ࡱ> \_YZ[ JgbjbjO O 4-a-aDU" " " " " 6 6 6 8n <!6 V%(~%(%%%&P)4+$XX׫" +&&++׫" " %%...+|" %" %.+..&{ o%p=[,dά0p,,oo" .+++׫׫.++++++++++++++++ : Selection Questionnaire Support and Maintenance for Leicester City Councils Corporate Websense Licences. CONTRACT PERIOD The contract will commence on 19th February 2014 to 18th February 2017. Business Purpose & scope Leicester City Council is seeking the supply of Support and Maintenance for their existing Websense Licenses: Websense - Corporate Version: 7.6.5 Installed on: Windows 2008 R2 Users: 7000 Websense - Public Version: 7.6.7.1040 Installed on: V5000 G2 (Websense Content Gateway appliance) Users: 500 contract budget 60,000.00 over 3 years timetable MilestonesDate1. Advert PublishedTuesday 26th November 20132. Closing Date 12 noon 9th December 20133. Evaluation End11th December 20134. Award 13th December 2013 Instructions to Tenderers Tenderers are requested to provide a proposal document in response to the requirement specification that clearly identifies: How each of the requirements shall be met (provide a specific response to each requirement). The scope of the professional service that shall be provided. A fixed price for the solution required. Award criteria Evaluation: Bids will be assessed on the most economically advantageous tender in accordance with the award criteria below: Quality = 5% Price = 95% CriteriaWeightingMax Number of Points Section A - Technical Pass / Fail Pass / Fail  Section B - Commercials  5% 20  Section C - Corporate Data Section D - Financial Data Section E - Technical Capability Section F - Business Approach Pass / Fail Pass / Fail  Section G Pricing  95%  95Total100%115 Score: Bids will be scored in accordance with the award criteria below: The Councils importance shall be evaluated on the basis that each requirement is important but certain requirements are regarded to be of the utmost importance and to which Suppliers should pay special attention in their responses. Those requirements are marked with an HT (Highest) in the importance column. HT Highest Importance: Maximum Score available = 20 points. Points shall be awarded as follows; PointsQuality of Response20Excellent response: Has exceeded all requirements and gives confidence the provider will add real value. 15Above acceptable response: Demonstrates real understanding of requirements and evidence of ability to meet it. 10Meets criteria: Acceptable response to the requirements; evidence shown of provision/experience sought. 2Less than acceptable response: Lacks convincing evidence of provision/experience sought. Lack of real understanding of requirement or evidence of ability to deliver. Medium risk that requirements will not be met. 0Not acceptable: Has not met any reasonable criteria or has failed to address the issue.  NON HT Important: Maximum Score available = 5 points. Points shall be awarded as follows; PointsQuality of Response5Excellent response: Has exceeded all requirements and gives confidence the provider will add real value. 4Above acceptable response: Demonstrates real understanding of requirements and evidence of ability to meet it. 3Meets criteria: Acceptable response to the requirements; evidence shown of provision/experience sought. 1Less than acceptable response: Lacks convincing evidence of provision/experience sought. Lack of real understanding of requirement or evidence of ability to deliver. Medium risk that requirements will not be met. 0Not acceptable: Has not met any reasonable criteria or has failed to address the issue.  Essential: Pass / Fail Should a tenderer be awarded a score of fail (i.e. doesnt meet criteria), the tender evaluation panel will not complete the assessment of the tender submission. From this point, the tender will be rejected from the tender analysis process. Each member of the tender evaluation panel must agree with the score and the resultant dismissal. ReQuirements SPECIFICATION SECTION A: TECHNICAL Supply RefRequirementPriorityMax ScoreA1Please confirm that support will be provided directly by Websense Pass / Fail Pass / FailSupplier response: SECTION B: COMMERCIAL B1Please upload a copy of your terms and conditions for Leicester City Councils approval. In the event that your terms and conditions are deemed unacceptable, please confirm if you would be willing to accept Leicester City Councils terms and conditions.  HT  20Supplier response:B2Freedom of Information You should note that because of the Freedom of Information Act 2000, the Council will NOT give a blanket commitment of confidentiality, neither will it commit to a perpetual guarantee of confidentiality to any item supplied to it. Further to above you should therefore identify any information within your Tender response which you consider to be confidential, state the reasons for this and the length of time you expect it to be held confidential. Please also supply contact details in case the Council wishes to subsequently release confidential information before the indicated time period expires. The Council may consult with you prior to releasing information covered by an exemption. However, the Council cannot guarantee that if you withhold consent the Council will not release the information anyway following a public interest test as required by the Freedom of Information Act 2000. This test will be conducted solely by the Council and the Councils decision will be final. Please indicate your acceptance of this requirement. Pass / Fail Pass / FailSupplier response: SECTION C: CORPORATE DATA BASIC DETAILS OF YOUR FIRM OR ORGANISATIONThe trading name of the firm or organisation seeking to contract with the CouncilContact person for enquiries about this form: please state name and job title/post) Address for correspondence (with post code) Registered office address (if different from above) Addresses of other offices (if applicable)Phone number of person named in 1.2Fax number of person named in 1.2E-mail address (if available) of person named in 1.2Website of firm or organisation (if any)Legal status of organisation Please tick as appropriate. Sole trader c Public limited company c Private limited company c Limited partnership c Limited liability partnership c Social enterprise c Cooperative c Registered charity c Voluntary, community interest or faith sector organization c Other (please specify) c Company registration number and date (if registered at Companies House)Charity Commission or other registration number (if applicable) VAT registration number (if applicable) If your organization is part of a Group, please state the name and Companies House registration number of the parent company.Are you acting as the lead organisation for a consortium?Yes c No cIf you answered Yes to 1.14, please list the members of your consortium. How many staff does your organisation have in total? Include part-time staff and volunteers.Where did your organisation read/hear about this particular opportunity? MANAGEMENT 2.1Please list the full names of the proprietors, directors, partners or trustees of your organization. 2.2List here the names of any of the above who are or have been employed by Leicester City Council or Councillors of Leicester City Council or who have a relative, partner or associate who is employed by the Council at a senior level or who is a Councillor, or who have any involvement in other organisations that provide services to the Council.  Business Probity Regulation 23 of the Public Contracts Regulations 2006 enables public sector authorities to exclude and disqualify organisations from tendering in the following circumstances: If an organisation that is a company: has had a winding-up order has gone into administration or is the subject of related legal proceedings has failed to meet its tax or social security obligations has court actions or industrial tribunal hearings outstanding against it has ever had to pay liquidated or unliquidated damages levied in respect of a failure to perform to the terms of a contract. If any of the Directors, Partners, Associates or the Company Secretary has been involved in any organisation that has been liquidated or gone into receivership has been convicted of a criminal offence relating to conspiracy, corruption, bribery, fraud, theft and/or money laundering or to the conduct of their business or profession has committed an act of grave misconduct in the course of their business or profession. If the tenderer is an individual and is bankrupt or has been declared insolvent or has had a receiving order or administration order made against them. 3BUSINESS PROBITY3.1Do you confirm that your organization to the best of your knowledge is not liable to exclusion from tendering on any of the grounds listed above?Yes c No c SECTION D: FINANCIAL DATA 4FINANCIAL INFORMATION 4.1Please state your total turnover in each of the last two financial years (if you are leading a consortium please state its aggregated turnover). Note: The Council normally requires a firm or organisation to have a level of annual turnover that is at least twice the estimated value of the contract for which the firm or organization is seeking to tender. for year ended --/--/-- for year ended --/--/--4.2Please indicate which of the following documents you would you be able to provide. At least one financial document is required.A copy of your audited accounts for the two most recent years of trading (if applicable)A statement of your turnover, profit & loss account and cash flow for the most recent year of tradingA statement of your cash flow forecast for the current year and a letter from your bank outlining your current cash and credit positionAlternative means of demonstrating your financial status if you have been trading for less than a year4.3If requested, would you be able to provide a bankers reference?Yes c No c4.4Has your organisation met the terms of its banking facilities and loan agreements (if any) during the past year?Yes c No c4.5Has your organisation met all its obligations to pay its creditors and staff during the past year?Yes c No c 5Y INSURANCE 5.1 Please indicate the levels of insurance cover that you hold: Public liability Employers liability Professional Indemnity (if applicable) Cover for working with, removal and disposal of asbestos-containing materials (if applicable)  SECTION E: TECHNICAL CAPABILITY 6Proposal6.1 Provide a proposal document in response to the Functional Requirements Specification (in the Project Scope) that clearly identifies: How each of the requirements shall be met (provide a specific response to each requirement). The scope of the professional service that shall be provided. 6.2A price for the professional services to be supplied. Prices should be submitted on the Pricing Schedule Document along with the total cost summarised Request for Quotation Form Located at the bottom of this form  7References7.1Please list 3 references of provision of a similar Solution including (if any) contracts for local authority clients, other public sector bodies, voluntary organisations, community groups and private sector organisations. These Organisations may be contacted for a reference so please ensure that you have obtained their approval and they will be willing to provide a reference.Contract 1Contract 2Contract 37.3Client/customer organisation (name) Website (if available)7.4Customer contact name, phone number and email * 7.5Date contract awarded7.6Date contract completed7.7Brief description of contract (maximum 100 words)  7.8Contract value7.9If you cannot provide information on at least one reference contract, please briefly explain why (maximum 100 words) Note: The customer contact should be prepared to speak to the Council, if required, in order to confirm the accuracy of the information provided here. SECTION F: BUSINESS APPROACH 8QUALITY ASSURANCE8.1Does your organisation apply documented quality management procedures? Yes c No c8.2Does your organisation hold a recognised quality management accreditation, for example ISO 9001 or equivalent? Yes c No c8.3Does your organisation have specific procedures to ensure effective communication with your clients and customers?Yes c No c8.4Can you confirm that your organization has never failed to complete a contract or had it terminated by a client? Yes c No c Health & Safety Any organisation employing five or more people has by law to prepare and bring to the attention of employees a written Health and Safety Policy Statement. A Heath and Safety Policy usually has three distinct sections namely: General Policy Statement a short statement outlining the organisations commitment to health and safety, signed and dated by the senior organisation official (for example the Managing Director) Organisation how the organisation addresses health and safety; lines of communication between managers and staff; and any specific duties/responsibilities assigned within the organisation this should be relatively straightforward for small organisations. Arrangements the systems and procedures in place for ensuring employees health and safety at work. System means processes and procedures to ensure that health and safety is properly managed and that legal requirements are met. The Council may request that you provide at short notice a copy of your Health and Safety Policy, any codes of safe working practices issued to employees, and/or risk assessments. You should have these documents readily available. 9HEALTH & SAFETY9.1Does your organisation have a health and safety policy supported by documented health and safety procedures? Yes c No c9.2Does your organisation either have a person on the staff qualified in health and safety or have access to competent advice from an external health and safety specialist?Yes c No c 10EQUALITY 10.1Does your organisation apply written procedures ensuring compliance with equality and anti-discrimination legislation? Yes c No c10.2Can you confirm that in the last three years no finding of unlawful discrimination has been made against your organisation by any court or industrial or employment tribunal or equivalent body? Yes c No c 11ENVIRONMENTAL MANAGEMENT 11.1Does your organisation apply documented environmental management procedures aimed at the reduction of energy consumption, carbon footprint and waste, and the promotion of recycling? 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Yes c No c REQUEST FOR QUOTATION (RFQ) PLEASE NOTE THIS IS NOT AN ORDER If this quotation is successful then an Official Order will be raised. Date: 25/11/2013 AUTHORISED OFFICER Contact Name: Nina Mistry Leicester City Council (LCC), B6, New Walk Centre, Welford Place, Leicester LE1 6ZG Telephone Number: 0116 4541274 Email:  HYPERLINK "mailto:nina.mistry2@leicester.gov.uk" nina.mistry2@leicester.gov.uk  Delivery Address or Site (if different)IMPORTANT INFORMATION Your quotation will only be accepted on this form as an irrevocable offer (in consideration of your being invited to quote) and emailed by 1200hrs on the 09/12/2013 to the Authorised Officer, name shown above, to the following address:  HYPERLINK "mailto:nina.mistry2@leicester.gov.uk" nina.mistry2@leicester.gov.uk Conditions are on Council terms unless specified otherwise. Also, LCCs requirement will need to meet LCC and other industry standards/policies, please see below for full details. Quotations will only be accepted on this Document ONLY. However, you may attach associated documents if necessary.DETAILS OF REQUIREMENTName of Company Providing Quote: Please refer to the pricing schedule document DEVIATION/VARIATION (from the above Specification)QUOTATION TOTAL (the Contract Price) +VAT if applicableiMPORTANT INFORMATION FOR THE supplier The above Quotation should remain open for acceptance by Leicester City Council for a minimum of 30 days from the deadline for submissions date, as shown in the Source Leicestershire advert. To the Supplier: If your quotation expires later than this date, then please state here the exact date: Your signature . for and behalf of ... (Company Name)  DECLARATION I declare that to the best of my knowledge the answers submitted in this form are correct. I understand that the information will be used only to assess my organisations suitability to be invited to tender for the Councils requirements. I understand that the Council may reject this form if there is a failure to answer all relevant questions fully or if I provide false or misleading information. 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