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Notice Details

Title: Organisational IT hardware and software review for Wrexham-based charity
Published by: Caia Park Partnership Ltd (CPP)
Publication Date: 30/03/2021
Deadline Date: 16/04/2021
Deadline Time: 17:00
Notice Type: Contract Notice
Has Documents: No
Has ESPD: No
Abstract: Conducting a review of CPP's PCs, servers, network and software – Spring 2021
Outline specification of services required:
Introduction
Caia Park Partnership (CPP) is a community development charity based in Wrexham. It delivers a range of community services across the county borough including youthwork, education, childcare, older persons’ support, tenancy support, a community café and meeting space, volunteering and community learning.
CPP has approximately 65 staff of whom 45 are regular PC users. CPP has staff spread across 7 physical locations as well as an increasing number who work regularly from home.
CPP was formed more than 20 years ago and has taken an ad-hoc approach to expanding its use of IT, often driven by the start of delivering a new service, adding an additional member of staff, or acquiring new premises. Our systems are therefore a patchwork of solutions and they are starting to hinder rather than help us to deliver our work.
Consequently, CPP is looking to engage an IT advisor who can review our current systems, make recommendations about how to make improvements, and produce an action plan to see the agree improvements being made.
Budget and timescale
CPP has a maximum budget available for this review and plan of £3,000 including VAT.
We are aiming to start the review during week commencing 26th April, and anticipate it running for approximately 6 weeks to allow it to be concluded in mid June.
Scope
The scope of the review is:
A. Our user hardware base – a mix of windows desktop and laptop PCs, a small number of MAC OS devices, and a small number of android tablets.
B. Our centralised network infrastructure – a dedicated windows server with portable hard-drive backup, ethernet and wifi network access points.
C. Our email system – MS Exchange-driven, with some staff using MS 365.
D. Our file sharing system – currently server based with some staff using cloud-based solutions.
E. The appropriateness and adequacy of our contracted-out IT support arrangements.
Anticipated tasks
The tasks perceived as being necessary to conduct the review and produce the plan include:
1. An inception meeting with CPP’s management team
2. 2 initial site visits to see the systems being used (Cover-19 secure)
3. 6-8 phone/video interviews with staff who use the current systems
4. The holding of 2-3 video focus group sessions with teams who use the current systems
5. The production of an interim report drawing together the strengths and weaknesses of our current arrangements
6. The development of packages of options for an anticipated implementation investment in phases of £5k by October 2021 and a further £10k by October 2022.
7. The facilitation of decisions by the management team about priorities within this planned £15k total spend.
8. The production of a final report including an action plan to support the phased implementation.
Providing a quote
Written quotations are invited that address the scope and tasks above within the £3k budget and within the timeframe specified.
Interested respondents should include a brief summary of similar commissions they have undertaken in the last 3 years and provide a reference that relates to one of these commissions.
Quotations should be provided via email to gary.brown@caiapark.org by Friday 16th April 2021. Selection will be based on quality.

CONTRACT NOTICE – NATIONAL

SERVICES

1 Authority Details

1.1

Authority Name and Address


Caia Park Partnership Ltd (CPP)

Caia Park Centre, Prince Charles Road,

Wrexham

LL13 8TH

UK

Gary Brown

+44 1978310984


1.2

Address from which documentation may be obtained


Caia Park Partnership Ltd (CPP)

Caia Park Centre, Prince Charles Road,

Wrexham

LL13 8TH

UK


+44 1978310984


1.3

Completed documents must be returned to:


Caia Park Partnership Ltd (CPP)

Caia Park Centre, Prince Charles Road,

Wrexham

LL13 8TH

UK


+44 1978310984


2 Contract Details

2.1

Title

Organisational IT hardware and software review for Wrexham-based charity

2.2

Description of the goods or services required

Conducting a review of CPP's PCs, servers, network and software – Spring 2021

Outline specification of services required:

Introduction

Caia Park Partnership (CPP) is a community development charity based in Wrexham. It delivers a range of community services across the county borough including youthwork, education, childcare, older persons’ support, tenancy support, a community café and meeting space, volunteering and community learning.

CPP has approximately 65 staff of whom 45 are regular PC users. CPP has staff spread across 7 physical locations as well as an increasing number who work regularly from home.

CPP was formed more than 20 years ago and has taken an ad-hoc approach to expanding its use of IT, often driven by the start of delivering a new service, adding an additional member of staff, or acquiring new premises. Our systems are therefore a patchwork of solutions and they are starting to hinder rather than help us to deliver our work.

Consequently, CPP is looking to engage an IT advisor who can review our current systems, make recommendations about how to make improvements, and produce an action plan to see the agree improvements being made.

Budget and timescale

CPP has a maximum budget available for this review and plan of £3,000 including VAT.

We are aiming to start the review during week commencing 26th April, and anticipate it running for approximately 6 weeks to allow it to be concluded in mid June.

Scope

The scope of the review is:

A. Our user hardware base – a mix of windows desktop and laptop PCs, a small number of MAC OS devices, and a small number of android tablets.

B. Our centralised network infrastructure – a dedicated windows server with portable hard-drive backup, ethernet and wifi network access points.

C. Our email system – MS Exchange-driven, with some staff using MS 365.

D. Our file sharing system – currently server based with some staff using cloud-based solutions.

E. The appropriateness and adequacy of our contracted-out IT support arrangements.

Anticipated tasks

The tasks perceived as being necessary to conduct the review and produce the plan include:

1. An inception meeting with CPP’s management team

2. 2 initial site visits to see the systems being used (Cover-19 secure)

3. 6-8 phone/video interviews with staff who use the current systems

4. The holding of 2-3 video focus group sessions with teams who use the current systems

5. The production of an interim report drawing together the strengths and weaknesses of our current arrangements

6. The development of packages of options for an anticipated implementation investment in phases of £5k by October 2021 and a further £10k by October 2022.

7. The facilitation of decisions by the management team about priorities within this planned £15k total spend.

8. The production of a final report including an action plan to support the phased implementation.

Providing a quote

Written quotations are invited that address the scope and tasks above within the £3k budget and within the timeframe specified.

Interested respondents should include a brief summary of similar commissions they have undertaken in the last 3 years and provide a reference that relates to one of these commissions.

Quotations should be provided via email to gary.brown@caiapark.org by Friday 16th April 2021. Selection will be based on quality.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=109439.

2.3

Notice Coding and Classification

72100000 Hardware consultancy services
72600000 Computer support and consultancy services
1023 Flintshire and Wrexham

2.4

Total quantity or scope of tender

£3,000 inc VAT

3 Conditions for Participation

3.1

Minimum standards and qualification required

Quotations should summarise relevant knowledge, qualifications and experience, and evidence examples of similar commissions. At least two client references should be provided.

4 Administrative Information

4.1

Type of Procedure

Single stage - Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

CPP-IT-2021

4.3

Time Limits

Time-limit for receipt of completed tenders
    16-04-2021  Time  17:00

Estimated award date
 26-04-2021

4.5

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

EN 

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Please register your interest manually by emailing gary.brown@caiapark.org

(WA Ref:109439)

5.2

Additional Documentation

5.3

Publication date of this notice

 30-03-2021

Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: N/a
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
72600000Computer support and consultancy servicesIT services: consulting, software development, Internet and support
72100000Hardware consultancy servicesIT services: consulting, software development, Internet and support

Delivery Locations

Delivery Locations
IDDescription
1023Flintshire and Wrexham

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

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