Mobile Phone Invitation to Tender
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1 Mobile Phone Invitation to Tender September
2 Contents Section 1: Instructions for Tenderer 1. Introduction The Service Technical Requirements 4. Financial Requirements 5. Contract Term and Commencement 6. Submission of Tenders 7. Tender Timetable General Notes Confidentiality and Ownership...6 Appendices...7 2
3 Section 1: Instructions for Tenderers 1. Introduction 1.1 Buckinghamshire Learning Trust (BLT) is an educational charity delivering a comprehensive range of services to schools and early years settings, including school and early years improvement, specialist teaching, CPD and other key support services. As well as supporting schools and early years settings directly, the Trust is working with Buckinghamshire County Council to fulfil its statutory duties for raising attainment and securing the best possible future for children and young people. 1.2 The organisation has its headquarters at King George V House, King George V Road, Amersham, Buckinghamshire and also operates from other sites in Aylesbury and High Wycombe, Buckinghamshire. 1.3 In addition to this, staff work peripatetically. 1.4 The organisation currently holds numerous contracts for both mobile voice and data. We are looking to streamline our contracts while ensuring user needs are met in a value for money service. 2. The Service 2.1 We are looking to streamline our user contracts while also taking advantage of developments in mobile technology that enable our users to work more flexibly. We would like to explore ways to enhance and improve the services provided to our users while remaining cost efficient. Ideally we are looking for a long term relationship that gives us the flexibility of managing the length of individual user contracts within a framework that remains in place for up to 2 years. 2.2 Detailed requirements can be found in the appendices. Each appendix must be completed and accompanied by a supporting proposal that outlines the Tenderer's solution and details how the system can add value together and any additional functionality that may not have been captured in Appendix At a later date we will invite a minimum of two suppliers to make a presentation on their proposal. This will be accompanied by a final quotation. 3
4 3. Technical Requirements 3.1 We are seeking to secure a solution that meets our requirements in terms of functionality, simple to use, can deliver 'Added-Value' and minimises any disruption to the business. 3.2 Tenderers must submit their Technical Proposals using the template specified in Appendix Financial Requirements 4.1 BLT is seeking to secure the best possible Value for Money (VfM). In this instance, VfM is defined as the optimum balance between how effectively the proposal will deliver the service (quality) and the cost of the service (price). 4.2 All Financial Proposals should assume a solution for 135 users and provide pricing for individual contracts of 12, 18 and 24 months duration. Prices should be quoted inclusive of VAT (where VAT is chargeable). 4.3 Tenderers must submit their Financial Proposals using the template specified in Appendix Contract Term and Commencement 5.1 It is anticipated that any contract issued as a result of this procurement process will be awarded during the Autumn of We are looking for a long term relationship that gives us the flexibility of managing the length of individual user contracts within a framework that remains in place for 12, 18 or 24 months. 6. Submission of Tenders 6.1 The closing date for receipt of Tenders is: 5pm 09/10/ Tenderers should submit a completed proposal using the Appendices 1, 2, 3, 4 & 5. The proposal should demonstrate detailed knowledge and understanding of our requirements. Tenders should be valid for acceptance and negotiation for a period of 90 days following the closing date of this Invitation to Tender, (ITT). 6.3 Tenderers are requested to supply completed ITTs as follows: ONE SOFT COPY Submitted by to arrive by the deadline stated in 7.1 as follows: to: lslater@learningtrust.net Subject: Mobile Telephony Solution Proposal FOUR (4) HARD COPIES Hard copies should be posted or delivered to: Liz Slater, Head of Business Support, Buckinghamshire Learning Trust, King George V House, King George V Road, Amersham, Buckinghamshire, HP6 5AW 6.4 Clarification questions - Any questions relating to the clarification of any aspect of this ITT must be made in writing via to: lslater@learningtrust.net by the 29/09/
5 7. Tender Timetable NB: These are target dates and may be subject to change Action Target Date for Completion We issue Invitation to Tender 15/09/2015 Deadline for receipt of written ITT clarification questions 29/09/2015 Responses to clarification questions issued 05/10/2015 Closing date for receipt of Tenders (by 17:00 hrs (BST) 09/10/2015 Notification of invitation to present proposal 21/10/2015 Presentations TBA 8. General Notices Tender responses are only sought from organisations that are agreeable to the following arrangements: 8.1 The information provided shall not form the basis of, or be relied upon in connection with, any contract. 8.2 Applicants considering responding with a view to entering into a contractual relationship should make their own enquiries and investigations of our requirements as they consider appropriate. 8.3 None of our directors, officers, employees, representatives, agents or advisers (together the "Issuers") makes any representation or warranty, express or implied, as to the accuracy, adequacy or completeness of the information provided. 8.4 The supply of the information provided to applicants does not constitute an obligation to give further information or to update the information provided or to correct any information that is incomplete or inaccurate. 8.5 We shall not be liable for any loss or damage arising as a result of reliance on the information provided. The subject matter of this ITT shall only have any contractual effect when it is covered and contained in the express terms of an executed contract. 8.6 We shall not incur any liability whatsoever or be liable for any expenses incurred by applicants at any time. Any and all liability in relation to this ITT is hereby expressly disclaimed and excluded to the maximum extent permissible by law. The exclusions of liability contained in this paragraph do not exclude liability for death or personal injury caused by our negligence and/or to fraud or fraudulent misrepresentation by the Issuers. 8.7 The issue of this document does not commit us to award any Contract pursuant to the tender process nor does it constitute an offer to enter into a contractual relationship. 5
6 9. Confidentiality and ownership 9.1 The information provided in this ITT document and any subsequent related documents is provided in strict commercial confidence. This also applies to all other communications between us and the recipients. This information may not be divulged to a third party without our prior express consent. 9.2 Ownership of documentation or other information submitted in the Tenders will become our property unless otherwise requested at the time of submission. Any materials submitted in response to the ITT, which are considered to be confidential, should be clearly marked as such by the Tenderer. However, we reserve the right to decide whether to maintain confidentiality in the light of its obligation under the Freedom of Information Act Contract: The majority of our numbers are currently out of contract. The Estimated costs to buy out the current Contract on these future dates will be advised by 28/09/15. Hardware: For the majority of our users, we have flexibility on the types of smart phones we use. We are looking for a solution that will easily allow our staff to access their Outlook s and calendars. 6
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