CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Hewlett Packard Multi-Function Printer (MFP) and Design Jet Hardware Repair Contract

2.2

Description of the goods or services required

Caerphilly County Borough Council (CCBC) is seeking tender bids from suitable suppliers for the repair and maintenance of the Authority’s current MFP hardware.

CCBC adopted its Print Strategy on Hewlett Packard MFPs in April 2008 as part of its move to new Headquarters based at Penallta House. A manageable printing solution without the need for local printers, scanners, fax machines and photocopiers was implemented. As part of the implementation thirty six (36) MFPs were installed and all local devices and photocopiers removed.

The Authority now has over three thousand (3000) users using two hundred and eighty one (281) MFP devices and produces approximately three hundred and sixty thousand (360,000) pages per week, which equates to approximately eighteen million (18,000,000) pages per year. All MFP devices and photocopiers have been purchased by the Authority and not leased.

The Authority uses Safecom Management software for its MFPs which utilise Mifare card readers to collect any printed jobs from a central print farm. No printed output comes out of the devices without this contactless authentication. All print jobs are tracked and the Authority benefits from extensive statistical information.

The Authority uses remanufactured toner cartridges supplied via a Print Consumables Contract and also has implemented the PretonSaver software which manipulates the print jobs prior to printing so that the authority saves approximately 25% of its toner.

Faxing and Scan to Email Services are also provided by the MFPs.

Hardware Equipment that needs to be covered will include:

- Desktop Laser Printers

- Mono & Colour Multi-Function Devices and their associated peripherals e.g. Stacking Units, Staplers

- Design Jet large format printers

Hardware equipment that is still under warranty is to be covered under this repair contract and repairs are required to be carried out at no additional cost to the Authority.

Only genuine Hewlett Packard parts are to be used for hardware repairs.

Tender returns will be evaluated on the basis of most economically advantageous tender (MEAT) consisting of Price 60% and Quality 40%. Further information is set out within the tender documentation.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=49455.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

This contract will be for a period of one year with an option to extend for a further period of up to twelve (12) months.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Tenderers are required to be a Hewlett-Packard Service ONE support specialist with accreditations to undertake repairs (Essential Requirement)

Tenderers and their Engineers must evidence that training has been provided to ensure they have a good knowledge and understanding of HP Laser Mono Printers, Colour Laser Printers, MFP’s AIO and DesignJets. Proof of these accreditations are required to be provided in the Proactis Portal e-tendering system(Essential Requirement).

Tenderers are also required to complete the Health and Safety questionnaire within the Proactis Portal e-tendering system in addition to providing copies of relevant insurance document(Essential Requirement).

Failure to meet any of the above essential compliance criteria will result in a your organisation being disqualified from the tender process and your quality submission not being evaluated.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS1438/16/JT

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission.

If you have any issues with your Proactis Portal account then please 'Raise a Ticket' with the Proactis Helpdesk, instructions on how to do this can be found in the attachments section.

(WA Ref:49455)

5.2

Additional Documentation

5.3

Publication date of this notice