Invitation to bid for the Global Provision of laptops to IUCN offices worldwide Project Global provisioning of laptops Revision 1.0 Release Date 30 July 2015 Supplier s Deadline for responses 31 August 2015 Revision History Revision Date Notes 1.0 30.07.2015 1.1 17/08/2015 Changed: Wi-FI/Display for Model1, Dimensions for all models
This page intentionally left blank
IUCN, International Union for Conservation of Nature Rue Mauverney 28 1196 Gland Switzerland 30 July 2015 Dear Vendor, Invitation to bid (ITB) for the acquisition of 600 laptops worldwide You are invited to submit a bid to provide an estimated volume of 600 laptops to the different IUCN offices worldwide, with a validity date of three years. By participating in this tender you are indicating your acceptance to be bound by the guidelines set out in this letter and attachments. We provide the key details of IUCN s requirements below, which should be taken into account in your replies. Please acknowledge by email safe receipt of this invitation to bid within two working days along with your confirmation of your intention to bid. Please direct any questions regarding the ITB content or process to the IUCN representatives named below. You should not contact any other IUCN personnel unless directed to do so by the IUCN representative. IUCN reserves the right to disqualify and reject proposals from suppliers who do not comply with these guidelines. All questions should be submitted in writing to the email address below. As part of this tender process IUCN makes no commitment in any way to: (i) (ii) (iii) (iv) (v) pay any vendor for any ITB response; or award the contract to the lowest or any bidder; or accept any ITB information received from vendors; or include vendors responding to this ITB in any future invitation; or any other commitment to vendors whatsoever. IUCN may amend the ITB documents by issuing notices to that effect to all Proposers and may extend the ITB closing date and time if deemed appropriate. Proposers are responsible for submitting their Proposals prior to the ITB closing date. There will be no allowance made by IUCN for any delays in transmission of the invitation from Proposer to IUCN. Any Proposal received by IUCN later than the stipulated ITB closing date and time will not be considered.
Proposals must be submitted electronically to GlobalComputing@iucn.org. Proposals may be withdrawn or changed at any time prior to the ITB closing date and time by written notice to IUCN. No changes or withdrawals will be accepted after the ITB closing date and time. I look forward to receiving your replies, at your earliest convenience. Yours sincerely, Manuel Guede Manager, Technology & Service Delivery, Global Information Systems GlobalComputing@iucn.org
1. Introduction & Overview a. Organization Background IUCN, International Union for Conservation of Nature, helps the world find pragmatic solutions to our most pressing environment and development challenges. IUCN s work focuses on valuing and conserving nature, ensuring effective and equitable governance of its use, and deploying nature-based solutions to global challenges in climate, food and development. IUCN supports scientific research, manages field projects all over the world, and brings governments, NGOs, the UN and companies together to develop policy, laws and best practice. IUCN is the world s oldest and largest global environmental organisation, with more than 1,200 government and NGO Members and almost 11,000 volunteer experts in some 160 countries. IUCN s work is supported by over 1,000 staff in 45 offices and hundreds of partners in public, NGO and private sectors around the world. b. Background to the Project IUCN is reviewing the current process of provisioning of laptops to the different offices throughout the world from different vendors. This has proven to be inefficient from costs and support perspectives, therefore IUCN is now looking for a global contract with a single supplier able to: provide the selected equipment to IUCN, for its Headquarters in Gland, Switzerland and for all other IUCN offices around the world provide a 3-year warranty with all the costs included (labour and parts replacement). All quotes should include the delivery as per DDP (Delivery Duty Paid) INCOTERMS 2010 c. Procurement and Offer specific requirements Location of different offices can be found in Document Location of IUCN Worldwide offices Payment will be in the official currency of the country where the order is placed Quotes must be split into hardware unit price (including 3 years support), DDP, and other services Procurement of material can be done centrally or from each office, but delivery has to be done in each office directly IUCN Headquarters based in Gland can procure material directly from manufacturers while other IUCN offices in the different regions might use manufacturers partners to support with logistics, support, and other services Keyboards, documentation and other items i.e. local operating systems/power adaptors etc, must comply to regional demands, or as specified in individual orders
2. Timetable General Confirmation of receipt of this document Email confirmation Deadline for submissions 31 August 2015 Adjudication 10 September 2015 Questions Full contact details Questions arising from this document should be addressed to globalcomputing@iucn.org Manuel Guede Manager, Technology & Service Delivery, Global Information Systems IUCN Rue de Mauverney 28-1196 Gland CH 3. Evaluation of proposals Items to consider Price Compliance with all the items in this document Added value for extra hardware or services Time to delivery Total cost of ownership High priority High priority Medium Priority Low Priority High priority
4. Technical and Support requirements for the different models MODELS: Model 1 (Low-end) Processor - At least 5 th Generation Intel Celeron or equivalent Main memory Display Graphics Hard disk drive Communications - At least 1.5 GHz Base clock speed, 2MB cache At least 4GB DDR3 1600Mhz - TFT 13.0 to 14.5 inch, anti-glare coating - Optional touch panel display (to be added as an option in the offer) - Resolution: at least 1366 x 768 pixels minimum - Pixel Failure Certification: ISO 13406-2 class 2 or better - Integrated or discrete Graphic Processor Unit - With an external monitor the following resolution must be supported: 2560 * 1440 pixels, 32-bit colour depth. One Disk at least 500GB, SATA (7.200rpm) - Integrated Ethernet 10/100/1000 Mb/s (can be an adapter), - WLAN interface: at least Wi-Fi certified 802.11n; 2x2:2 streams; 2.4 GHz, 5 GHz Switchable; 80 MHz operation; WPA2 Enterprise; WMM - Integrated Bluetooth 4.0 Webcam Audio Ports Battery AC adapter Keyboard Pointing device BIOS Dimensions Weight Eco label system, compatibility and pre-loading System Licence Warranty Embedded Webcam at least 720p Integrated stereo speakers; integrated microphone - For an external monitor: at least one VGA integrated connector and one HDMI integrated connector (or adapter for (Mini) Display Port) - At least: two USB (3.0) ports, one RJ45, one audio input/output - Lithium, at least 40Wh capacity. Easily interchangeable by the user tool - Auto sensing 110-230V, 50/60Hz, world-wide AC compatibility. - Power cord according to the country where order is placed - Specified on the order, full size keys - Touch pad - Flash tool to upgrade from the OS (BIOS update), ACPI compliant, - Must be bootable from USB device, - PXE (Preboot execution Environment) booting capability Height 2.4 cm maximum, width 35 cm maximum, depth 2.5 cm, m aximum (feet included) 2.1 kg maximum (This configuration without AC adapter) EPEAT registered (www.epeat.net) - The hardware must be compatible with the recent Microsoft Windows Systems The vendor must be able to pre-load a system image provided by IUCN on the disk of every portable PC supplied - Microsoft Windows 7 at least Starter edition 32 bit - Microsoft Windows licence sticker, stuck on the case 3 years, as detailed in this document. Optional 2 years battery warranty (to be added as an option in the offer)
Model 2 (Small Size) Processor Main memory Display Graphics Hard disk drive Communications Webcam Audio Ports Battery AC adapter Keyboard Pointing device BIOS Dimensions Weight Eco label system, compatibility and pre-loading System Licence Warranty - At least 5 th Generation Intel Core i5 or equivalent - At least 2.1 GHz Base clock speed, 3MB cache At least 8GB DDR3 1600Mhz - TFT 11 to 12.6 inch, anti-glare coating - Optional touch panel display (to be added as an option in the offer) - Resolution: at least 1366 x 768 pixels minimum - Pixel Failure Certification: ISO 13406-2 class 2 or better - Integrated or discrete Graphic Processor Unit - With an external monitor the following resolution must be supported: 2560 * 1440 pixels, 32-bit colour depth. One Disk at least 250GB, SATA (7.200rpm) - Integrated Ethernet 10/100/1000 Mb/s (can be an adapter), - WLAN interface: at least Wi-Fi certified 802.11n and 802.11ac; 2x2:2 streams; 2.4 GHz, 5 GHz Switchable; 80 MHz operation; WPA2 Enterprise; WMM or equivalent - Integrated Bluetooth 4.0 Embedded Webcam at least 720p Integrated stereo speakers; integrated microphone - For an external monitor: one Display Port/ Mini Display Port connector, AND one VGA integrated connector (or VGA adapter for Display Port) - At least: two USB (3.0) ports, one RJ45, one audio input/output - Lithium, at least 35Wh capacity. Easily interchangeable by the user tool - Auto sensing 110-230V, 50/60Hz, world-wide AC compatibility. - Power cord according to the country where order is placed - Specified on the order, full size keys - Touch pad - Flash tool to upgrade from the OS (BIOS update), ACPI compliant, - Must be bootable from USB device, - PXE (Preboot execution Environment) booting capability Height 2.3 cm maximum, width 32 cm maximum, depth 2.2 cm m aximum (feet included) 1.7 kg maximum (This configuration without AC adapter) EPEAT registered (www.epeat.net) - The hardware must be compatible with the recent Microsoft Windows Systems - The vendor must be able to pre-load a system image provided by IUCN on the disk of every portable PC supplied - Microsoft Windows 7 at least Starter edition 32 bit - Microsoft Windows licence sticker, stuck on the case 3 years, as detailed in this document. Optional 2 years battery warranty (to be added as an option in the offer)
Model 3 (Medium Size) Processor Main memory Display - At least 5 th Generation Intel Core i5 or equivalent - At least 2.1 GHz Base clock speed, 3MB cache At least 8GB DDR3 1600Mhz - TFT 13.0 to 14.1 inch, anti-glare coating - Optional touch panel display (to be added as an option in the offer) - Resolution: at least 1366 x 768 pixels minimum Graphics Hard disk drive Communications Webcam Audio Ports Battery AC adapter Keyboard Pointing device BIOS Dimensions Weight Eco label system, compatibility and pre-loading System Warranty - Integrated or discrete Graphic Processor Unit - With an external monitor the following resolution must be supported: 2560 * 1440 pixels, 32-bit colour depth. One Disk at least 250GB, SATA (7.200rpm) - Integrated Ethernet 10/100/1000 Mb/s (can be an adapter), - WLAN interface: at least Wi-Fi certified 802.11n and 802.11ac; 2x2:2 streams; 2.4 GHz, 5 GHz Switchable; 80 MHz operation; WPA2 Enterprise; WMM or equivalent Embedded Webcam at least 720p Integrated stereo speakers; integrated microphone - For an external monitor: one Display Port/ Mini Display Port connector, AND one VGA integrated connector (or VGA adapter for Display Port) - At least: two USB (3.0) ports, one RJ45, one audio input/output - Lithium, at least 50Wh capacity. Easily interchangeable by the user tool - Auto sensing 110-230V, 50/60Hz, world-wide AC compatibility. - Specified on the order, full size keys - Touch pad - Flash tool to upgrade from the OS (BIOS update), ACPI compliant, - Must be bootable from USB device, Height 2.3 cm maximum, width 34 cm maximum, depth 2.4 cm maximum (feet included) 1.8 kg maximum (This configuration without AC adapter) EPEAT registered (www.epeat.net) - The hardware must be compatible with the recent Microsoft Windows Systems The vendor must be able to pre-load a system image provided by IUCN on the disk of every portable PC supplied - Microsoft Windows 7 at least Starter edition 32 bit - Microsoft Windows licence sticker, stuck on the case 3 years, as detailed in this document. Optional 2 years battery warranty (to be added as an option in the offer)
Model 4 (Small Size Pro) Processor Main memory Display - At least 5 th Generation Intel Core i5 or equivalent - At least 2.3 GHz Base clock speed, 3MB cache At least 8GB DDR3 1600Mhz - TFT 11 to 12.6 inch, anti-glare coating - Optional touch panel display (to be added as an option in the offer) - Resolution: at least 1366 x 768 pixels minimum Graphics Hard disk drive Communications Webcam Audio Ports Battery AC adapter Keyboard Pointing device BIOS Dimensions Weight Eco label system, compatibility and pre-loading System Warranty - Integrated or discrete Graphic Processor Unit - With an external monitor the following resolution must be supported: 2560 * 1440 pixels, 32-bit colour depth. One Disk at least SSD 256GB, SATA 6Gb/s minimum - Integrated Ethernet 10/100/1000 Mb/s (can be an adapter), - WLAN interface: at least Wi-Fi certified 802.11n and 802.11ac; 2x2:2 streams; 2.4 GHz, 5 GHz Switchable; 80 MHz operation; WPA2 Enterprise; WMM or equivalent Embedded Webcam at least 720p - For an external monitor: one Display Port/ Mini Display Port connector, AND one VGA integrated connector (or VGA adapter for Display Port) - At least: two USB (3.0) ports, one RJ45, one audio input/output. - Lithium, at least 40Wh capacity. Easily interchangeable by the user tool - Auto sensing 110-230V, 50/60Hz, world-wide AC compatibility. - Specified on the order, full size keys. - Touch pad, Multi touch. - Flash tool to upgrade from the OS (BIOS update), ACPI compliant, - Must be bootable from USB device, Height 2.0 cm maximum, width 32 cm maximum, depth 2.2 cm maximum (feet included) 1.3 kg maximum (This configuration without AC adapter). EPEAT registered (www.epeat.net). - The hardware must be compatible with recent Microsoft Windows Systems The vendor must be able to pre-load a system image provided by IUCN on the disk of every portable PC supplied. - Microsoft Windows 7 at least Starter edition 32 bit - Microsoft Windows licence sticker, stuck on the case. 3 years, as detailed in this document. Optional 2 years battery warranty (to be added as an option in the offer)
Model 5 (Medium Size Pro) Processor Main memory Display Graphics Hard disk drive Communications Webcam Audio Ports Battery AC adapter - At least 5 th Generation Intel Core i5 or equivalent - At least 2.3 GHz Base clock speed, 3MB cache At least 8GB DDR3 1600Mhz - TFT 13.5 to 14.0 inch, anti-glare coating - Optional touch panel display (to be added as an option in the offer) - Resolution: at least 1920 x 1080 pixels minimum - Pixel Failure Certification: ISO 13406-2 class 2 or better. - Integrated or discrete Graphic Processor Unit - With an external monitor the following resolution must be supported: 2560 * 1440 pixels, 32-bit colour depth. One Disk at least SSD 256GB, SATA 6Gb/s minimum - Integrated Ethernet 10/100/1000 Mb/s (can be an adapter), - WLAN interface: at least Wi-Fi certified 802.11n and 802.11ac; 2x2:2 streams; 2.4 GHz, 5 GHz Switchable; 80 MHz operation; WPA2 Enterprise; WMM or equivalent - Integrated Bluetooth 4.0. Embedded Webcam at least 720p Integrated stereo speakers; integrated microphone - For an external monitor: one Display Port/ Mini Display Port connector, AND one VGA integrated connector (or VGA adapter for Display Port) - At least: two USB (3.0) ports, one RJ45, one audio input/output. - Lithium, at least 50Wh capacity. Easily interchangeable by the user tool - Auto sensing 110-230V, 50/60Hz, world-wide AC compatibility. Keyboard Pointing device BIOS Dimensions Weight Eco label system, compatibility and pre-loading System Warranty - Specified on the order, full size keys. - Touch pad, Multi touch. - Flash tool to upgrade from the OS (BIOS update), ACPI compliant, - Must be bootable from USB device, - PXE (Preboot execution Environment) booting capability. Height 2.0 cm maximum, width 34 cm maximum, depth 2.4 cm maximum (feet included) 1.6 kg maximum (This configuration without AC adapter). EPEAT registered (www.epeat.net). - The hardware must be compatible with recent Microsoft Windows Systems The vendor must be able to pre-load a system image provided by IUCN on the disk of every portable PC supplied. - Microsoft Windows 7 at least Starter edition 32 bit - Microsoft Windows licence sticker, stuck on the case. 3 years, as detailed in this document. Optional 3 years battery warranty (to be added as an option in the offer)
5. Options We would appreciate having the value of the following equipment included in the quote, (on an optional basis) engraved logo of IUCN on the top cover of laptops equipping each laptop with the appropriate technology which allows tracing the laptop in case of theft or loss Computer bag, carrying case or backpack that provides protection and convenience for transportation Dedicated docking station or USB 3.0 Port Replicator with at least the following ports: o Analog display connector (VGA or DVI-I) and DisplayPort or HDMI Connector (The resolution 2560*1440 should be possible on an external monitor) o 2x USB 3.0 Ports o 1x Ethernet RJ45 o 1x Audio output/input o 1x AC adapter connector Cost of doubling the required memory for each proposed laptop model Price of a longer duration battery for each proposed laptop model WWAN 4G Extending warranty from 3 to 5 years for each proposed laptop model Next business day onsite support Accidental damage protection