Request for Quotation Template - Procurement Portalrbkc.g2b.info/docs/eForms_Request_for_Quotation.doc · Web viewNon-transactional forms are also hosted on the website however

Royal Borough of Kensington and ChelseaCorporate Services - ISDTown HallHornton StreetLondonW8 7NX

REQUEST FOR QUOTATION

Provision of eForms for Council website

25th January 2011

Request for Quotation: eForms package for Council website

1. Request for Quotation

1.1. Summary

This invitation is for the submission of a quotation issued by the Royal Borough of Kensington and Chelsea (the Council) for the provision and installation of an electronic Forms (eForms) software package for the Councils website.

Subject to approval, the final contract may be let directly with the preferred quotes with which the Council believes it will obtain best value. Nothing contained in this document is intended to create a contract between you and the Council.

These documents are being made available on the condition that they are used solely in connection with this Request For Quotation (RFQ), and no other purpose.

1.2. Scope

Transactional processes have been hosted on the Council website since the early days of the website. These have included the ability to make a variety of payments e.g. Council Tax and Parking fines, which total over £10 million per annum.

There are also forms that allow people to report various incidents to the council e.g. faulty street lights, graffiti etc. It has long been the aspiration to host end to end transactional processes on the website. This has not been achieved due to the expensive nature of the product sets on the market or the time consuming and resource heavy demands of developing in-house.

Non-transactional forms are also hosted on the website however these are held as either pdf documents or Word forms with the only benefit being that the customer can download and print them in their own time.

The Council’s website (www.rbkc.gov.uk) runs on Alterian’s Immediacy CMS and uses VLS streaming server for video and audio content.

The eForms package will need to fit with the technical architecture at RBKC. This is outlined in the System Supply Agreement document.

Suppliers should be able to outline a solution that includes the proposed software and consultancy support that will be provided.

1.3. Structure of Documents

The Quotation documents are divided into 5 sections:

eForms Request for Quotation: Issue v1.0 Page 2 of 9

http://www.rbkc.gov.uk/


Instructions for Quote Appendix A: Specification of Requirements Appendix B: Pricing Matrix Appendix C: References Appendix D: Terms and Conditions

2. QUOTATION REQUIREMENTS

2.1. Conditions of Quotation

A supplier requiring clarification of the Quotation Request must email the Council. The Primary contacts are:

Laura Andrews, Project Support, email address:[email protected]

Keith Rangasamy, Lead Project Manager, email address: [email protected]

The Council will use reasonable endeavours to answer all written enquiries prior to quotations being submitted. However, the Council will not be bound to respond to any request for clarification of the Quotation Requests which are received later than 8th February.

Quotation prices shall be in pounds sterling.

Quotations for the provision of an eForms package remain valid for 90 calendar days and fixed for 12 months/ the duration of the contract. A quotation expressed to be valid for a shorter period may be rejected by the Council.

The quotation must be received via email (preferably) or post no later than 12 noon on 14th February 2011. Any quotation received after this time will be rejected by the Council.

All information contained in the Quotation Request shall, subject to paragraph 2.5 below be treated by the parties as confidential.

2.2. Costs and Expenses

The supplier is responsible for preparing all information necessary for the preparation of its quotation and all costs, expenses, and liabilities incurred shall be the responsibility of the supplier. Further, it is the responsibility of the suppliers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their quotation.

2.3. Alternative Quotations


mailto:[email protected]

mailto:[email protected]


Should the supplier consider that it could offer any advantage to the Council, it may submit alternative quotations to the base quotation required by the quotation documents and state the technical and/or economic advantages of such alternative quotations. Alternative quotations will not be considered, however, unless the base quotation is fully or substantially responsive to the requirements of the quotation request documents.

2.4. Changes to RFQ

The Council reserves the right to make changes to the RFQ and issue supplementary instructions at any time. Under no circumstances shall the Council incur any liability in respect of such events.

2.5. Freedom of Information Act

The Council is subject to the provisions of the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 (FOI). If the supplier considers that any information supplied by him is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity given. In such cases the relevant material will, in response to FOI requests, be examined in the light of the exemptions provided for under FOI.

Suppliers shall treat all information supplied by the Council in connection with this RFQ as confidential. Information may be disclosed by suppliers insofar as is necessary for the preparation, submission, and evaluation of quotes.

2.6. Specification of Requirements

The Specification describes the software requirements required to provide the eForms package. The Supplier should detail in full their proposals as to how they will provide/supply the software described in Appendix A and services to support the implementation. The proposal should be in bullet points only and should outline how each of the requirements will be met.

2.7. Completion of the Price Schedule

Suppliers must fully complete the pricing schedule in Appendix B. Any additional services the Supplier wishes to add to the quotation must be highlighted in a separate matrix. Where applicable, any maintenance or ongoing costs over the life of the contract should also be identified and added into the final contract price.

All prices submitted shall be in pounds sterling, excluding VAT. Travel, delivery costs and any other expenses will also be included in the price.

Unless otherwise stated, payment frequency will be in accordance with the applicable contract terms



2.8. References

Please identify three local authority reference sites (where possible) and contacts where you have provided similar software and services in Appendix C.

2.9. Terms & Conditions

The offer made by the supplier is intended to be made in strict accordance with the terms and conditions in Appendix D.

The Council reserves the right not to accept “conditional quotations”.

The Supplier must confirm they adhere to the terms and conditions provided.

2.10. Evaluation and Comparison of Quotations

The Council does not bind itself to accept the lowest or any Quote.

Subject to the above the Council will award the contract to the supplier whose quotation has been determined by the Council to demonstrate the best value on the basis of Most Economically Advantageous Tender.

The evaluation process will be as follows:

The Council is seeking bidders with a proven track record of implementing eForms systems into local authorities in the UK, and who are able to demonstrate successful data cleansing prior to migration of data based on the solution outlined in the Statement of Requirements.

Quotations will be assessed in an evaluation process based on quality and price and the Contract will be awarded to the supplier submitting the most economically advantageous offer assessed on this basis.

Each quotation submission will be assessed based on the extent to which the submission meets fully the essential or ‘must have’ and desirable requirements, those indicated as ‘should have’ or ‘could have’. Each element of the essential and desirable requirements will be scored and scores added to arrive at a total score for the essential requirements and a total score for the desirable requirements.

The Council expects supplier’s proposals to meet a minimum of 90% of essential requirements and 85 % of desirable requirements. Suppliers that are able to meet the 90% essential requirements AND 85% of the desirable requirements shall move to a second stage of the evaluation process. Suppliers that are unable to meet the percentage thresholds shall be rejected.

In the event where no one of the suppliers is able to meet the minimum thresholds then the Council shall add the scores for the essential and



desirable requirements and move a maximum of two suppliers to the second stage of the evaluation process, as follows:

Suppliers scoring maximum number of marks with the highest percentage for essential requirements shall be moved to the second stage in preference to suppliers who achieve low scores on the essential requirements.

Where more than one supplier proposal meets 90% of the essential requirements and 85% of the desirable requirements the suppliers pricing schedule shall be evaluated to assess the cost of the software and service plus the support and the ability to meet the timescales. The Suppliers proposals that provide the most economically advantageous cost proposals shall be awarded the contract.

In addition to the above process, the Council shall also assess the financial standing of the suppliers and assess the financial and operational risk to the Council.

The Council reserves the right to discuss with bidders post evaluation process.

APPENDIX A – Statement of Requirements

See Attached: Statement of Requirements



APPENDIX B – Pricing Matrix

Product/Service Requirement

Cost£

Quantity(if applicable)

Number of Days(if applicable)

Maintenance (if applicable)

eForms product eForms licences (if applicable)Training (number of days/price per day)Installation (number of days/price per day)Consultancy (number of days/price per day)Initial 12mth support & maintenance contractSubsequent 12mth support & maintenance contractBespoke change requests (if applicable)

TOTAL

APPENDIX C – Reference sites



Organisation:

Address:

Contract Name:

Telephone No:

E-mail Address:

Approximate Value:

Organisation:

Address:

Contract Name:

Telephone No:

E-mail Address:

Approximate Value:

Organisation:

Address:

Contract Name:

Telephone No:

E-mail Address:

Approximate Value:



APPENDIX D – Terms and Conditions

See attached System Supply Agreement
