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Hysbysiad o Gontract

AN2024 Mobile Phones Contract

  • Cyhoeddwyd gyntaf: 22 Mehefin 2018
  • Wedi'i addasu ddiwethaf: 22 Mehefin 2018

Cynnwys

Crynodeb

OCID:
ocds-kuma6s-082983
Cyhoeddwyd gan:
Chwarae Teg
ID Awudurdod:
AA0901
Dyddiad cyhoeddi:
22 Mehefin 2018
Dyddiad Cau:
07 Awst 2018
Math o hysbysiad:
Hysbysiad o Gontract
Mae ganddo ddogfennau:
Yndi
Wedi SPD:
Nac Ydi
Mae ganddo gynllun lleihau carbon:
Nac Ydi

Crynodeb

TENDER SPECIFICATION AND REQUIREMENTS Overview Chwarae Teg is inviting companies to tender for the provision of their mobile phone handsets and service requirements. Chwarae Teg requires between 80-90 mobile phone handsets and service contracts (see below for specifications). We currently have the following phones in circulation: Type Make/Model Number Phone Nokia Lumia 640 63 Phone Nokia Lumia 635 8 Phone LG K3 3 Phone LG K4 3 We require the following service contracts, for between 80-90 users: • 1000+ Calls, per month • 1000+ Texts, per month • 2GB or more data, per month (with the option to add bolt-on’s as and when required) Our handset requirements: We would prefer to choose our own hardware options from a list of available devices. The devices would need to adhere to the following requirements: • Android, Windows, Apple or Blackberry O/S. • Compatibility with Office 365 or Office 365 Applications • At least 2GB handset storage, or SD, or Micro SD, or have USB output. • Ability to use at least the following: Email application (Must support Office 365 including MS Outlook), Internet Browser, Compatibility with OneDrive, open PDFs, Photo to PDF Facility (app), Take Photographs, Support scanning app for Barcode Use Personal Hotspot to tether internet connection, Access Social Media Apps, Make Phone calls, Conference Calls, Speakerphone, 3.5mm headphone socket, Text Messages, send and receive MMS Messages, Access to Social Media, Conference calling, Maps/Navigation Apps, Answerphone messaging service, Calculator, Alarms, an application Store or download centre, Radio Streaming and/or Spotify and WhatsApp. • Handsets with a better quality battery life would be preferential. • At least 12-month hardware warranty with 48hr replacement where the device is determined to be faulty by Chwarae Teg’s ICT Team. • A robust or sturdy device would be preferable, or the supplier may choose to provide appropriate free-of-charge measures to ensure the devices are not easily damaged (i.e.: Hard Covers/ Cases/ Screen protectors). • Secure devices or, compatibility with security software. Our current contracts will expire by the 1st of August 2018, and will be extended on a rolling monthly basis until we commence our new contract on the 1st of September 2018. The supplier will be expected to provide a choice of both handset and package options including various options for calls, minutes, and data. SIM only with hardware fund packages are acceptable. As Chwarae Teg are a pan Wales organisation, the supplier should demonstrate how they will ensure a sufficient signal for calls and data usage. From time to time we may require International usage. The supplier should demonstrate how they would accommodate this requirement. Handsets and SIM cards will be re-used, in the event of staff leavers, being re-deployed to a new employee. The supplier may wish to demonstrate if they can assist Chwarae Teg with re-deployment. The supplier should include details of which device management solutions (E.G.: MDM, Miradore) are recommended, and what level of support the Supplier will provide to us in implementing the device management system. The supplier should provide details of any device training, or manuals and documentation provided alongside new hardware, and any additional cost.

Testun llawn y rhybydd

HYSBYSIAD O GONTRACT - CENEDLAETHOL

SERVICES

1 Manylion yr Awdurdod

1.1

Enw a Chyfeiriad yr Awdurdod


Chwarae Teg

Procurement, Suites 4 & 5, 2nd Floor, Cardiff Road, , Melin Corrwg Business Park, Upper Boat, Treforest,,

Mid Glamorgan

CF37 5BE

UK

Tenders

+44 2920462745

tenders@chwaraeteg.com

http://www.cteg.org.uk

1.2

Cyfeiriad ar gyfer cael dogfennaeth


Chwarae Teg

Procurement, Suites 4 & 5, 2nd Floor, Cardiff Road, , Melin Corrwg Business Park, Upper Boat, Treforest,

Mid Glamorgan

CF37 5BE

UK

Tenders

+44 2920462745

tenders@chwaraeteg.com

http://www.cteg.org.uk

1.3

Mae'n rhaid dychwelyd dogfennau wedi'u cwblhau at:


Chwarae Teg

Procurement, Suites 4&5, 2nd Floor, Unit 2 Cardiff Road, Melin Corrwg Business Park, Upper Boat, Treforest,

Mid Glamorgan

CF37 5BE

UK

Tenders

+44 2920462745

tenders@chwaraeteg.com

http://www.cteg.org.uk

2 Manylion y Contract

2.1

Teitl

AN2024 Mobile Phones Contract

2.2

Disgrifiad o'r nwyddau neu'r gwasanaethau sydd eu hangen

TENDER SPECIFICATION AND REQUIREMENTS

Overview

Chwarae Teg is inviting companies to tender for the provision of their mobile phone handsets and service requirements.

Chwarae Teg requires between 80-90 mobile phone handsets and service contracts (see below for specifications).

We currently have the following phones in circulation:

Type Make/Model Number

Phone Nokia Lumia 640 63

Phone Nokia Lumia 635 8

Phone LG K3 3

Phone LG K4 3

We require the following service contracts, for between 80-90 users:

• 1000+ Calls, per month

• 1000+ Texts, per month

• 2GB or more data, per month (with the option to add bolt-on’s as and when required)

Our handset requirements: We would prefer to choose our own hardware options from a list of available devices. The devices would need to adhere to the following requirements:

• Android, Windows, Apple or Blackberry O/S.

• Compatibility with Office 365 or Office 365 Applications

• At least 2GB handset storage, or SD, or Micro SD, or have USB output.

• Ability to use at least the following: Email application (Must support Office 365 including MS Outlook), Internet Browser, Compatibility with OneDrive, open PDFs, Photo to PDF Facility (app), Take Photographs, Support scanning app for Barcode Use Personal Hotspot to tether internet connection, Access Social Media Apps, Make Phone calls, Conference Calls, Speakerphone, 3.5mm headphone socket, Text Messages, send and receive MMS Messages, Access to Social Media, Conference calling, Maps/Navigation Apps, Answerphone messaging service, Calculator, Alarms, an application Store or download centre, Radio Streaming and/or Spotify and WhatsApp.

• Handsets with a better quality battery life would be preferential.

• At least 12-month hardware warranty with 48hr replacement where the device is determined to be faulty by Chwarae Teg’s ICT Team.

• A robust or sturdy device would be preferable, or the supplier may choose to provide appropriate free-of-charge measures to ensure the devices are not easily damaged (i.e.: Hard Covers/ Cases/ Screen protectors).

• Secure devices or, compatibility with security software.

Our current contracts will expire by the 1st of August 2018, and will be extended on a rolling monthly basis until we commence our new contract on the 1st of September 2018.

The supplier will be expected to provide a choice of both handset and package options including various options for calls, minutes, and data. SIM only with hardware fund packages are acceptable.

As Chwarae Teg are a pan Wales organisation, the supplier should demonstrate how they will ensure a sufficient signal for calls and data usage.

From time to time we may require International usage. The supplier should demonstrate how they would accommodate this requirement.

Handsets and SIM cards will be re-used, in the event of staff leavers, being re-deployed to a new employee. The supplier may wish to demonstrate if they can assist Chwarae Teg with re-deployment.

The supplier should include details of which device management solutions (E.G.: MDM, Miradore) are recommended, and what level of support the Supplier will provide to us in implementing the device management system.

The supplier should provide details of any device training, or manuals and documentation provided alongside new hardware, and any additional cost.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=82983.

2.3

Cod a Dosbarthiad yr Hysbysiad

32250000 Mobile telephones
32252100 Hands-free mobile telephones
32252110 Hands-free mobile telephones (wireless)
32500000 Telecommunications equipment and supplies
64210000 Telephone and data transmission services
64212000 Mobile-telephone services
64214000 Dedicated-business telephone network services
64220000 Telecommunication services except telephone and data transmission services
1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys

2.4

Cyfanswm maint neu gwmpas y tendr

Scope of Requirements

Chwarae Teg is looking for a solution that:

• is easy to manage both commercially and operationally. From a commercial perspective this means providing Chwarae Teg with predictable upfront pricing which allows accurate budgeting over the term of the Contract. From an operational perspective this means the Supplier acting as single point of contact for all of Chwarae Teg’s requirements.

• delivers requirements quickly and efficiently. Current and future requirements must be implemented within the timescales set out by Chwarae Teg, with minimal disruption to Chwarae Teg’s operating environment, and together with all necessary processes, documentation and training.

• Swap over and porting of existing phone numbers should be fully supported by the Supplier.

• Handset training or training materials should be offered.

• are flexible with respect to future requirements and service options. Chwarae Teg must not be limited in respect of additions or amendments to the solution except as provided in the contract.

• is cost-effective both at the start of the Contract and as the service grows.

• The supplier will be clear and upfront about the pricing and expected price increased that may occur within the duration of the contract.

• The Supplier will liaise with Chwarae Teg to block and change numbers as required.

• The Supplier will liaise with the Network on our behalf when required.

Reporting and Account Management:

• The Supplier will provide us with Small Business Level Support.

• The Supplier will provide usage monitoring for Chwarae Teg and will provide proactive advice and guidance.

• The Supplier recognises that it provides services critical to the client’s business. If the supplier consistently fails to meet the service levels, it is agreed as part of the service level definition, that the client may terminate its entire contract with the supplier with no penalty incurred. This right is available to the client if the supplier fails to meet these service levels more than three times in any single calendar year.

• The Supplier will provide an online managed feature for Chwarae Teg to monitor and be able to move data allowance from one phone to another if it is required.

Additional Scope:

The Supplier may wish to quote for insurance for the devices supplied, as an optional extra. Please ensure that your proposed insurance coverage is fully explained in terms of replacement phone, repair, loss, etc., with fully costed options.

Term of Contract

The contract is due to commence on 1st of September 2018, for a period of 22 months, continuing through to 30th of June 2020.

There may be a possibility to extend the contract by up to a further six months’ maximum, subject to the requirements of the project.

In the event of the contract being extended, this will be done on a month by month basis, with a maximum notice period of 28 days.

In the event of the contract being extended, it may not cover all handsets and service requirements as in this initial tender.

3 Amodau ar gyfer Cymryd Rhan

3.1

Safonau gofynnol a'r cymhwyster sydd ei angen

Submission Criteria

The following criteria must be adhered to when writing an application for this tender:

-The tender will have a maximum value of £65,000., inclusive of VAT.

-Price and any financial data must be stated in pounds sterling.

-The tender must be submitted in English, or bilingually (Welsh and English). If you wish to translate into Welsh, this must be at your own cost, but we only require the tender submission to be in English as a minimum. There will be no discrimination if you choose to only submit an English version.

-Quotations should clearly show the breakdown of costs for time, materials, and expenses, and any additional costs, and should be provided in a clear format.

When applying, please ensure you include the following information;

-A clear work plan

-A detailed budget scheme

-Your experience in the required market sector

-Insurance policy information; details of Professional Indemnity; Public Liability; and Employer Liability insurance documents for your organisation

-References from at least two businesses that you have either recently worked with, or are currently working with, who would allow us to contact them to take up reference. Please also provide their contact details.

-Please include a covering letter (Declaration), to be duly signed by an authorised person within your company.

-Please include details of your company’s environmental efforts, including your Environmental Policy.

-In line with new GDPR requirements, please provide confirmation and demonstration of adherence with GDPR. (Please confirm that you can ensure that all engineers and staff members with access to our systems and data are sufficiently trained on current Data Protection and GDPR legislation. You should be able to provide relevant records and information to assure Chwarae Teg that their staff understand and comply with the training provided.)

-The Supplier should provide details of their Disaster recovery and business continuity information

4 Gwybodaeth Weinyddol

4.1

Math o Weithdrefn

Un cam

4.2

Rhif cyfeirnod a roddwyd i'r hysbysiad gan yr awdurdod contractio

AN2024

4.3

Terfynau Amser



Terfyn amser ar gyfer derbyn tendrau wedi'u cwblhau
     07 - 08 - 2018  Amser   12:00

Dyddiad dyfarnu amcangyfrifedig   17 - 08 - 2018

4.5

Yr iaith neu'r ieithoedd y gellir ei/eu defnyddio i lunio tendrau neu geisiadau i gymryd rhan

EN  

4.6

Blwch Postio Cyflwyno Tendrau

5 Gwybodaeth Arall

5.1

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.

5.2

Dogfennaeth Ychwanegol

AN2024 Mobile Phones ITT ISSUED 22.06.2018JB
03. App 2 - CTeg Standard Terms And Conditions v1-1 July 2017
PQQ - SupplierQualificationQuestions

5.3

Dyddiad cyhoeddi'r hysbysiad hwn

  22 - 06 - 2018

Codio

Categorïau nwyddau

ID Teitl Prif gategori
32500000 Cyfarpar a chyflenwadau telathrebu Cyfarpar radio, teledu, cyfathrebu, telathrebu a chyfarpar cysylltiedig
32250000 Ffonau symudol Cyfarpar trosglwyddo ar gyfer radio-teleffoni, radio-telegraffiaeth, darlledu radio a theledu
32252100 Ffonau symudol llawrydd Ffonau GSM
32252110 Ffonau symudol llawrydd (di-wifr) Ffonau GSM
64210000 Gwasanaethau ffôn a throsglwyddo data Gwasanaethau telathrebu
64212000 Gwasanaethau ffôn symudol Gwasanaethau ffôn a throsglwyddo data
64214000 Gwasanaethau rhwydwaith ffôn busnes penodedig Gwasanaethau ffôn a throsglwyddo data
64220000 Gwasanaethau telathrebu heblaw gwasanaethau ffôn a throsglwyddo data Gwasanaethau telathrebu

Lleoliadau Dosbarthu

ID Disgrifiad
1018 Abertawe
1022 Caerdydd a Bro Morgannwg
1013 Conwy a Sir Ddinbych
1015 Cymoedd Canalog (Merthyr Tudful, Rhondda Cynon Taf)
1016 Cymoedd Gwent (Torfaen, Blaenau Gwent, Caerffili)
1000 CYMRU
1014 De-orllewin Cymru (Sir Gaerfyrddin, Sir Benfro, Ceredigion)
1020 Dwyrain Cymru
1010 Gorllewin Cymru a'r Cymoedd
1012 Gwynedd
1017 Pen-y-bont ar Ogwr a Castell-Nedd Port Talbot
1024 Powys
1021 Sir Fynwy a Chasnewydd
1023 Sir y Fflint a Wrecsam
1011 Ynys Môn

Cyfyngiadau Rhanbarthol ar y Rhybuddion

Mae’r prynwr wedi cyfyngu’r rhybuddion ar gyfer yr hysbysiad hwn i gyflenwyr yn y rhanbarthau canlynol.

ID Disgrifiad
Nid oes cyfyngiadau ar y rhybuddion ar gyfer yr hysbysiad hwn.

Teulu dogfennau

Manylion hysbysiad
Dyddiad cyhoeddi:
22 Mehefin 2018
Dyddiad Cau:
07 Awst 2018 00:00
Math o hysbysiad:
Hysbysiad o Gontract
Enw Awdurdod:
Chwarae Teg
Dyddiad cyhoeddi:
17 Awst 2018
Math o hysbysiad:
Hysbysiad o Ddyfarnu Contract
Enw Awdurdod:
Chwarae Teg

Ynglŷn â'r prynwr

Prif gyswllt:
tenders@chwaraeteg.com
Cyswllt gweinyddol:
tenders@chwaraeteg.com
Cyswllt technegol:
N/a
Cyswllt arall:
tenders@chwaraeteg.com

Gwybodaeth bellach

Dyddiad Manylion
28/06/2018 12:55
Query raised by email regarding Terms and Conditions
Query raised by interested party:
We would be unable to accept your terms and conditions because they are not tailored to the supply of the service and may contradict our terms which actually cover the supply of the service.

Please confirm the following:

1. If you would still accept our response if we didn’t agree to your terms
2. If you would still accept our response, would not accepting the terms be detrimental to our bid

Response given:
Our terms and conditions are a standard generic set of terms which we use for suppliers generically. However, we realise that there are occasions when they do not specifically suit, and are not tailored to a particular service.

I can confirm that we would accept your response if you didn’t agree our terms, and this would not be detrimental to your bid.

I would add however, that I would expect to be able to review your terms and expect you to be flexible with regard to any specific issues that we would have to insist upon, for instance; minimum/initial term can be no longer than the duration of the period i.e.: 22 months, after which our company may not exist in its current form, dependent upon the funding of our project.

Many thanks.
Regards,
Jacqui.
28/06/2018 12:57
Email Query - Is there a reason that a 22 month agreement has been requested for this contract?
Query Raised by email;
Is there a specific reason that a 22 month agreement has been requested for this contract.

Response provided;
The answer is due to our funding provider:
We are funded by the European Social Fund for our Agile Nation 2 (AN2) project, and due to a recent funding extension of this project, we are in a position to tender for certain requirements (including mobile phones). However, as a charity, we are only able to claim repayment of our expenses for the duration of our contract period which has only been extended to 30th of June 2020 at this time.
You will note that there is a provision in the ITT document for the contract to be extended for up to a further 6 months after the end date, subject to our funding situation. That is to say that if we receive a further extension to our funding from 1st July 2020, we will be able to extend our contract for up to a further 6 months before having to re-tender.
We are required to carry out tender exercises as we fall within the category of contracting authority within the public (third) sector.
Many thanks.
Kind regards,
Jacqui.
28/06/2018 13:06
Clarification questions asked by email;
Query 1:
You have requested an online managed feature to be able to monitor and move data allowance from one phone to another if it is required. Is an online facility required, or is it acceptable for our service team to proactively monitor the situation and advise as necessary and is the ability to move data allowance from one user to another a stipulation of this tender, as this is not mentioned elsewhere in the documentation.

Response 1:
An online system would be preferable but where this is not possible, it would be acceptable to provide full details of how you would deliver the same requirements through a service team instead.

Query 2:
You have specified requiring "small business support" - do you have a definition of small business support, or is that open to interpretation for each provider – is this based on certain times and days for example.

Response 2:
This is open to interpretation of what small business support would entail. As a minimum, we would expect details of; key contacts, escalation points, support procedure, escalation procedure and details of managing third party network providers.

Query 3:
You have mentioned the requirement for International usage, can you please clarify whether that is the costs of calling to these destinations, or the costs of using your phone abroad – we are able to provide a full breakdown of both options if required within our tender response.

Response 3:
We are referring to using a phone abroad, but please also include a full breakdown of calls to these destinations for our reference.

Many thanks.
Kind regards,
Jacqui.

29/06/2018 13:20
ADDED FILE: Email query requesting breakdown of existing provider
Usage Report for last three billing periods
29/06/2018 13:24
Email query; Regarding Service Levels
Dear Interested Parties,

Query received by email:
You have mentioned within the Reporting and Account Management section – you wish to remain the right to terminate the entire contract if service levels are not met, have you a definition of these service levels.


Response provided:
Service Levels is possibly the wrong term to use in these particular circumstances, what we would expect is for the Supplier to be able to provide us with the right hardware and service contracts for our requirements, allow us testing of the devices where available, and provide network coverage that is appropriate for our Pan-Wales staff. There would be an expected delivery timescale of the agreed solution, which would be discussed and agreed by both parties, when the Supplier is awarded the contract.

Kind regards,
Jacqui.
29/06/2018 13:26
Email requesting breakdown of existing provider
Dear Interested Parties;

Email query received;
Are you able to provide a breakdown of your existing provider, so that we can identify the variation in usage between users (please feel free to redact any financial information from this document).


Response provided;
Please see attached usage report- this is for the last three billing periods.

Regards,
Jacqui.

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