How to Buy a Standard Personal Computer

How to Buy a Standard Personal Computer

How to Buy a Standard Personal Computer:

You email a Supplementary Request for Tender (SRFT) to . An SRFT email template is presented below. Suppliers will respond with prices (prices will not be higher than the maximum prices listed on the next page). You then evaluate the responses and select a winner based on your award criteria. Please ensure you notify all companies of the winning tenderers name.

SRFT Email Template:

Copy and paste the following wording into an email to request a quote.


Subject: Supplementary Request for Tender (Standard Personal Computer)

Dear Supplier,

Please quote for [Quantity] Standard Personal Computer(s) as per the Office of Government Procurement (OGP) Personal Computer Framework. (If additional services are required please list them here (see Additional Services documents for details) or add others as required).

The closing date for quotes is 5pm on [Date].

Any contracts arising from this mini-compeition will be awarded on the basis of the following Award Criteria:

Cost [percentage %],

Other [percentage %]. .

The anticipated award date is [Date]. .


[Main Contact Name, Organisation, Address, Delivery address (if different), Ph No.]

Framework Rules:

1. You must treat all of the suppliers fairly and equally.

You must specify your requirements in a non-discriminatory way and solicit a quote from all suppliers. The single email address will facilitate this. NB: Vendor names or technologies, name or speed of processor chip (e.g. Intel, AMD, Celtic, Fujitsu, HP, Lenovo, etc) cannot be used in specifying your requirements.

2. You must allow the suppliers sufficient time to respond to a Request for Quote (RFQ).

You must allow suppliers a reasonable amount of time to submit a response. For a simple mini-competition (e.g. buying 10 Standard Personal Computers with no variation in the spec or additional services), a minimum of 3 full working days is recommended. More complex mini-competitions (e.g. very large orders or drawdown agreements) should be given at least 2 to 3 full working weeks.

3. You must be open and transparent with regard to how you will select the winning quote.

When issuing an RFQ you must clearly state the criteria you will apply to select the winner. Purchases of Standard Personal Computers are usually based on cost. Cost has been used in the RFQ email example. However, if you want more flexibility in choosing a supplier, the framework allows you to apply any or all of the following criteria: Cost, Special Requirements, References attesting to the quality of products and /or services provided by the vendor, Environmental Considerations, Delivery conditions, Operating System Compatibility.


Supplier / Datapac / Fujitsu / Hewlett-Packard / PC Peripherals / PFH Technology
Product / / / / /
Model / HP ProDesk 600 G1 / Fujitsu Esprimo P420 / HP 6305 Prodesktop / Celtic G3220 / Lenovo ThinkCentre M73
Operating System (with downgradable rights to Windows 7) / Windows 8 Pro / Windows 8.1 Pro / Windows 8.1 Pro / Windows 8 Pro / Windows 8 Pro
RAM / 4Gb / 4Gb / 4Gb / 4Gb / 4Gb
Hard Drive / 500Gb / 320Gb / 250Gb / 250Gb / 250Gb
Monitor (inches) / 19 / 20 / 20 / 19 / 19
Processor / Intel i3 / Intel Pentium G3220 / AMD A4-5300B / Intel Pentium G3220 / Intel Pentium G3220
Gigabit network (RJ45) + DVD Drive + min 6 USB ports / Yes / Yes / Yes / Yes / Yes
Maximum Price (excluding VAT) * / €476.95 / €431 / €446.41 / €435 / €459
Additional discount for online/electronic payment / 2% / 0% / 2% / 5% / 0%

* Maximum Price includes Personal Computer, Monitor, Keyboard and mouse, Warranty (3 years, Next Business Day, Onsite) and delivery. It does NOT include VAT.

Expected leadtime for delivery of a Standard Personal Computer is ten (10) days.