PC FRAMEWORK GUIDANCE NOTES AND ESSENTIAL INFORMATION
AGREEMENT BACKGROUND
The PC framework agreement, which commenced on the 1st April 2014 and under contract reference
JL-13-ITS-PERSCOMPS-SR and OJEU Ref: 2013/S 134-232000, has been let on a 2 (+2) year basis.
The scope of the framework covers Desktop, Laptop/Notebook, Workstation, x86 based tablets, and
associated IT devices. It does not include devices running Apple OS X or Tablets other than x86. The
tender was conducted to obtain “Business Class” equipment with a four year warranty period as
standard.
Following an extensive tender process, an award has been made to four suppliers based on best
overall value for money to:
•
•
•
•
Dell (supplying their own equipment)
DTP (supplying HP)
Viglen (supplying their PCs and Toshiba laptops)
Softcat (supplying Lenovo)
OVERALL AIM
The aim of this document is to provide basic guidance for contract managers and buyers who are
responsible for or involved with the acquisition of Goods and Services under this agreement on
behalf of the University of Warwick.
FRAMEWORK GUIDANCE NOTES
This framework agreement has been tendered in accordance with the EU directives, for call-off
requirements institutions do not need to go through the full procedural steps of these directives
again.
There are four ways to call off from this framework.
1) Using the Quick pick sites (see below) and comparing the like for like PC’s to determine
which PC best matches your department’s requirements. This route is designed (but not
limited to) low volume purchases that requires IT Services to manage the PC’s. Higher
volume purchases (100 +) could attract a better unit price.
 Quick pick site for desktops and laptops are available from the following landing page.
http://warwick.ac.uk/computerpurchasing
Note: suppliers have indicated that if buying quick picks in volume then a further discount
may be available from this pricing. The volume discount varies between each supplier and
the item that is being ordered but as a guide it would be worth checking if ordering over
30 units in one go.
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2) Obtaining quotations from all the suppliers on the framework for your specific requirement
on a per purchase basis. This quote can be reused if buying identical kit in the future and is
being reused within a reasonable time period. This can be as simple as sending an email to
all of the suppliers with your requirements.
3) Running one mini-competition to choose a partner supplier for your department for the next
x years (Co-term with university contract). A template document and further guidance on
how to run a mini competition is available in appendix 1.
4) Where the terms laid down in the framework agreement are sufficiently precise to cover the
particular call-off, departments can award the call-off without reopening competition. The
EU Directive does not specify how this should be done. In order to ensure value for money,
the department should award the call-off to the provider who is considered to provide the
most economically advantageous (VFM) offer based on its requirements.
This process would infer a justifiable (should it ever come to challenge) reason of choosing
one supplier over another; for example, the institution wishes to procure a number of all-inone small-footprint systems and neither supplier X and supplier Y manufacture one in their
portfolio or that all four suppliers provide a comparable spec but one is clearly cheaper. The
supplier’s brand cannot be used to justify this decision. The benchmark should be that if an
unsuccessful supplier asks why they were not invited to bid then this can be clearly justified
to them. To assist with making this decision the ITT, original scoring and Supplier bids have
been included in the appendixes.
It is advised that departments with smaller requirements will use options 1) and 2) and departments
with larger requirement will use options 2) and 3). Option 4) can be hard to justify to unsuccessful
suppliers, so further advice should be sought from purchasing before using.
As both the technology and the applicable pricing is so tangibly variable within this field, it is
anticipated that the majority of framework ‘call-offs’ will involve a mini-competition amongst all
awarded suppliers. The department also has to be careful to avoid introducing restrictive criteria, for
example, the necessity to procure a machine against a certain pre-supplied specification of security
cage where only the incumbent supplier is able to meet this need.
SUPPLIER CONTACTS FOR QUOTES AND MINI COMPETITION:
•
Softcat - Sarah Owen / 0161 272 5778/warwick@softcat.com / SarahOw@softcat.com
•
DTP - ndnabids@dtpgroup.co.uk cc Scott McEachern / 07837 497 058 /
smceachern@dtpgroup.co.uk
•
Viglen - Laura Handy / 01727 201 860 ext. 5418 / Laura.Handy@viglen.co.uk
•
Dell - Grant Munro / 01344 – 373948 / Grant_Munro@dell.com cc Tina Hall / 07753
302892 / Tina_J_Hall@dell.com
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Any questions in relation to this document and conducting a mini competition please contact Carl
Johnson carl.johnson@wawick.ac.uk
Any IT Services related questions or advice please contact Steve Robinson or Daniel Harrison
ITHelpDesk@Warwick.ac.uk. . All the “Quick Pick” PC’s have been pre-approved by IT Services. For
non-standard PCs it is recommended that you agree your specification with IT Services before
sending out and if a managed service is required then IT Services must approve your Specification
before issue.
When placing your order via OPeRA or SAP please include your quotation and reference JL-13-ITSPERSCOMPS-SR. Each supplier will provide a hosted online shop to help facilitate this process.
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APPENDIX,S
1) IT Mini Comp Template
IT mini comp FEB 14
2) Universities ITT documents
PC ITT Document.zip
3) Final supplier scoring for winning bidders (For information only)
Range and Capability
Dell
12
DTP
12
Softcat
10.875
Viglen
11.625
Specification & Performance
14.25
11.625
13.875
12
Stable Lifecycle
8
8
7.75
7.75
Ordering and Logistics
10.875
9.375
12
11.625
Support
12
12
12
13.875
Value Add
13.875
13.875
12.375
13.875
Sample Specification
3.875
4
4
4
Sample Price
4.75
3
79.625
6.5
4
77.375
8
2
80.875
6.75
1
81.5
Total out of 100
Due to the size of the files complete suppliers bids and finalised terms & conditions are available
on request.
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