INVITATION TO TENDER (ITT) for
ICT SUPPORT SERVICES for
BRADFORD DIOCESAN ACADEMIES TRUST
INVITATION TO TENDER (ITT) for ICT SUPPORT SERVICES for BRADFORD DIOCESAN ACADEMIES TRUST
1Your organisation along with others is invited to offer a tender for provision of the above, to the specification outlined in the attached documents. Enclosed are:
Document 1Instructions and information on the tendering procedures.
Document 2Specification of the Requirement.
Document 3List of attachments.
Document 4Declaration and information to be provided by tenderer.
2Please read the instructions on the tendering procedures carefully. Failure to comply with them may invalidate your tender which must be returned by the date and time given below.
3Two copies of your tender must be received by Mr P W Thompson, Director of Operations, Bradford Diocesan Academies Trust, 2nd Floor, Jade Building, Albion Mills, Albion Road, Bradford BD10 9TQ no later than 1200 Friday 27 January 2017. Late tenders will not be considered.
4If having read the enclosed specification you decide not to submit a tender, I would be grateful if could send your reasons (though you are under no obligation to do so) to Mr P W Thompson, at the above address marked 'No Tender'.
5Please contact me if you have any questions about the tendering procedure. The enclosed Document 1also contains details for providing you with further information or clarification of the Trust’s requirement.
I look forward to your response.
Yours sincerely,
Peter Thompson
Director of Operations
DOCUMENT 1
INSTRUCTIONS AND INFORMATION ON TENDERING PROCEDURES
1These instructions are designed to ensure that all tenders are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format and order specified. Please contact Mr P W Thompson, Director of Operations, Bradford Diocesan Academies Trust, 2nd Floor, Jade Building, Albion Mills, Albion Road, Bradford BD10 9TQ; 01274 909123; f you have any doubts as to what is required or you have difficulty in providing the information requested. Pre-tender negotiations are not allowed.
Contract Period
2The contract is to be for a period of three years with an annual review and possible extension of a further two years.
Incomplete Tender
3Tenders may be rejected if the information asked for in the ITT and Specification is not given at the time of tendering.
Returning Tenders
4The Trust wishes bids to be sent by post (two copies) and also by email. The Trust will send a confirmation of receipt of bid email.
Manuscript bids including envelopes and packages must bear no reference to the tenderer by name; franking machines which automatically print the company’s name should not be used. Tenders must be delivered by 1200 Friday 27 January 2017
Receipt of Tenders
5Tenders will be received up to the time and date stated. Those received before the due date will be retained unopened until then. It is the responsibility of the tenderer to ensure that their tender is delivered not later than the appointed time.
Acceptance of Tenders
6By issuing this invitation the Trust is not bound in any way and does not have to accept the lowest or any tender, and reserves the right to accept a portion of any tender, unless the tenderer expressly stipulates otherwise in their tender.
Inducements
7Offering an inducement of any kind in relation to obtaining this or any other contract with the Trust will disqualify your tender from being considered and may constitute a criminal offence.
Confidentiality of Tenders
8Please note the following requirements, you must not:
Tell anyone else what your tender price is or will be, before the time limit for delivery of tenders.
Try to obtain any information about anyone else's tender or proposed tender before the time limit for delivery of tenders.
Make any arrangements with another organisation about whether or not they should tender, or about their or your tender price.
Failure to comply with these conditions may disqualify your tender.
Costs and Expenses
9You will not be entitled to claim from the Trust any costs or expenses which you may incur in preparing your tender whether or not your tender is successful.
Debriefing
10Following the award of contract, debriefing will be included in the letter sent to unsuccessful bidders.
Evaluation Criteria
11The tender process will be conducted in a manner that ensures tenders are evaluated fairly to ascertain the most economically advantageous tender.
12Your capability to perform the contract will be evaluated using selection and award criteriaset out in Annex 1
Freedom of Information
13The Trust is committed to open government and to meeting their responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to the Trust may need to be disclosed in response to a request under the Act. If you consider that any of the information included in your tender is commercially sensitive, please identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity. You should be aware that, even where you have indicated that information is commercially sensitive, we may still be required to disclose it under the Act if a request is received. Please also note that the receipt of any material marked ‘confidential’ or equivalent by the Trust should not be taken to mean that we accept any duty of confidence by virtue of that marking. If a request is received, we may also be required to disclose details of unsuccessful tenders.
Tender Period
14Due to the intensive evaluation process, the Trust requires tenders to remain valid for the period specified in Document 4.
Basis of the Contract
15The specification in Document 2, and the terms and conditions in Document 3, together with any special requirements, will form the basis of the contract between the successful tenderer and the Trust.
Timetable
16This timetable is provisional and may be subject to change, but will be adhered to by the Trust as far as reasonably possible.
ACTIVITY / TIMESCALEAdvertise (and Voluntary advert (through OJEU if required)) / 14 Dec 16
Start of clarifications stage / any questions about the specification or procurement process / 3 Jan 17
End of clarifications stage / 13 Jan 17
Submission deadline for receipt of bids / 1200 27 Jan 17
If required: Inform bidders of Selection Stage outcome / By 3 Feb 17
If required supplier clarification interviews / 6-10 Feb 17
Inform bidders of award / By 17 Feb 17
Award contract / As soon as possible
Format of Bids
17Tenderers should present their proposals in the following format:
Section 1Table of Contents
Section 2Management Summary
Section 3Meeting the Specification
Section 4Cost and Charging Arrangements
Section 5Declarations, Undertakings and Attachments (see Document 4)
Conclusions
18Whilst every endeavour has been made to give tenderers an accurate description of the Trust's requirement, tenderers should make their own assessment about the methods and resources needed to meet those requirements.
DOCUMENT 2
SPECIFICATION OF REQUIREMENT
1Introduction/Background
Bradford Diocesan Academies Trustwas set up in 2012to support and sponsor Church of England Academies in Bradford on behalf of the Diocese of West Yorkshire and the Dales. We work with our schools to provide a network of support and challenge, so working together we can achieve our vision of improved outcomes and results for our children and onyoung people. BDAT is a charity and company limited by guarantee, governed by a board ofTrustees who are responsible for, and oversee the management of the company.
Our mission is “to provide education of the highest quality within the context of Christian belief and practice”. We encourage an understanding of the meaning and significance of faith, the added experienceandlearnings ofChristian values can offer to the development of all our pupils’ education and personal lives.
In practice as a Trust we seek to work with and alongside the schools in our Trust to provide a good quality of education to all children in our schools. We believe every child only gets one chance at education and they have a right to a good education.
The Trust does this through operating a light touch support role for schools at times of challenge and by establishing collaborative structures and processes to enable our schools to work together and share good practice. As our family of schools continues to grow, we are looking to develop our structures and processes to enable this to continue to happen. We are constantly looking at how we can continue to improve to establish effective and efficient ways of partnership working.
As of September 2016, the BDAT family of schools consists of five primaries and four secondaries.We envisage further growth in 2016-17.
2Purpose
The purpose of the contract is to deliver a seamless ICT support service to the Trust during core hours of 0800-1800 Monday to Friday plus an out-of-hours contact help service. A specification for the services to be performed is at Schedule 1.
3Management Information
The minimum information needs are:
- Details of key staff
- Details of deadlines
- Details of invoicing and payment
4Security of Data
Please submit a security plan that explains how they will ensure that Trust or personal data will be protected.
5Costs
5.1Please give a detailed breakdown of costs (excluding VAT). These should include:
- Cost of ICT support service
- Analysis of how the above is made up
- Any additional costs which may be incurred over and above the agreed charge
- Travel/subsistence costs (unless included)
5.2Please provide details of discounts for prompt payment and increased payslips.
6VAT
6.1Please state clearly when submitting prices whether or not VAT will be charged.
6.2Where the contract price agreed between the Trust and contractor is inclusive of any VAT, further amounts will not be paid by the Trust should a vatable supply claim be made at any later stage.
6.3Where the overall contract price is exclusive of VAT, the Trust will pay any VAT incurred at the prevailing rate (currently 20%). If the VAT rate changes the Trust will pay any VAT incurred at the new rate.
6.4It is the responsibility of tenderers to check the VAT position with HMRC before submitting a bid.
DOCUMENT 3
LIST OF ATTACHMENTS
1STANDARD CONTRACT OF CONDITIONS FOR PURCHASE
2LIST OF CURRENT BDAT ACADEMIES AND THOSE EXPECTED TO CONVERT
DOCUMENT 4
DECLARATIONS AND INFORMATION TO BE PROVIDED BY THE TENDERER
Declarations
1...... ……………………………. (Name of tenderer) declares that we accept the Trust’s standard terms and conditions included at Document 3 as the basis of the contract; and
2declare that we have not communicated to any other party the amount or approximate amount of the tender price other than in confidence and for the express purpose of obtaining insurances or a bond in connection with this tender. The tender price has not been fixed nor adjusted in collusion with any third party, and
3declare that the tender will remain valid until (insert a date) and that we are not entitled to claim from the Trust any costs or expenses incurred in preparing the tender or subsequent negotiations whether or not the tender is successful.
signed on behalf of the Tenderer ......
Undertaking
The Trust requires all tenderers to make full and frank disclosure to the Trust in the form of a signed undertaking in respect of any or all of the following:
a)any state of bankruptcy, insolvency, compulsory winding up, administration, receivership composition with creditors or any analogous state of relevant proceedings;
b)any convictions for a criminal offence committed by the tenderer (or being a company, by its officers or any representative of the company);
c)any acts of grave misconduct committed by the tenderer (or being a company, by its officers or any representative of the company) in the course of their business or profession/the company's business;
d)any failure by the tenderer (or being a company, by its officers or any representative of the company) to fulfil their obligations relating to payment of Social Security contributions; and
e)any failure by the tenderer (or being a company, by its officers or any representative of the company) to fulfil their obligations relating to payment of taxes.
Attachment 1
Terms and Conditions
CONTRACT FORICT SUPPORT SERVICES
THIS CONTRACT IS DATED
Parties
1)BRADFORD DIOCESAN ACADEMIES TRUST (BDAT) of 2nd Floor, Jade Building, Albion Mills, Albion Road, Bradford BD10 9TQ (“the Trust”); and
2)***enter company name and registered number*** whose registered office is at ***enter the full address*** (“the Contractor”)
Recitals
The Contractor has agreed to provide payroll services on the terms and conditions set out in this Contract.
The Trust's reference number for this Contract is BDAT/ICTSS/2016
1Interpretation
1.1In this Contract the following words shall mean:-
“the Services”" / the services to be performed by the Contractor as described in Schedule 1;“the Contract Manager” / by Mr P W Thompson, Director of Operations, Bradford Diocesan Academies Trust, 2nd Floor, Jade Building, Albion Mills, Albion Road, Bradford BD10 9TQ
“the Contractors Contract Manager
“Confidential Information” / *** name of the Contractors Contract Manager***
means all information which has been designated as confidential by either party in writing or that ought to be considered as confidential (however it is conveyed or on whatever media it is stored) including but not limited to information which relates to the business, affairs, properties, assets, trading practices, services, developments, trade secrets, Intellectual Property Rights, know-how, personnel, customers and suppliers of either party and commercially sensitive information which may be regarded as the confidential information of the disclosing party.
"Contracting Department" / any contracting Department as defined in Regulation 5(2) of the Public Contracts (Works, Services and Supply) (Amendment) Regulations 2000 other than the Trust;
"Contractor Personnel" / all employees, agents, consultants and contractors of the Contractor and/or of any Sub-contractor;
"Trust’s Confidential Information" / all Personal Data and any information, however it is conveyed, that relates to the business, affairs, developments, trade secrets, know-how, personnel, and suppliers of the Trust, including all IPRs, together with all information derived from any of the above, and any other information clearly designated as being confidential (whether or not it is marked "confidential") or which ought reasonably be considered to be confidential;
"Environmental Information Regulations" / the Environmental Information Regulations 2004 together with any guidance and/or codes of practice issues by the Information Commissioner or relevant Government Department in relation to such regulations;
"FOIA" / the Freedom of Information Act 2000 and any subordinate legislation made under this Act from time to time together with any guidance and/or codes of practice issued by the Information Commissioner or relevant Government Department in relation to such legislation;
“Her Majesty's Government” / means the duly elected Government for the time being during the reign of Her Majesty and/or any department, committee, office, servant or officer of such Government
"Information" / has the meaning given under section 84 of the Freedom of Information Act 2000;
"Personal Data" / shall have the same meaning as set out in the Data Protection Act 1998;
“Property” / means the property, other than real property, issued or made available to the Contractor by the Trust in connection with the Contract.
"Request for Information" / a request for information or an apparent request under the Code of Practice on Access to Government Information, FOIA or the Environmental Information Regulations;
"Working Day" / any day other than a Saturday, Sunday or public holiday in England and Wales.
1.2References to “Contract” mean this contract (and include the Schedules). References to “Clauses” and “Schedules” mean clauses of and schedules to this Contract. The provisions of the Schedules shall be binding on the parties as if set out in full in this Contract.
1.3Reference to the singular include the plural and vice versa and references to any gender include both genders. References to a person include any individual, firm, unincorporated association or body corporate.
2Commencement and Continuation
The Contractor shall commence the Services on ***enter start date*** and, subject to Clause 10.1 shall complete the Services on or before ***enter end date***
This Contract shall be deemed to have been effective from ***enter same start date as above***.
3Contractor's Obligations
3.1The Contractor shall promptly and efficiently complete the Services in accordance with the provisions set out in Schedule 1and the special conditions set out in Schedule 3. Where there is any conflict between the terms of this Contract and the special conditions set out in Schedule 3, the special conditions shall prevail.
3.2The Contractor shall comply with the accounting and information provisions of Schedule 2.
3.3The Contractor shall comply with all statutory provisions including all prior and subsequent enactments, amendments and substitutions relating to that provision and to any regulations made under it.
4Trust’s Obligations
The Trust will comply with the payment provisions of Schedule 2 provided that the Trust has received full and accurate information and documentation as required by Schedule 2 to be submitted by the Contractor for work completed to the satisfaction of the Trust.
5Changes to the Trust's Requirements
5.1The Trust shall notify the Contractor of any material change to the Trust's requirement under this Contract.
5.2The Contractor shall use its best endeavours to accommodate any changes to the needs and requirements of the Trust provided that it shall be entitled to payment for any additional costs it incurs as a result of any such changes. The amount of such additional costs to be agreed between the parties in writing.
6Management
6.1The Contractor shall promptly comply with all reasonable requests or directions of the Contract Manager in respect of the Services.
6.2The Contractor shall address any enquiries about procedural or contractual matters in writing to the Contract Manager. Any correspondence relating to this Contract shall quote the reference number set out in the Recitals to this Contract.
7Contractor's Employees and Sub-Contractors
7.1Where the Contractor enters into a sub-contract with a supplier or contractor for the purpose of performing its obligations under the Contract, it shall ensure that a provision is included in such a sub-contract which requires payment to be made of all sums due by the Contractor to the sub-contractor within a specified period not exceeding 30 days from the receipt of a valid invoice.
7.2The Contractor shall take all reasonable steps to satisfy itself that its employees or sub-contractors (or their employees) are suitable in all respects to perform the Services.