Gwybodaeth Ychwanegol
EVALUATION
Scoring and Weighting
All applications will be scored against the following criteria, using a scale of 0 – 5, (5 being the highest). The weighting of each category towards the final score awarded is in brackets.
In no particular order of priority;
Cost (30%)
-Prices will be scored by rank - Lowest value will receive highest score of 5. Subsequent values will score an incremental reduction based on the number of tenders received, i.e.: if we receive 10 quotations, the lowest value will be scored 5, then next lowest 4.5, and so on.
-Please provide a tender price inclusive of VAT.
-Cost must be within budget restraints and inclusive of VAT, otherwise will score 0.
-Please note that as a charitable organisation, we are not able to claim VAT on our costs, therefore, please quote all costs including VAT, as this is the cost to the organisation.
Evaluation of ITT response (35%)
-5% - Approach to responding to the reactive support requirements outlined in the tender
-5% - Approach to responding to the proactive support requirements outlined in the tender
-10%- Suitability to our pan Wales requirements
-10%- Suitability of Hardware & service plan offering
-5%- Device Management Solution
Quality (25%)
-5% is the demonstration of experience- sector or similar clients
-10% is the proven standard of quality and performance
-10% is approach to account management and engagement with CT and AN2
Shortlisting of candidates
Suppliers scoring 7 or above in stage 1 of the tender evaluation, will be invited to attend a presentation/Q&A session which will be scored. The contract will be awarded based on a combination of the original tender document (90% weighting) and the score from the presentation/Q&A session (10% weighting). The presentation/Q&A session will seek to assess the suitability of the supplier with regard to ideas and proposals and effective execution to meet CT and AN2 business objectives and the evidence obtained at the previous stages.
There may be circumstances where the evaluation panel will not deem it necessary for the presentation/Q&A stage to be carried out in order to identify a clear winner, regardless of the impact of the presentation/Q&A stage. All suppliers who submit a tender will be notified if this decision is taken.
Evaluation Committee
For this tender, Chwarae Teg has put in place an evaluation committee that is made up of the following members;
ICT Partner
Strategic Lead of Finance & Operations
Procurement Partner
Members may delegate responsibility to other appropriately trained staff when circumstances require. Other members will be added to the panel depending on the skills required to formally assess and mark the tender document.
Additional Information
Deployment and delivery times
Please see stages and timeline on page 2.
Failure to meet agreed delivery times, will result in the agreement being null and void, and may also result in financial penalties being made against the supplying company.
By submitting your proposal to tender for this requirement, you agree to provide our requirement on time, in full, with zero defects. The quality agreed to at contract award is to be fully maintained throughout the term of the requirement.
Liability
Faulty or inaccurate information will be identified and reported within 30 days and shall be the responsibility of the supplier. Where deemed necessary, replacement goods/services must be delivered to meet our requirements in accordance with the published schedule.
Conflict of Interest
If, at any time during the tender process, a member of the evaluation committee becomes aware of any relationships with, or knowledge of, suppliers involved in the tender that could be perceived to unduly affect the outcome of the process then the individual will be excused from the committee.
If the supplier is aware of any potential conflict of interest arising from previous work or relationships with Chwarae Teg, or any of its staff, then this should be documented within the tender response.
Confidentiality and Copyright
All information supplied by Chwarae Teg in connection with this tender submission is to be regarded as confidential by the organisation submitting the proposal.
Chwarae Teg assumes that applicants accept these instructions on the basis that all raw data and materials, when produced, will become the property of Chwarae Teg. Chwarae Teg maintains copyright on all our data and materials at all times.
In accordance with the new GDPR legislation, our privacy policy has been reviewed and is available on our website.
Supporting Documentation
Terms and Conditions (Appendix 1)
Chwarae Teg standard terms and conditions of purchase will apply to this invitation to tender. A copy of our T&C’s are attached for your perusal.
In providing a quotation submission in response to our ITT, we will assume that you are in acceptance of our T&C’s.
Supplier Qualification Questions (Appendix 2)
Completion of the Supplier Qualification Questionnaire document is required to confirm that you are a suitable supplier to Chwarae Teg. As this can be considered onerous, and as some of the information requested may be considered as commercially sensitive, Chwarae Teg is not seeking their completion at initial tender stage, however, shortlisted suppliers will be expected to have completed the questionnaire prior to attending presentation/Q&A sessions. We would encourage suppliers to review this document prior to submitting a tender.
The information provided within the Supplier Qualification Questionnaire shall not be included within the scoring of the submissions part of the tender evaluation criteria.
Chwarae Teg reserve the right to carry out reasonable checks in order to verify financial viability of successful suppliers.
Queries
If you have any queries about this invitation to tender, please submit them via the Sell2Wales website where the contract notice is posted, or you can email your query to tenders@chwaraeteg.com. Please note, there is a closing date by which all queries must be submitted, and this is listed on the timeline on page 3.
Copies of any questions asked and responses given, will be shared with all other organisations who have expressed an interest to be invited to tender.
Invoicing
Purchase Order numbers will be issued for the work we commission for any goods/services required.
An invoice, quoting our Purchase Order number/s will be required for any payment of any work undertaken. Invoices must be sent to finance.assistant@chwaraeteg.com – there are no exceptions to this.
Invoices should contain a fully itemised breakdown of time, number of personnel, consumables and materials, and any other incurred costs as agreed.
Invoices should be submitted after the work is complete or after goods are supplied, and should match the Purchase Order sent to the supplier.
Our payment terms are 30 days.
Ownership
Upon payment of invoices, ownership passes to Chwarae Teg through the Agile Nation 2 operation.
TENDER SUBMISSIONS
IMPORTANT:
Please read carefully and follow all instructions below;
1. All tenders are required to be submitted by the deadline advised in the timeline on page 3 of this document, i.e.;
Quotations submissions close
07 August 2018
2. All tender submissions are required to be delivered by 2 methods, i.e.;
(1) Via delivery of hard copy – which may be delivered to the Treforest address shown on page 1, either by hand, or by post, or by courier. NOTE: Each document size not to exceed 20 single pages (can be double sided)
The sealed envelope containing your tender submission should be clearly marked “AN2024 – Mobile Phone ITT”.
There must be no indication of your organisation on the envelope.
(A receipt can be provided for your tender submission if required)
AND SIMULTANEOUSLY;
(2) Via email, which should be sent with all necessary supporting information to tenders@chwaraeteg.com. NOTE: Each document size not to exceed 10MB and/or 20 single pages once printed (can be double sided).
Please Note:
Any late submissions of either method will NOT be considered and will be disqualified.
Chwarae Teg will not make any allowances for postal or other delays and you are therefore advised to post your submission in good time or secure delivery in order to avoid disqualification.
Chwarae Teg does not undertake to accept any offer or bid (whether it is the lowest or not).
If you have any queries relating to this tender, in the first instance please email to tenders@chwaraeteg.com.
(WA Ref:82983)
Relates to the following project/programme financed by EU Community Funds: Agile Nation 2 (AN2) - European Social Fund
The buyer considers that this contract is suitable for consortia bidding.
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