Worcester BID Hardware Refresh Tender

Transcription

1 Worcester BID Hardware Refresh Tender Date: 09/01/2018 Invitation to tender for IT hardware refresh and subsequent support Contents Background... 2 Scenario... 2 Scope... 4 Summary of Costs... 5 Delivery... 5 Next Stages... 5 Further Information... 5

2 Background Worcester Business Improvement District (BID) has been in operation since April 2010 and is a notfor-profit organisation with the aim of improving the trading conditions for Worcester businesses who contribute a BID levy. Currently, there is a small team using technology to manage the initiative, working both from offices in central Worcester, remotely and in the field. Scenario Worcester BID currently have a number of PCs which are at the end of their reasonable life, in some instances approaching ten years old. Hardware performance is inconsistent and storage solutions require replacement. Worcester BID have a modest budget to replace hardware to work in line with their current infrastructure. The current set up comprises of the following: Internet Router LAN Switch MFD Avaya IP Office 500 WD portable back up drive Act! Database NAS Print Device Print Device Infrastructure BT firewall router with Wi-Fi and broadband up to 17Mb (please note this site cannot currently receive a fibre connection, scheduled connection early 2018) Switch and patch panel

3 Hardware 6No desktop PCs, of which 1No is new and 5No are Dell Optiplex GX520 tower (or similar) with a typical specification of: o Pentium D 2.8GHz Dual Core Processor o 4GB RAM o 128GB HDD o Windows 7 1No Laptop 6No monitors 1No Synology DS213 Network Attached Storage device (0.8 of 2TB used) Manual back up to WD storage drive 2No Networked print devices 1No Multi-functional device (MFD) [contract] Avaya IP Office 500 Telephone System Software 8No Microsoft Office 365 Premium licenses with physical install on all endpoints 5No Act! Licenses with 1No PC assuming the server role for multiple connections to the database Photoshop ACIS (Active Crime Intelligence System) web based access Xero accounting system web based access Support Ad hoc from local provider/s

4 Scope Worcester BID have identified the need to replace the following items from the inventory as described in this document: Hardware 1No higher specification PC for daily user requirements plus the ability to share resources such as the Act! Database with a specification of, or equivalent to: o Pentium i7 Processor o 8GB-12GB RAM o 1-2TB HDD 1No PCs with a specification of, or equivalent to: o Pentium i5 Processor o 8GB RAM o GB SSD 3No laptops or tablet (can be mixed) with a specification of, or equivalent to: o Pentium i5 Processor o 8GB RAM o GB SSD The laptops should be lightweight/portable for frequent use off-site All require a dock All require a suitable carry case 1No Print Device o Entry level black & white laser printer with network capacity 4No monitors - 24 or above 1No keyboard & mouse Storage and Backup o Worcester BID welcome guidance from prospective suppliers on a storage and backup solution. This could be a replacement NAS, cloud utilisation or both o The capacity should be 3+ TB and scalable o A solution is required for users to be able to access work files securely from remote locations/home as required. Software Software as described will continue to be used. All hardware considerations should show compatibility with all software used. Worcester BID will continue to use Office 365 as its primary productivity software solution All current software (including web based programmes) will need to be reinstalled on the new hardware. All license details will be provided Act! will continue to be used and supported by the current third-party provider. The provider awarded with this contract may need to liaise with the third party to migrate the database to the new physical device/s.

5 Support Prospective suppliers are invited to propose a support solution based on any or all of the following. Prices should be provided for any/all options Hardware warranty/return to base only Ad hoc support retainer Support package. Summary of Costs Details costs should be provided, split as follows: Hardware Line by line cost of each different item, with quantity, unit price (excl. VAT), VAT, total Any set up and configuration costs, priced per hour and fixed. Support Costs for any/all support options. Delivery The delivery of this project will need to be completed within 1 month of award. Next Stages The milestones for this project are as follows: The invitation to tender will close on 26/01/2018 at 5pm Shortlisted providers will be notified no later than close of business on 02/02/2018 Providers will then be invited to Worcester BID to meet the management team to discuss their proposal and support model on 09/02/2018 The successful provider will be notified no later than close of business on 23/02/2018. Further Information For further information or clarifications, please contact Phoebe Dawson at phoebe.dawson@worcesterbid.com Clarifications should be submitted no later than 24/01/2018 at 5pm. Clarifications may be shared with other tender respondents in the interest of fairness.