REQUEST FOR QUOTATION (RFQ)

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Central Procurement Department





REQUEST FOR
QUOTATION

(RFQ)



Workflow Manager






Return Address:


All quotations must be returned via our
e
-
tendering system
called ‘Due North’


www.thechest.nwce
.
gov.uk









Closing Date:


12:00 (noon)
4 November 2013


CONTACTS



Your contact for
this quotation is:

Malcolm Ball

Email:

Q
ueries or requests for clarification are to be submitted to The
Chest at
www.thechest.nwce
.
gov.uk

by

12:00 (noon)
5 November 2013








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2

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17

SCOPE


Quotation

pack contains:


Request for
Quotation

(RFQ)


This is for

information purposes and provides a detailed background to this opportunity. This
document includes the outcome specification and the evaluation criteria that this procurement will
be evaluated on.



Terms and Conditions


The terms and conditions can be

seen as a separate document and appl
ies

to this procurement
opportunity


ICT Services CEC
beneficiary.doc
ICT Special Ts and
Cs.doc



Documentation to be returned


Tenderers must complete all
required fields within this RFQ

and return th
e document in full. Please
ensure that you attach
the

completed Pricing
Schedule
, and finally
sign the
Form of Tender and
Certificate of Non
-
Collusion

at the end
.



Instructions to
Tenderers.doc


Procurement Timetable


Stage

Date

Issue Request for
Quotation

28 October


2013

Last Date for Submission of Clarification
Questions


1
2
:00
(noon)
4 November

2013

Closing
Date for Submission of
Quotations

12:00
(noon)
5 November

2013

Evaluation of
Quotations

7

November 2013

Notification of Result

11
November 2013

Standstill Period

11


18 November 2013

Contract ‘Go Live’ date

18 November
2013













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SPECIFICATION


Service Title
:

Workflow Manager

Scope of Service:


Contextual Statement


The Cheshire Shared Services Business Environment

The Cheshire
Shared Services

Following a Local Government Reorganisation (LGR) in 2009, the former County Council and six District
Councils

were replaced by two new unitary Authority Borough Councils: West & Chester Council (CWAC)
and Cheshire East Council (CEC).

At LG
R, CWAC and CEC signed an agreement to pave the way for the sharing of ICT (Information &
Communications Technology) and HR (Human Resources) and Finance service delivery functions as part
of a new Cheshire Shared Services (CSS) organisation. In the longe
r term, the CSS will be developed into
a Separate Legal Entity. In the
meantime
, the CSS is assigned to Cheshire West and Chester Council as
its ‘host’ Authority.

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-
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rvic敳.

ICT Shared Service

The ICT Shared Service (ICTSS) exists to create customer value, innovate, make a lasting difference and
be the shared service of choice.

The ICT SS operating model is based on shared service delivery through four specific proce
ss functions
namely:

Support:
manages the operational effectiveness of the shared service operating model.

Customer:
provides customer business relationship management, and manages the customer’s business
c桡湧e⁰ r瑦潬i漠慮搠慳s潣i慴a搠摥m慮搠d畮摩湧.

Run
:

delivers the customers shared service sourced business services in contract with the business
expectations for all application, infrastructure and transactional service levels.

Change:
manage all of the change delivery processes with, as much as possible
, all resources
coordinated.

Architecture Landscape

The ICT Shared Service is responsible for developing end
-
state architectures, roadmaps and transition
plans for across data, application and technology architecture domains to inform IT investment plans
and
improve business and IT alignment. The “business” or rather “businesses” in this case are: customer
潲条ois慴a潮s⁡湤⁴桥⁃pp.

Architecture Principles

The architecture principles provide the general rules and guidelines that are used to govern the arc
hitecture
process, affecting the procurement, development, maintenance, and use of the data, application and
technology architecture.










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Applications and Technology Principles



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慳⁡ w桯l攮



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-
畳e

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-
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Controlling technological diversity minimises the non
-
trivial cost
of maintaining expertise in and connectivity between multip
le
processing environments.



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-
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Software and hardware should conform

to defined standards
that promote interoperability for data, applications, and
technology.

Data, Security and User Principles



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IT Landscape

The following diagram puts the current shared service operating model in context and provides a
basic insight into the level of run activity.

Commercial Management
Architecture and Technology
Service Management
RUN: Service Operations and Control
CHANGE: Programme Delivery and
Management
2

5,500 Desktops and 3,200 laptops

12,000 e mail
mailboxes

1,000
Blackberry devices

11,000 telephone extensions

40,000 service requests

500
apps; 900 servers (80%+ virtual)

Ave 1.5
m
outgoing e mails p.m.

80% of incoming e mails blocked

100,000income invoices p.a.

1m invoice paid p.a.

72,000 purchase orders

556 jobs processed p.a.

13,000 applicants p.a.

12,000 CRB checks p.a.

50,000 payslips produced

95% invoices paid in terms

Purpose

Cheshire Shared Services (CSS) wish to develop an internal capability to provide an application packaging
service. The requirement is for a supplier to assist with establishing this capability within CSS, by
designing and implementing a service driven pro
cess.


The process should cover the end to end lifecycle of managing the packaging of an application from a
'customer request to install' to 'provisioning for deployment'. The application estate includes the following:


Applications


Oracle



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Key Microsoft Applications/System



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A湩瑥@Work



APAS
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17



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Microsoft Toolsets



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WCF



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Development methodologies



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Other key applications/Systems (non Microsoft)



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Key GIS Applications/Systems



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Administration for ArcGIS Server, ArcSDE, and ArcIMS



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ArcX䵌



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Background

CSS are managing the desktop migration programmes on behalf of Cheshire West and Chester

Council
and Cheshire East Council. The programmes will deliver a strategic desktop that will implement a number
of new technologies and capabilities. These include:

-

SCCM 2012

-

AppSense

-

AdminStudio

-

Application Packaging (.msi and App
-
V)

-

Windows 7

-

XenApp 6.5

-

AppDNA

-

Workflow Manager


Application transformation is a fundamental work stream and aims to deliver packaged applications (either.
msi or App
-
V) using SCCM. AppSense Application manager will also be used to set user personalisation
parame
ters such as delegated local admin rights.


The following applications deployment options have been selected:



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if⁤ ffic畬琠瑯 灡ck慧攩


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-
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Workflow manager will be used to guide users through the process of requesting an application to be
packaged,
license requirements,
though to
the packaging process and implementation of the package.


Scope


The requirement is to implement, train and configure the Flexera Workflow manager software into the
existing Flexera AdminStudio

in CSS
. The packaging workflow will be designed by CSS and the

supplier
will be expected to configure Workflow manager with this design during implementation at
Nicholas House
in Chester
.


Specification:

General Requirements

Mandatory

Desirable

1

Functional / Technical



1.1

Please supply a solution including
perpetual
licence and
i
mplementation costs and incl
ude y
ear 2 and 3
silver
support
costs

including product updates and patches
. The costs
should be supplied in the attached pricing schedule.

X


1.2

The solution must be capable of supporting an inventory
of
approximately 8000 desktop
\
laptop computers

X


1.3

The supplier must work with CSS resources to advise on
implementation of a workflow for the packaging of
applications

X


2

Support and Training



2
.1

The supplier must provide
just in time

training

to
CSS
resources that are responsible for
producing and
maintaining the workflows
within
the first two
week
s

of the
go live
date

X


2
.2

The supplier must provide support, patches and updates for
Workflow manager during the lifetime of the contract

X


3

Constraints



3
.
1

The technology stack is definitive and non
-
negotiable. The
Application Packaging Process
will

accommo
date the
following technologies:


-

Flexera AdminStudio


-

msi package


-

App
-
V


-

Micros
oft SCCM


-

AppDNA


-

Windows 7


-

XenApp 6.5


-

AppSense

X


4

Implementation/Delivery



4
.2

The supplier must provide
on
-
site
installation

and
configuration
within the first two weeks of the

go live
date

X





Duration of Service:

3 years


18/11
/2013


18
/
11
/16









Page
9

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17

Value in £


Please complete the Pricing
Schedule
, providing any expenses associated with on
-
site set up
and configuration

Contacts:


(a)

Lead officer in bidding organisation


Malcolm Ball

Project Manager

ICT Shared Services

Tel: 01244 977900

Mobile: 07793 987535

Email: malcolm.ball@cheshiresharedservices.gov.uk


ICT Cheshire Shared Services

Monitoring Review


Project Outcomes


Evaluation of this project will be
based on the Evaluation Criteria on
page
s

10
-
1
3

Payment Method


Payment will be made by BACS Payment 30 days from the date of the invoice. Invoices should
have the purchase order number quoted on it and should be sent to
iSupplier@cheshiresharedservices.go
v.uk

once agreement has been signed and completed
.


Contact details for further information

Submit your quotation by the Due North e
-
tendering system by registering on ‘The Chest, the
North West's Local Authority Procurement Portal’.
www.thechest.nwce.go
v.uk





























Page
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E
VALUATION CRITERIA


Company Information

Completion of the Company Information section is mandatory and for reference purpose
only. This information will not be scored.

Name of Company making
application


Company
Registration Number


Main address for correspondence


Registered Office (if different from
above)


Person applying on behalf of firm


Position in firm


Telephone number


Fax Number


Email


Web Site Address


Date commenced trading


Are you a sole
trader, partnership,
private limited company, public
limited company, or other (please
specify)?


List of full names of every director,
partners or associate and
company secretary


Please state the names of
directors, partners or associates
of your firm

who have any
involvement in other firms who
provide services to the Council




PASS/FAIL questions (Compliance with RFQ Process)

Pass/Fail
Criteria will be marked first. Any tenderer failing one or more of the below Pass/Fail
questions

will be eliminate
d and the subsequent ‘Price/Costs’ criteria will not be scored.








Page
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17




Insurance Details

The Insurance Details Section will be scored on a Pass/Fail weighting

Failure to provide Insurance Details information and have relevant cover for this
quotation
(or assurance that relevant cover will be in place at contract commencement) will result in
your
quotation

being disqualified

Please give details of insurance held and supply evidence of insurance such as valid copy
certificate or letter from Broker
(
Publ
ic Liability £10m (minimum), Employers Liability £10m
(minimum) and Professional
I
ndemnity £5m (minimum)).

Employers Liability Insurance

Insurers Name


Policy Number


Extent of Cover (£)


Expiry Date




Public Liability (Third Party) Insurance

Insurers Name


Policy Number


Extent of Cover (£)


Expiry Date




Professional Indemnity Insurance

Insurers Name


Policy Number


Extent of Cover (£)


Expiry Date










Pass/Fail

Are there any special conditions or exclusions on the
Policies?


YES / NO

If
yes, please give details



If Insurance is not at the required level for this contract,
can you give assurance that the appropriate insurance
will be in place at Contract commencement. (Copies of
revised policy certificates will be requested)

YES / NO








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12

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17





Pass/Fail



Timeframe


The tenderer should indicate that they will commit to working within the timeframe published in this
document to achieve the Council’s requirements.




Pass/Fail



S
ummary of Evaluation Criteria

The evaluation criteria and the associated weightings are as follows:

Evaluation Section

Weighting Factor

Compliance with RFQ Process

Pass / Fail

Price/Costs

100%

Total

100%





Price/Costs


The bidder must
complete and attach the Pricing Schedule. The total costs must cover ALL of the
Specification requirements.



Marking Scheme for Evaluation Criteria:

Score

Do you accept the Council’s standard terms and
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)


YES / NO

Verification


YES / NO








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17

Price/
Costs

100%

The most cost effective quote will be awarded 100 and all other quotes will be
awarded a score between 1 and 100 on a pro
-
rata basis in line with the most
cost effective quote

e.g. i
f the most cost effective quote was £100 this would
receive a score of 100
;

if the least cost effective quote was 200, this would
have a score of 50 as i
t is twice as expensive.

1
-
100



Supplier

Cost £

Score
out of
100

% Score

Lowest Supplier Quote

Supplier A

100

100.00

100.00

2nd Price

Supplier B

200

50.00

50.00

3rd Price

Supplier C

250

40.00

40.00

4th Price

Supplier D

300

33.33

33.33

5th Price

Supplier E

350

28.57

28.57

The Score out of 100 is Calculated as Lowest Cost / The Suppliers Cost X 100 = e.g. £100/£350
x 100 = 28.57. To obtain the % Score = Score out of 100 x Section Weighting x 100 e.g. 28.57 x
100% = 28.57%



Please complete your responses on the attached
Pricing Schedule
:
-


Microsoft Excel
Worksheet































Page
14

of
17


SCHEDULES


SCHEDULE 1


FORM OF TENDER

Provision of
:
Workflow Manager

To:
Chief Executive

Cheshire West and Chester Council

HQ, 58
Nicholas Street,

Chester

For the Attention of:
Ann Hope

Date:




Dear Sir/Madam,

TENDER FOR THE

CONTRACT

I/We the undersigned, hereby tender and offer to provide the Contract as listed below
which is more particularly referred to in the Request
for
Quotation

supplied to me/us for the
purpose of tendering for the provision of the Contract and upon the terms thereof.

Attached to this Form of Tender are the following:

1.

My/our respon
se to the issues raised on page
s

3
-
9

of

the Request for Quotation

2.

Complet
ed Evaluation Criteria Information
p
age
s

10
-
13

3.

Completed Pricing Schedule based on information on page
13

4.

A signed Anti

Collusion Certificate (Schedule 2)
p
age
s 1
6
-
17


I/We confirm that the I/we can supply the Contract as specified in the
Request for
Quotation

at a total cost of
[insert figure net of VAT]

based on pricing as set out in
the tender.

I/We confirm that we accept the Contract as issued with the
Request for Quotation










Page
15

of
17

I/We undertake in the event of acceptance of our Quotation to execute the

Contract

including the special terms and conditions

within 21 days of such acceptance (or otherwise
as agreed with the Council) and if required in the interim provide the Contract in
accordance with the

terms and conditions

if

necessary.

I/We understand t
hat the Council reserves the right to accept or refuse this Quotation
whether it is lower, the same, or higher than any other Quotation.

I/We confirm that the information supplied to the Council and forming part of this Quotation
including (for the avoidan
ce of doubt) any information supplied to you as part of my/our
initial expression of interest in tendering, was true when made and remains true and
accurate in all respects.

I/We confirm that this Quotation will remain valid for 90 days from the date of th
is Form of
Tender.

I/We confirm and undertake that if any of such information becomes untrue or misleading
that I/we shall notify you immediately and update such information as required.

I/We confirm that the undersigned are authorised to commit the Tenderer to the
contractual obligations contained in the
Request for
Quotation and the Contract.


Signed _____________________________________________


Signed by (complete the table below):
-





N
ame(s):


Position:


For and on behalf of (name
of organisation):


Address:


Date:









Page
16

of
17

SCHEDULE 2



Cheshire West and Chester Borough Council

Anti
-
Collusion Certificate

The essence of the public procurement process is that the Council shall receive
bona fide competitive tenders from all Tenderers. In recognition of this principle we
hereby certify that this is a bona fide Tender, intended to be competitive, and that
we have not fixed or adjusted the amount of the Tender or the rates or prices
quoted

by or under or in accordance with any agreement or arrangement with any
other Tenderer (other than a member of our own consortium). We have not;

1

entered into any agreement with any other person with the aim of preventing
Tenders being made or as to the
fixing or adjusting of the amount of any
Tender or the conditions on which any Tender is made;

2

informed any other person, other than the person calling for this Tender, of
the amount or the approximate amount of the Tender, except where the
disclosure,
in confidence, of the amount of the Tender was necessary to
obtain quotations necessary for the preparation of the Tender for insurance,
for performance bonds and/or contract guarantee bonds or for professional
advice required for the preparation of the Te
nder;

3

caused or induced any person to enter into such an agreement as is
mentioned in paragraphs 1 and 2 above or to inform us of the amount or the
approximate amount of any rival Tender;

4

committed any offence under the Bribery Act 2010;

5

offered or

agreed to pay or give any sum of money, inducement or valuable
consideration directly or indirectly to any person for doing or having done or
causing or having caused to be done in relation to any other Tender or
proposed Tender any act or omission;

6

ca
nvassed any other persons referred to in paragraph 1 above in connection
with the contract; or

7

contacted any officer of Cheshire West and Chester Council about any
aspect of the Tender in a manner not permitted by the ITT including (but
without limitatio
n) for the purposes of discussing the possible transfer to the
employment of the Tenderer of such officer for the purpose of the Tender or
for soliciting information in connection with the Tender.

We also undertake that we shall not procure the doing of an
y of the acts mentioned
in paragraphs 1 to 7 above before the hour and date specified for the return of the







Page
17

of
17

Tender nor (in the event of the Tender being accepted) shall we do so while the
resulting contract continues in force between us (or our successors
in title) and the
Council.

In this certificate the word "person" includes any person, body or association,
corporate or incorporate and "agreement" includes any arrangement whether formal
or informal and whether legally binding or not.

Signed
_____________________________________________


Signed by (complete the table below):
-










Name(s):


Position:


For and on behalf of (name
of organisation):


Address:


Date: