide a help desk to receive requests for support in relation to any problems encountered by users Provide power cycling for the co-located hardware Provide 24/7 monitoring of the co-located hardware with alerting 7am to 9pm Cayman time. Not required No Microsoft licensing is required. The Ministry of Education, Employment & Gender Affairs will provide Microsoft licensing No bandwidth will be required. The Ministry of Education, Employment & Gender Affairs will provide the circuits for access. DTC-MOE-T of 14

13 Detailed Scope of Work for Management Information Systems Support (cont.) 3. SIMS Infrastructure Support & Maintenance to be provided (two year contract) Winning bidder is to provide 24/7 monitoring of of the Education SIMS core infrastructure to maximize service availability. Alerting is to be provided from 7am to 9pm Cayman time. Nineteen servers are to be managed. Required minimum provisions Servers: Monitor RAM, CPU utilization Monitor key server services including SQL server Keep Security Patches and Hotfixes current as per MEEGA policy Ongoing Ongoing Keep Service Packs, Patches and Hotfixes current as per MOE policy Quarterly Monitor Critical Events in the Event Logs Monitor hard drive free space on servers Monitor Active Directory replication SQL server maintenance tasks Monitor print queues Reboot servers Run defrag and chkdsk on all drives Scheduled server maintenance Alert Client to serious conditions - e.g. -Memory running low CPU at 100% -Hard drive showing sign of failure -Hard drive running out of disk space -Controllers issues Ongoing Ongoing Networks: Monitor uptime and other key metrics on managed networking equipment Security Confirm that antivirus virus definition auto updates have occurred Confirm that antispyware updates have occurred Monitor event logs for unusual activity Backups Monitor backups Ongoing Daily Core services to be managed (17 servers) 3 x SharePoint 2013 servers with Capita SIMS Learning Gateway installed 5 server RDS farm 4 x application servers 2 x SQL 2012 servers 3 x virtual servers DTC-MOE-T of 14

14 Detailed Scope of Work for Management Information Systems Support (cont.) 4. SIMS Backup services to be provided (two year contract) Provide enterprise grade backup services that can facilitate SIMS system recovery within 8 hours in the event of a disaster. 1TB of storage is required. Response Times A 2 hours from the time that the Customer records critical issue request via the helpdesk system or telephone Non critical issues to be responded to within one business day or sooner DTC-MOE-T of 14

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