Section one: Contracting authority
one.1) Name and addresses
Penk Valley Academy Trust
c/o Wolgarston High School
Penkridge
ST195RX
Contact
Janet Marson
Telephone
+44 7732177463
Country
United Kingdom
Region code
UKG2 - Shropshire and Staffordshire
Companies House
11124272
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.penkvalley.co.uk/wp-content/uploads/Tender-notice-ICT.pdf
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Other type
Multi Academy Trust
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
IT Hardware - computers and servers
Reference number
PVAFEB2023
two.1.2) Main CPV code
- 30200000 - Computer equipment and supplies
two.1.3) Type of contract
Supplies
two.1.4) Short description
Penk Valley Academy Trust is seeking tenders for new IT equipment across our whole Trust. This is a critical project involving the replacement of most of the Trust's desktop computers , as well as our core server infrastructure.
Tenders are sought on leasing terms based on 3 years.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 30230000 - Computer-related equipment
two.2.3) Place of performance
NUTS codes
- UKG2 - Shropshire and Staffordshire
two.2.4) Description of the procurement
Tender notice.
Penk Valley Academy Trust is seeking tenders for new IT equipment across our whole Trust. This is a critical
project involving the replacement of most of the Trust's desktop computers , as well as our core server
infrastructure.
Tenders are sought on leasing terms based on 3 years.
We are seeking tenders for two core areas of business equipment each based on the following minimum
specifications:
Firstly: 420 desktop PCs
• Minimum 12th Generation Intel Core i3-12100T (4 Cores/12MB/8T/2.2GHz to 4.1GHz/35W)
• Minimum 8GB (1x8GB) DDR4 Non-ECC Memory
• Minimum M.2 2230 256GB PCIe NVMe Class 35 Solid State Drive
• Minimum 21 inch monitor
• Trusted Platform Module (Discrete TPM Enabled)
• Internal Speaker
• Intel Wi-Fi 6E 2x2 AX210 + BT 5.2 Wireless Card
• Internal Antenna
• Optical Mouse
• Wired Keyboard - UK (QWERTY)
• Windows 11 Pro, STANDARD. K12 EDU.
• ProSupport and Next Business Day Onsite Service Extension, 48 Month(s)
Autopilot pre provisioned systems for Intune deployment to group level, with minimal packaging will be a
preferred to reduce deployment time and waste. Storage of systems ready for draw down over the deployment
period should also be considered and included if available. The exact timescale for the project has yet to be
confirmed but is not expected to exceed the six month installation period detailed later in this document..
Secondly: Server specification
• Server capable of replacing current infrastructure of 8 physical servers.
• Options for Backup server(s) or services should be included
• All necessary licenses and software to allow multiple VM servers.
• Installation and data transfer from existing servers to provided solution
• Ongoing support services.
We are also seeking the flexibility to be able to increase the quantity of equipment as and when the Trust
grows, keeping all subsequent equipment within the same lease arrangement. This flexibility is to include an
option for ad hoc laptop hardware to the below minimum specification that can be to be added to the lease to
meet the business needs.
Equivalent laptops specification with options for a dock keyboard, mouse and second screen
• Minimum 12th Generation Intel Core i3-12100T (4 Cores/12MB/8T/2.2GHz to 4.1GHz/35W)
• Minimum 8GB (1x8GB) DDR4 Non-ECC Memory
• 256gb SSD
• Minimum 13 inch display
• Minimum 21 inch separate monitor
• Dock
• Trusted Platform Module (Discrete TPM Enabled)
• Intel Wi-Fi 6E
• Internal Antenna
• Optical Mouse
• Keyboard - UK (QWERTY)
• Windows 11 Pro, STANDARD. K12 EDU.
• ProSupport and Next Business Day Onsite Service Extension, 48 Month(s)
For all supplied equipment, consideration should be given to the collection and disposal of current equipment
with certification of data destruction, following WEEE regulations. Outline details along with any associated
costs should be included in your submission.
Options for ongoing support, maintenance, warranty and mid term swap outs should also be included.
Delivery
Our ideal time frame is as follows:
We want to start the drawdown of PCs from April 2023, with completion by September 2023 or by negotiated
timeframe.
Servers to be installed during summer break 2023 or by negotiation practical timeframes.
Geographically all our schools are within a 12 mile radius of Penkridge, Staffordshire.
Interested parties should contact our procurement team who can arrange TEAMS calls or site visits on
How we score.
Each tender will be evaluated out of a score of 100% with the following breakdown
• Overall cost - 60%
• Environmental consideration, 20%
• Quality of tender, suitability of proposed solution 20%
We reserve the right to carry out credit checks on suppliers tendering for contracts, any third party or
subcontracting must be declared at the tender stage. Where the scores are poor or suggest high risk, we will
require an explanation and evidence to mitigate those risks. Where the financial concerns are deemed serious
enough, mandatory exclusions will be applied and we will not award a contract to that supplier.
We also reserve the right not to proceed with any or part of the tenders received, should it be deemed not
practicable or affordable to the Trust.
The deadline for the tender is Monday 6th March at Midday.
We plan to notify the successful tender by the end of the same week.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2023
End date
31 March 2026
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
6 March 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
3 April 2023
Local time
6:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Penk Valley Academy Trust
Penkridge
ST195RX
Country
United Kingdom