South West College
Finance Department
2 Mountjoy Road,
Omagh,
Co. Tyrone,
BT79 7AH
05th January 2015
Dear Sir/Madam
2015-278 Invitation to offer for the supply of a texting product which provides
an easy to use, cost effective solution for communication on behalf of South
West College
Period of contract: 12 months with possible extension of contract by 12
months
South West College subject to its terms and conditions of service seeks to appoint
suitably qualified delivery organisations to supply the above mentioned products and
as such invites you to tender.
Please note that the College requires one hard copy response and one electronic
copy (on memory pen). The deadline for receipt of submissions is Monday 19th
January 2015 at 1pm. Hard copy tender submissions must be returned to the
above address in an envelope clearly marked “2015-278 Invitation to offer for the
supply of a texting product which provides an easy to use, cost effective
solution for communication.”
No late tender submissions will be accepted.
Please find attached tender documents.
Yours faithfully
Malachy McAleer
Director
South West College
1
2015-278 Invitation to offer for the supply of a texting product which provides
an easy to use, cost effective solution for communication on behalf of South
West College
Period of contract: 12 months with possible extension of contract by 12
months
2
Contents
Instruction to Tenderers and Terms of Offer .............................................................................. 04
Statement of Requirements........................................................................................................ 10
Tender Application Form ............................................................................................................ 13
Sections 1-9 Questionnaire
Sections 10 Weighted Criteria
Form of Offer .............................................................................................................................. 21
Return Address Label: ................................................................................................................. 23
Tender Submission Checklist ...................................................................................................... 24
3
Instruction to Tenderers and
Terms of Offer
4
Instruction to Tenderers
1.
Completion and Submission of Tender Documents
1.1. All tenders must be completed in English and, where applicable, signed in ink.
1.2. All tenders must be submitted in accordance with the documentation and
requirements provided herein. This must not be amended in any way.
1.3. Tenders may be rejected if the required information is not given at the time
of tendering.
1.4. Suppliers should submit 1 hard copy and 1 electronic copy of their tenders,
preferably on a USB memory stick or CD.
1.5. Completed tender documents must be submitted in a plain sealed envelope
and returned to the Director at the Omagh Campus (see label enclosed at the
end of this document) with name of the supply and service being tendered for
clearly marked, before the closing date. The envelope must not identify the
name of your company.
1.6. The college would advise that tenders sent by post be registered or sent by
Recorded Delivery. An official receipt should be obtained for each Tender
delivered by hand.
1.7. Tenderers are advised that manually delivered Tenders can only be accepted
during normal office hours i.e. between 9.00 am to 5.00 pm Monday to
Thursday and 9.00 am to 3:30 pm on Friday. Tenders sent by special delivery
or delivered by hand will not be accepted on either weekends or on Northern
Ireland Public and Statutory Holidays.
1.8. The return date for this tender should be no later than Monday 19th January
2015 at 1pm. Any Clarification messages regarding this opportunity must be
emailed to purchasing@swc.ac.uk by Wednesday 14th January 2015 at
1pm.
1.9. Please ensure that you allow sufficient time to follow the instructions provided.
South West College is not obliged to accept the lowest or any tender.
1.10. SWC cannot accept responsibility for postal or delivery delays.
1.11. Under no circumstances will late tenders responses be considered.
1.12. SWC will not be responsible for any costs or expenses incurred by the
Tenderer in connection with the preparation or delivery or evaluation of the
Tender.
1.13 Your attention is drawn to the enclosed Terms of Offer where all the
requirements for completing and submitting a tender can be found. Failure to
comply with these instructions may result in your tender being rejected.
5
Terms of Offer
1.
1.1
Information and confidentiality
Information that is supplied to tenderers as part of the procurement exercise is
supplied in good faith. However, tenderers must satisfy themselves as to the
accuracy of such information and no responsibility is accepted for any loss or
damage of whatever kind or howsoever caused arising from the use by the
tenderers of such information, unless such information has been supplied
fraudulently by South West College.
1.2
All information supplied to tenderers by South West College in connection
with this procurement exercise shall be regarded as confidential. By
submitting an offer the tenderer agrees to be bound by the obligation to
preserve the confidentiality of all such information.
1.3
This Offer and its accompanying documents shall remain the property of
South West College and must be returned on demand.
1.4
If tenderers provide any information to South West College in connection with
this procurement exercise, or with any Contract that may be awarded as a
result of this exercise, which is confidential in nature and which an tenderer
wishes to be held in confidence, then tenderers must clearly identify in their
offer documentation the information to which tenderers consider a duty of
confidentiality applies. Tenderers must give a clear indication which material
is to be considered confidential and why you consider it to be so, along with
the time period for which it will remain confidential in nature. The use of
blanket protective markings such as “commercial in confidence” will no longer
be appropriate. In addition, marking any material as “confidential” or
equivalent should not be taken to mean that South West College accepts any
duty of confidentiality by virtue of such marking. Please note that even where
an tenderer has indicated that information is confidential, South West College
may be required to disclose it under the FOIA (Freedom of Information Act) if
a request is received.
1.5
South West College cannot accept that trivial information or information which
by its very nature cannot be regarded as confidential should be subject to any
obligation of confidence.
1.6
In certain circumstances where information has not been provided in
confidence, South West College may still wish to consult with tenderers about
the application of any other exemption such as that relating to disclosure that
will prejudice the commercial interests of any party.
1.7
The decision as to which information will be disclosed is reserved to South
West College, notwithstanding any consultation with you.
2.
2.1
Samples
Tenderers may be required to submit samples of each item offered. Such
samples shall be provided free of charge.
6
2.2
Samples should be dispatched under separate cover to the addresses
supplied when requested.
2.3
Samples should be clearly marked with the name of the tenderer and the
product code reference.
3.
3.1
Prices
Prices must be stated in accordance with the Tender Application Form and
must remain open for acceptance until 90 days from the closing date for the
receipt of offers.
3.2
Prices must be firm (i.e. not subject to variation) for the period of the contract
subject only to any variation provisions contained in the contract documents.
3.3
SWC requires a minimum of six weeks’ notice of any requests for price
increases. Any application for price changes must be submitted in writing to
Finance Department, Omagh Campus
4.
4.1
Tender documentation and submission
Tenders may be submitted for all goods and/or services or for selected items.
4.2
The goods and/or services offered should be strictly in accordance with
the Specification.
4.3
Tenders must comprise of:
- Completed Sections 1-9 Questionnaire
- Completed Sections 10 Weighted Criteria
- Signed Form of Offer
- Tender submission checklist
4.4
The Form of Offer must be signed by an authorised signatory: in the
case of a partnership by a partner for and on behalf of the firm: in the
case of a limited company, by an officer duly authorised,
the
designation of the officer being stated.
4.5
The Form of Offer and accompanying documents must be completed in full.
Any Offer may be rejected which:
- Contains gaps, omissions or obvious errors; or
- Contains amendments which have not been initialled by the authorised
signatory; or
- Is received after the closing time.
4.6
All queries or difficulties should be directed to the following e-mail address
below. Also all companies interested in bidding should upon receipt of
the tender document send a formal e-mail to the address below
indicating the tender for which they will be submitting a bid.
purchasing@swc.ac.uk
7
5.
5.1
Official Amendments
Should it be necessary for South West College to amend the tender
documentation in any way, prior to receipt of tenders, all tenderers in receipt
of documents will be notified simultaneously. If deemed appropriate, the
deadline for receipt of tenders will be extended.
6.
6.1
Assumptions
Tenderers must not make assumptions that South West College has
experience of their organisation or their service provision even if on a current
or previous contract. Tenderers will only be evaluated on the information
provided in their response. Embedded documents or hyperlinks must not be
used unless requested.
7.
7.1
Canvassing
Any tenderer who directly or indirectly canvasses any official of South West
College concerning the award of contract or who directly or indirectly obtains
or attempts to obtain information from such official concerning the proposed or
any other tender will be disqualified. This should not, however deter any
supplier seeking clarification in relation to the tender.
8.
8.1
Sustainable Development & Socially Responsible Procurement Benefits
The Government is committed to sustainable development, sustainable
procurement and socially responsible procurement and South West College
would wish to see tenderers adopt a sustainable approach. Information and
guidance about how to pursue a more sustainable future for Northern Ireland
is available from:www.ofmdfmni.gov.uk/index/economic-policy/economic-policy-sustainabledevelopment.htm
9.
The Evaluation Process
9.1
The tender evaluation process shall be completed in two stages: 1.Selection
and 2. Award
Tenderers will need to fully meet the requirements of Stage 1 to progress on
to Stage 2
The contract will be awarded on the basis of value for money The weightings
assigned will be as follows:
9.2
9.3
Most Economically Advantageous Criteria:
Weighting %
Cost
100%
Total
100%
8
Scores for the non-cost criteria shall be allocated on the following basis:
Assessment
Score
Awarded
Excellent
5
Good
4
Satisfactory
3
Poor
2
Very Poor
1
Unacceptable
0
Interpretation
Excellent response with detailed supporting evidence
and no weaknesses. Response demonstrates that the
Tenderer will provide excellent services if awarded.
Good response with good supporting evidence and
minimal weaknesses. Response demonstrates that the
Tenderer will provide good services if awarded.
Satisfactory responses with satisfactory supporting
evidence but lacks sufficient detail to award a higher
mark. Response demonstrates that the tenderer will
provide satisfactory services if awarded.
A response/answer/solution with reservations. Lacks
convincing detail and the methodology to be applied.
Medium risk that the proposed approach will not be
successful
An unacceptable response with serious reservations.
Limited detail of methodology to be applied. High risk
that the proposed approach will not be successful
Failed to address the question.
A score of 0-1 will render the submission ineligible and will be withdrawn from
process.
9.4
The successful Tenderer will be required to execute a formal agreement. The
College’s written acceptance of the Tender will form a binding contract
between the College and the successful Tenderer.
9.5
Unsuccessful suppliers may request feedback from the adjudication panel if
required.
9.6
All costs and expenses associated with presentations shall be borne by the
Tenderers.
9.7
South West College terms & conditions of contract for the supply of goods &
services are available for download from our website:
http://www.swc.ac.uk/tenders.aspx
9
Statement of Requirements
10
Background
South West College services the geographical area of Counties Tyrone and
Fermanagh. There are five campus locations at Cookstown, Dungannon, Omagh,
two at Enniskillen (main campus and Technology and Skills Centre) and a number of
out centres. The College has approximately 500 full-time staff and a similar number
of part-time staff and an annual budget of £40M. The college offers a wide range of
vocational and non-vocational courses, training courses such as Training for
Success, Steps to Work and provides a service to the community, local schools,
business and industry. It provides courses ranging from basic skills to Higher
National Diploma and Degree Level programmes.
The supply of a texting product which provides an easy to use, cost effective solution
for communication is deemed both an essential and critical activity of the College
which must be managed efficiently and cost effectively and in line with relevant
legislation and standards. The College wishes to review this area of activity and is
taking advantage of the opportunities afforded from tendering to seek an improved,
high value quality supply service with the existing supply market.
Requirements
The principal elements of service are outlined below:
 The supply of the products will be required at all locations of South West
College – Cookstown, Dungannon, Enniskillen and Omagh.
 Please note the above locations may change, locations may be removed,
others may be added throughout the life of the contract.
 The current activity levels may vary over time and the Contract must be
sufficiently flexible to allow for such changes.
 The following specification is comprehensive but not exhaustive; omission
does not imply the service is excluded from the contract.
 The tenderer must show a commitment to the continuing development of any
supplier/purchaser relationship formed as a result of this tender process, and
must demonstrate a knowledge of, and pro-active approach to, the needs of
the College.
 The tenderer will be expected to work with the College to maximise the
efficiency and cost effectiveness of the service it provides, and the goods it
supplies. The College expects the appointee to develop its services and
supply provision in response to the needs of the College
11
Detailed Specification
South West College wish to procure a texting product which provides an easy to use
cost effective solution for communication. The product should provide the ability to
send text messages (SMS), to mobile phones and key contacts. The product should
provide a range of features which include;
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Plug-in to Blackboard 9.1 (College VLE)
Ability to send Bulk messages to entire student population of institution
Send messages to recipients located across the world
Instant messaging from home page
Recipients of messages should be able to respond to the College
Shared global address books and individually managed address books
No limit to address book storage size
Ability to create multiple groups, combined groups and custom filtered groups
Use of Keywords that filter messages to users e-mail, inbox, mobile
Create multiple accounts within an account structure
Message management of the accounts
Ability to import/export users and to remove duplicate users
Reporting function (to include the ability to track usage)
Schedule messages to go at a later time
E-mail 2 txt
E-mail from the user interface
Track delivery of messages
Alpha Tagging (changing the source of the message for PUSH only
messages)
QR Codes
RSS Feeds, Periodical messaging
Mail Merge for Full name, first name, last name and Notes field
Export files to xls, pdf, xml, csv
Twitter Connection
Dedicated inbound number annual rental
9am - 5 pm unlimited telephone support
e-mail support outside office hours
Onsite training and help with managing communication campaigns
Purchase packs of messages e.g. – 20,000, 25,000, 50,000, 100,000
12
Tender Application Form
Sections 1-9 Questionnaire
Section 10 Weighted Criteria
13
Completion of sections 1-9 of this application are mandatory for all tenderers.
Tenderers must fully satisfy these requirements to progress to second stage. Failure
to do so will result in exclusion from the second stage tender evaluation process.
1.
1.1
1.2
1.3
BUSINESS DETAILS
Name of the organisation in
whose name the tender is
submitted:
Contact name for enquiries about
this bid:
Contact position (Job Title):
Address:
1.4
Post Code:
Telephone number:
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
Fax number:
E-mail address:
Website address (if any):
Council Area
Company/Charity Registration
number (if this applies):
Date of Registration:
Registered address if different
from the above:
Post Code:
VAT Registration number:
1.13
Is your organisation:
(Please tick one)
1.14
Name of (ultimate) parent
company (if this applies):
1.15
Companies House Registration
number of parent company (if this
applies):
i) a public limited company?
ii) a limited company?
iii) a partnership
iv) a sole trader
v) other (please specify)
14
Is your organisation:
1.16

Micro (1 to 9 staff)

Small (10 to 49 staff)

Medium (50 to 249 staff)

Large (250 or more staff)
2.
INSURANCE
Please provide details of your current insurance cover
Value
2.1
Employer’s Liability:
£
2.2
Public Liability:
£
2.3
Other (please provide details):
£
3.
3.1
QUALITY ASSURANCE
Does your organisation hold a recognised quality
management certification for example BS/EN/ISO
9000/PQASSO or equivalent? If yes, please provide
evidence of certification.
Yes / No
3.2
If not, does your organisation have a quality management
system*?
Yes / No
3.3
If you do not have quality certification
or a quality management system,
please explain why:
4.
HEALTH & SAFETY
4.1
Does your organisation have a written health and safety
at work policy?
Yes / No
4.2
Does your organisation have a health and safety at work
system*?
Yes / No
15
4.3
5.
If “No”, to either of the above please
explain why:
EQUAL OPPORTUNITIES
Does your organisation have a written equal opportunities
policy, to avoid discrimination?
6.
ENVIRONMENTAL MANAGEMENT
Does your organisation have an environmental
management system*?
7.
Yes / No
Yes / No
PROFESSIONAL AND BUSINESS STANDING
Do any of the following apply to your organisation, or to (any of) the
director(s) / partners / proprietor(s)?
7.1
Is in a state of bankruptcy, insolvency, compulsory
winding up, receivership, composition with creditors, or
subject to relevant proceedings
Yes / No
7.2
Has been convicted of a criminal offence related to
business or professional conduct
Yes / No
7.3
Has committed an act of grave misconduct in the course
of business
Yes / No
7.4
Has not fulfilled obligations related to payment of social
security contributions
Yes / No
7.5
Has not fulfilled obligations related to payment of taxes
Yes / No
7.6
Is guilty of serious misrepresentation in supplying
information
Yes / No
7.7
Is not in possession of relevant licences or membership
of an appropriate organisation where required by law
Yes / No
7.8
If the answer to any of these is “Yes” please give brief details below,
including what has been done to put things right.
16
8. Minimum
Specification/
Requirements
Meets
Mandatory
Requiremen
ts (Y/N)
Details on how you meet the specification – If
yes how do you comply?
Plug-in to
Blackboard 9.1
(College VLE)
Ability to send Bulk
messages to entire
student population
of institution
Send messages to
recipients located
across the world
Instant messaging
from home page
Recipients of
messages should
be able to respond
to the College
Shared global
address books and
individually
managed address
books
No limit to address
book storage size
Ability to create
multiple groups,
combined groups
and custom filtered
groups
Use of Keywords
that filter messages
to users e-mail,
inbox, mobile
Create multiple
accounts within an
account structure
Message
management of the
accounts
Ability to
import/export users
and to remove
duplicate users
17
Minimum
Specification/
Requirements
Meets
Mandatory
Requiremen
ts (Y/N)
Details on how you meet the specification – If
yes how do you comply?
Reporting function
(to include the
ability to track
usage)
Schedule
messages to go at
a later time
E-mail 2 txt
E-mail from the
user interface
Track delivery of
messages
Alpha Tagging
(changing the
source of the
message for PUSH
only messages)
QR Codes
RSS Feeds,
Periodical
messaging
Mail Merge for Full
name, first name,
last name and
Notes field
Export files to xls,
pdf, xml, csv
Twitter Connection
Dedicated inbound
number annual
rental
9am - 5 pm
unlimited telephone
support
e-mail support
outside office hours
Onsite training and
help with managing
communication
campaigns
Purchase packs of
messages e.g. –
20,000, 25,000,
50,000, 100,000
18
9.
9
.
RELEVANT EXPERIENCE
Please provide evidence that demonstrates your experience and ability to
deliver the types of goods and/or services to the College taking into account the
duration, scope, complexity, value of the potential contract and be of a
comparable size.
9.1
Contract
start date
End date (if
applicable)
Contract
Value
Org. in receipt
of your
products
/services
Contact
Name & Address
Please tick if we can contact the organisations above for a reference
19
10.
PRICING
10.1
Please make your offer as per the table below. All the information requested
within the documents must be clearly detailed. Please do not alter the format
or product details of the spread sheet. This document will ensure that all
suppliers are tendering on a “level playing field” and allow accurate
comparison between proposals.
weighting 80%
Prices should be supplied in pounds sterling, exclude VAT but must be
inclusive of delivery and packaging charges. There should be no minimum
order quantity requirements.
The specification and pricing schedules will form the basis of the core
contract price lists and should also demonstrate your ability to supply a
significant proportion of the required products.
ITEM
NO.
1
2
DESCRIPTION
UNIT
PRICE PER
UNIT DEL.
EXCL. V.A.T.
12 month contract for a texting
product which provides an easy to
use, cost effective solution for
communication to include all
features listed in detailed
specification
Optional Message Packs
20,000 Messages
25,000 Messages
50,000 Messages
100,000 Messages
Total
20
Form of Offer
21
Form of Offer
2015-278 Invitation to offer for the supply of a texting product which provides
an easy to use, cost effective solution for communication on behalf of South
West College
Period of contract: 12 months with possible extension of contract by 12
months
FORM OF OFFER
I / We [insert name of tenderer] (‘the Tenderer’) of [insert address of tenderer]
Agrees:
1.1
That this Tender and any contracts arising from it shall be subject to the
Terms of Offer, the enclosed Terms and Conditions of Contract and Supplementary
Conditions of Contract and all other terms (if any) issued with the Invitation to Offer;
and
1.2
to supply the goods and/or services in respect of which its offer is accepted (if
any) to the exact quality, sort and price specified in the Offer Schedule in such
quantities, to such extent and at such times and locations as ordered; and
1.3
that this offer is made in good faith and that the Tenderer has not fixed or
adjusted the amount of the Offer by or in accordance with any agreement or
arrangement with any other person.
The Tenderer certifies that it has not and undertakes that it will not:
1.3.1 communicate to any person other than the person inviting these offers the
amount or approximate amount of the offer, except where the disclosure, in
confidence, of the approximate amount of the offer was necessary to obtain
quotations required for the preparation of the offer, for insurance purposes or for a
contract guarantee bond;
1.3.2 enter into any arrangement or agreement with any other person that he or the
other person(s) shall refrain from making an offer or as to the amount of any offer to
be submitted.
2 / We [insert name of tenderer] (‘the Tenderer’) of [insert address of tenderer]
Name (print):
Signature:
Title:
The Form of Offer must be signed by an authorised signatory: in the case of a
partnership, by a partner for and on behalf of the firm; in the case of a limited
company, by an officer duly authorised, the designation of the officer being stated.
22
Return Address Label:
The Director
South West College
2 Mountjoy Road
Omagh
Co Tyrone
BT79 7AH
2015-278 Invitation to offer for the supply of a
texting product which provides an easy to use, cost
effective solution for communication on behalf of
South West College
CLOSING DATE: Monday 19th January 2015 at 1pm
23
Tender Submission Checklist
Tenderers should confirm that the following requirements have been met within their
tender by placing a tick  in the box opposite
Completed Tender Application Form
-
Sections 1-9 Questionnaire
-
Sections 10 Weighted Criteria


Signed Form of Offer

Clearly Marked Envelope using Return Address Label

24