Commonwealth Secretariat

COMMONWEALTH SECRETARIAT

MARLBOROUGH HOUSE, PALL MALL, LONDON SW1Y 5HX

IN STRICT COMMERCIAL CONFIDENCE

Invitation to Tender

For the provision ofMobile Device Servicesfor the Commonwealth Secretariat

January 2018

Contents

1.Introduction

2.Purpose

3.Instructions to Bidders

4.Evaluation Weightings

5.Tender Timeline

6.Information for Bidders

7.Specification

Part 1 – Bidder Details

Part 2 - Suitability Assessment Questions

Part 3 – Technical Questionnaire

Part 4 – Commercial

Part 5 - Presentation Brief

Appendices

Appendix 1 - Standard Terms and Conditions

Appendix 2 - Code of Ethics

1.Introduction

The Commonwealth Secretariat is an inter-governmental agency of the Commonwealth member countries with its HQ on Pall Mall, London. The Commonwealth Secretariat implements decisions agreed by Heads of Government and Ministers through advocacy, coalition–building, information sharing, analysis, technical assistance, capacity-building, and advice on policy development.

2.Purpose

The purpose of this tender is to find and appoint a suitable supplier for the provision of the mobile device servicesto the Commonwealth Secretariat. The appointed supplier shall be awarded a contract that will be effective for 2years, with the option to extend the agreement on an annual basis for up to a further 2 years.

See Specification in Section 7for details on the services required.

3.Instructions to Bidders

This is a two stage tender process with a written submission to this Invitation to Tender (ITT) followed by bidder presentations. Bidders will be scored following the first stage and the top 3 scoring bidders will be taken through to the presentations.

Bidders must submit all documents as set out in Part1 – Part 4 no later than the return date.

The tender documents are to be returned by post and email to the Commonwealth Secretariat.

Post:

Procurement

Tender Response (440-2018)

Commonwealth Secretariat

Marlborough House

Pall Mall

London

SW1Y 5HX

Email:

All queries must be in writing via the email address above.

Following all stages of the tender process, the bid received that is deemed the most economically advantageous tender (MEAT) shall be awarded the contract based on theevaluation weightings below.

4.Evaluation Weightings

Suitability Assessment

You will be excluded from the tender process if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if you have been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations.

Should an applicant fail to meet the minimum standard, the Commonwealth Secretairat is entitled to exclude the bidder from the Procurement exercise but, may decide at it’s discretion, having considered all the relevant circumstances, to allow the bidder to proceed.

TechnicalPass/Fail & 40%

Mandatory Minimum Requirements

Within the technical questionnaire, there are mandatory pass/fail questions. Should an applicant fail to meet this minimum standard, the Commonwealth Secretariatis entitled to exclude the bidder from the Procurement exercise but, may decide at it’s discretion, having considered all the relevant circumstances, to allow the bidder to proceed.

Weighted Technical Questions

The following scoring mechansim will be used to score each question in these sections:

• The following formula will be applied for each question:

• Points Scored ÷ Points Available × % weighting
• The scores for each of the questions will be added to give a total Technical/Quality Score

Commercial Pass/Fail &60%

Within the Commercial questionnaire, there are mandatory pass/fail aspects. Should an applicant fail to meet this minimum standard, the Commonwealth Secretairat is entitled to exclude the bidder from the Procurement exercise but, may decide at it’s discretion, having considered all the relevant circumstances, to allow the bidder to proceed.

For the Weighted element of this criteria, the lowest price bid shall be awarded the full points, all other bids shall be awarded a percentage from the benchmark. E.g. (lowest price/other bid)*weighting = Score.

Presentations

Presentations will also be scheduled for the bidders to present their solution, their approach to implementing the solution and post-implementation support. This will be used to clarify their submission and will not carry any weightings in its own right. It will be used however to moderate their technical submission (either positively or negatively).

5.Tender Timeline

Please note the following timeline may be subject to change if required.

1.1

1.2

6.Information for Bidders

• Unless indicated otherwise, all prices should be quoted in Pounds Sterling. Prices quoted should exclude VAT but must indicate clearly where VAT is applicable and where items might be zero-rated.
• The bidder must ensure that they have all the information required for the preparation of the tender submission and that they are satisfied about the correct interpretation of terminology used in this documentation. The bidder must also ensure that they are fully conversant with the nature and extent of the obligations should thetender be accepted.
• Tenders are to be valid for a minimum of 120 days from the closing date for the submission of the tenders.
• The Commonwealth Secretariat reserves the right to cancel the tender at any time during the process.
• Bidders shall bear all costs in completing a tender submission.
• Bidders shall not disclose details of the ITT to third parties without prior agreement from an authorised officer of the Commonwealth Scretariat.
• Bidders are required to submit transparent pricing with no hidden costs or charges.
• The Secretariat will carry out an evaluation of the tender bids using the weighted criteria method as described. Following both stages the Secretariat will select a preferred bidder which will be taken forward to contract award. The Secretariat reserves the right to appoint a reserve preferred bidder which the Secretariat would take forward to contract award if any contract negotiations with the preferred bidder are unsuccessful.

By taking part in this tender all bidders commit to the following:

• Bidders certify that they have not canvassed or solicited any officer or employee of the Secretariat in connection with this tender submission and that no person employed or acting on behalf of the bidder has done any such act.
• Bidders will not canvas or solicit any officer or employee of the Secretariat in connection with this tender submission.
• Bidders confirm that they shall automatically be subject to termination on grounds of misrepresentation and failure of duty to disclose.

7.Specification

1. Core Requirements

1. Details of the anticipated lifecycle for devices must be made available periodically and product upgrade paths / technology road maps must be shared with the Secretariat.
2. A minimum of Three (3) months’ notice of obsolescence must be provided to the Secretariat on devices taken.
3. The period for warranty of a device must be a minimum of 24 months Options at additional cost available for devices where a 24-month warranty period is not available.
4. Repair and replacement services for faulty devices must be provided on the next working day following the report of a defect (notification after 12.00 noon shall be deemed to have been received on the next Working Day).
5. An appropriate range of accessories must be made available for each device offered including spare batteries. It is expected the accessory range will be your standard Mobile Solutions Catalogue offering.
6. Devices will not be locked to a network during the term; however, where a supplier insists on the provision of locked devices, all devices must be unlocked at no cost to the participating authorities upon the expiry of the Contract.

1. Devices

1. iPhone 7

1. 81 devices required
2. Factory unlocked
3. iOS 11.2
4. 128 GB
5. Lightning to 3.5 mm headphone jack adapter
6. Silver
7. Accessories:

• Gorilla screen protector (fitted)
• Phone casing (anti-slip)

1. iPhone 7 is recommended because iPhone 8

• Does not support older technologies like CDMA and EVDO
• Does not support A1660 and A1778 on the 2G and 3G band
• Heavier 148g [iPhone 7 138g]
• More fragile - Front/back glass, aluminium frame [iPhone 7: Front glass, aluminium body]
• Smaller battery capacity Li-Ion 1821 mAh battery (6.96 Wh) [iPhone7: Li-Ion 1960 mAh battery (7.45 Wh)]
• More expensive.

1. iPad Pro 10.5”

1. 14 devices required
2. 64 Gb
3. Accessories:

• *Gorilla screen protector (fitted)
• *iPad smart cover

1. Total Number of Lines to be ported is 105 as the Secretariat has new devices bought mid-2017 that do not need replacing – SIM only for these additional lines.

1. Voice Service Requirements

1. Answer-phone/ Voicemail
2. International calls and roaming (data and calls) barred automatically unless alternatively agreed.
3. A facility will be in place for the removal of the bar on an individually approved basis to facilitate staff needing to be contactable when abroad. The contractor will be liable for all call charges where it is found that a bar was not in place when it should have been, including but not limited to a SIM being issued without the bar in place, the contractor failing to restore the bar at the agreed end of an advised holiday period.
4. Premium Rate calls and SMS subscription services are barred unless alternatively agreed.
5. The provider should be able to cover Voice through roaming partners in the 52 Commonwealth countries, USA and Switzerland (detailed below in Table A).
6. The provider must have good and reliable coverage in the countries highlightedin Table A for Voice.

1. Data Requirements

1. Data Plans are sought to provide necessary flexibility for the participants.
2. Bidders are expected to base their bid on an unlimited data service with a reasonable fair use policy (3GB) while not roaming. There shall be no run-on rates for exceeding this fair use policy, although it is expected that Bidders will discuss options with the Secretariat for persistent breach of fair use.
3. The provider should be able to cover Data through roaming partners in the 52 Commonwealth countries, USA and Switzerland (detailed below in Table A).
4. The provider must have good and reliable coverage in the countries highlightedin Table A for Data.
5. The provider must be able to Cap Data roaming.

1. Roaming

The provider should be able to lift the cap on any phone as requested by an authorised person from IT.

1. Management Information

Bidders are required to provide comprehensive reporting to the Secretariat on their use of services and associated expenditure at no additional cost on a monthly basis.

This shall include:

1. The account structure and total number of connections assigned to the Secretariat or similar structure, with a breakdown by type / tariff.
2. The term of contract remaining on each connection (where relevant) together with any associated cancellation charges.
3. A breakdown of expenditure based on call type, duration, number of SMS messages and data usage.
4. A summary of any issues associated with the connection; fraudulent use, aberrant use, device repairs and any complaints or request for assistance received from the end user.

1. Invoicing and Billing

Bidders are required to confirm they can provide a comprehensive range of Billing options and invoicing structures subject to individual Secretariat requirements. This will include structures that allowing invoicing as a single organisation or by cost centre, department or any other grouping of users as well as individually. The scope of Billing options available should include paper or electronic invoices to individual users through to One-bill, e-Billing and P2P facilities.

1. Early Termination

1. Early termination fee for connections, will be calculated on the basis of:

Monthly Charge (Line Rental + “Bolt-On” if applicable) * Number of whole months remaining of connection term.

1. No minimum revenue guarantees or total spend guarantee is given by the Secretariat or will be accepted as part of a Bidders response.

1. Buy-Back

The provider should be able to buy back and clear all data from our current (old) devices. The devices that are not working the provider should ensure that they are disposed of following the Waste Electrical and Electronic EquipmentDirective

1. Commercial

KPIs and any required SLA shall be agreed with the succesful Supplier prior to Contract award.

Tender Submission Documents (440-2018)

Note - Bidders must complete and return all tender submission documents below:

Part 1 – Bidder Details

Part 2 – Suitability Assessment Questions

Part 3 – Technical Questionnaire

Part 4 – Commercial

Part1 –Bidder Details

Please provide details relating to your registered offices, legal status and date of incorporation.

Part 2 - Suitability Assessment Questions

Grounds for Exclusion

You will be excluded from the tender process if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if you have been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations.

1. Within the past five years, has your organisation (or any member of your proposed consortium, if applicable), Directors or Partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?

1. Within the past three years, please indicate if any of the following situations have applied, or currently apply, to your organisation.

1. Employment and Human Rights

For organisations working outside of the UK please refer to equivalent legislation in the country that you are located. Please delete ‘Yes’ / ‘No’ as applicable.

1. Environmental Legislation

For organisations working outside of the UK please refer to equivalent legislation in the country that you are located. Please delete ‘Yes’ / ‘No’ as applicable.