INFORMATION TECHNOLOGY RESOURCE CENTRE LIMITED

Transcription

1 INFORMATION TECHNOLOGY RESOURCE CENTRE LIMITED Tender for Supply of Computer Equipment to Internet Learning Support Programme (ILSP) Issuing Date: 20 July 2016 Tender Reference Number: ILSP2016 Closing Date: 5:00 p.m., 29 July 2016 Information Technology Resource Centre Page 1

2 TABLE OF CONTENTS I II Foreword Terms of Tender III IV General Conditions of Contract Special Conditions of Contract Appendix 1 Appendix 2 Appendix 3 Background of the Project Definitions and Interpretations Requirements and Schedules Information Technology Resource Centre Page 2

3 I. FOREWORD This document issued by Information Technology Resource Centre Limited (ITRC) contains the standard terms and conditions used for tendering requirements. ITRC may issue addendum to these terms and conditions whenever necessary. In the invitation to tender, these terms and conditions will be issued together with the contract schedule, special conditions of contract, and those issued under the addendum. Information Technology Resource Centre Page 3

4 II. TERMS OF TENDER 1. Invitation to tender Tenders are invited for the execution of the whole (or any part) of the procurement of laptop computers, desktops, printers and accessories for Information Technology Resource Centre Limited and Internet Learning Support Programme (please see APPENDIX 1 for more details), more particulars are set out in the Schedule subject to and in accordance with these Terms of Tender, the General Conditions set out in Part III hereof and the Special Conditions in Part IV if any, set out in the invitation of tender. 2. Tender (a) The tender relates to the execution of the whole (or any part) of the procurement of laptop computers, desktops, printers and accessories for Information Technology Resource Centre and Internet Learning Support Programme during the Contract period as specified in the Schedule. (b) The Schedule issued with the tender must not be altered by the Tenderer. Any modification of the Schedule considered necessary by the Tenderer should be the subject of a separate letter accompanying the tender. Figures should not be altered or erased; any alteration should be effected by striking through the incorrect figures and inserting the correct figures. The Tenderer is required to submit ONE softcopy and TWO hardcopies of the Proposal in a plain sealed envelope. (c) Tenders may not be considered if complete information is not given with the tender or if any particulars and data asked for are not furnished in full. 3. Tenders to Remain Open (a) Tenders shall remain valid and open for acceptance on these terms for not less than 60 days after the tender closing date. Information Technology Resource Centre Page 4

5 (b) Tender Closing Date and Time All tenders must be submitted before the Tender Closing Date and Time (Hong Kong time). Late tenders will not be considered. Tenderers are invited to submit quotations BY HAND for the attention of the Procurement Chairman, Quotation Opening Team, subject to the terms and stipulations referred to the OFFER TO BE BOUND, for the supply of the whole or any part of the Goods mentioned in the Schedule attached; failure to do this will render the quotation null and void. This form together with other required forms/schedules completed and signed must be returned By Hand to: Tender Box Information Technology Resource Centre Room 1104, 11/F., Duke of Windsor Social Service Building, 15 Hennessy Road, Wanchai, Hong Kong SAR. Before 5:00 p.m. on 29 July 2016 (c) Tender Closing Date and Time Extension in case of Rainstorm/ Typhoon In case a rainstorm black warning or typhoon signal No. 8 or above is valid for any duration between 9:00 a.m. (Hong Kong time) and 5:00 p.m. (Hong Kong time), the tender closing time will be extended to 5:00 p.m. (Hong Kong time) on the next weekday (i.e. except Saturday and Sunday) other than public holiday. 4. Charges (a) The charges to be quoted by Tenderers are to be shown in Hong Kong dollars and must only be made in the Contract Schedule. Such charges shall be net and where applicable, they shall include trade and cash discounts and all taxes and expenses incidental to the due and proper performance of the Contract by the Contractor. Information Technology Resource Centre Page 5

6 (b) Price quoted It will be assumed, unless Tenderers clearly stipulate otherwise, that their offers will remain valid for the duration of the contract. Therefore no request for price variation will be considered. If however a Tenderer wishes to submit a conditional offer which contains a price variation formula should be clearly stipulated and accepted by ITRC in writing. The conditional offer to be quoted by the Tenderer must only be shown on the Contract Schedule. (c) Accuracy of Tender Prices Tenderers should make certain the prices quoted are accurate before submitting their quotations. Under no circumstances will ITRC accept any request for price adjustment on grounds that a mistake has been made in the tender prices. 5. Acceptance (a) The successful Tenderer will receive as an indication of acceptance an and a fax copy of the letter of acceptance prior to the receipt of the original. This and fax copy of the letter of acceptance shall constitute a binding contract. Tenderers who do not receive any notification within the validity period of their offer shall assume that their tenders have not been accepted. (b) Schedule of Compliance Tenderers shall complete the Schedule of Compliance provided in respect of the offer. Should alternative offer(s) be included, separate Schedule of Compliance should be completed accordingly. Failure to complete the Schedule of Compliance will invalidate the tender. Tenderers are requested to confirm in the Schedule of Compliance that offers submitted comply with the required specification in every aspect. If an offer does not conform to the tender specification, Tenderers should provide full details of their alternative offer, but ITRC reserves the right to accept or reject any such offer. Information Technology Resource Centre Page 6

7 6. Proposal Evaluation and Selection Criteria Evaluation will be conducted per equipment category (i.e. on itemised basis) and ITRC will select at most three (3) brands per category for listing in the repertoire. ITRC is not bound to select any proposal submitted. For proposals meeting all requirements as described in Schedule 1 to 5, ITRC will evaluate the offers therein per each equipment category based on the following criteria and weighting. Evaluation Criteria Maximum Score (a) Price 60 (b) Optional items 10 (c) Company background, job reference 15 (d) Value-added service 15 Total: 100 ITRC is not bound to accept the lowest or any tender and reserves the right to accept all or any part of any tender at any time within the period mentioned in clause 3 hereof. We shall evaluate the tender based on your submitted price. Your company background, job reference, value-added services and your compliance with our tendering specifications and procedures shall also be evaluated. 7. New Information Relevant to Qualified Status Contractor should inform ITRC in writing immediately of any factor which might affect their qualified status as an enlisted contractor with ITRC, or as a qualified supplier for a particular service. ITRC reserves the right to review their qualified status in the light of any new information relevant to their qualification. 8. Complaints about Tendering Process or Contract Awards The tendering process is subject to internal monitoring to ensure that contracts are awarded properly and fairly. Any Tenderer who feels that the offer has not been fairly evaluated may write to ITRC who will personally examine the complaint and refer it to the Information Technology Resource Centre Page 7

8 approval authority/relevant tender boards for consideration if it relates to the tendering system or procedures followed. The Tenderers shall lodge the complaint before disposal of documents of unsuccessful Tenderers which shall be 3 months after the award of contract. 9. Personal Data Provided (a) Tenderer s personal data provided in the tender will be used for tender evaluation and contract award purposes. If insufficient and inaccurate information is provided, the tender may not be considered. (b) Tenderer acknowledges and consents that Tenderer s personal data provided in the tender may be disclosed to other government departments and non-government organizations. In case of successful non-resident Tenderer, such data, (including but not limited to its names, nature of engagement, correspondence address (both local and overseas) and the amount of tax withheld) will be transferred to the Inland Revenue Department for tax assessment and collection purposes. (c) Tenderers have the right of access and correction with respect to personal data as provided for in Section 18 and 22 Principle 6 of Schedule 1 of the Personal Data (Privacy) Ordinance. The right of access includes the right to obtain a copy of the Tenderer s personal data provided in the tender. (d) Enquiries concerning the personal data collected by means of the tender, including the making of access and corrections, should be addressed to ITRC. 10. Contractors Performance Monitoring Tenderers are advised that should they be awarded the Contract their subsequent performance will be monitored and may be taken into account when their future quotations are evaluated. A quotation may be rejected if the Tenderer is in default in respect of any ITRC contract which is of the same or substantially similar nature as this invitation to quotation within 6 months of the Tender Closing Date or between the Tender Closing Date and the award of the Contract. Information Technology Resource Centre Page 8

9 11. Cancellation of Tender ITRC will not withhold awarding of a Contract or cancelling of a tender. All tenders are submitted on the understanding that ITRC will not in any event be liable to pay any costs arising out of their preparation and submission or in explaining or clarifying any tender. Information Technology Resource Centre Page 9

10 III. GENERAL CONDITIONS OF CONTRACT 1. APPLICATION: The General Conditions shall apply in contracts made by ITRC for the procurement of Goods and Services. 2. STANDARDS: The Goods and Services supplied under this contract shall conform to the standards prescribed in the Technical Specifications section. 3. PATENT RIGHTS: The Tenderers shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark or industrial design rights arising from use of the Goods or Services. 4. INSPECTION AND TESTS: 4.1 The Tenderer or his representative shall have the right to inspect and test the Goods as per prescribed test schedules for their conformity to the specifications. Where ITRC decides to conduct such tests on the premises of the Tenderer or its subcontractor(s), all reasonable facilities and assistance like testing instruments and other test gadgets including access to drawings and production data shall be furnished to the inspectors at no charge to ITRC. 4.2 Should any inspected or tested Goods fail to conform to the Technical Specifications, ITRC may reject them and the Tenderer shall either replace the rejected goods or make all alterations necessary to meet the Technical Specifications free of cost to ITRC. 4.3 Notwithstanding the pre-supply tests and inspections prescribed in clause 4.1 & 4.2 above, the equipment and accessories on receipt in ITRC premises will also be tested during and after installation before "take over and if any equipment or part thereof is found defective, the same shall be replaced free of all cost to ITRC as laid down in clause 4.4 below. Information Technology Resource Centre Page 10

11 4.4 If any equipment or any part thereof, before it is taken over under clause 4.5 is found defective or fails to fulfill the requirements of the contract, the inspector shall give the Tenderer notice setting forth details of such defects or failure and the Tenderer shall make the defective equipment good, or alter the same to make it comply with the requirements of the contract forthwith and in any case within a period not exceeding one month of the initial report. The replacements shall be made by the Tenderer free of all charges at site, should it fail to do so within this time, ITRC reserves the discretion to reject and replace at the cost of the Tenderer the whole or any portion of the equipment as the case may be, which is defective or fails to fulfill the requirements of the contract. The cost of any such replacement made by ITRC shall be deducted from the amount payable to Tenderer. 4.5 When the performance tests called for have been successfully carried out, the Inspecting Officer will forthwith issue a Taking Over Certificate. The Inspecting Officer shall not delay the issue of any Taking Over Certificate contemplated by this clause on account of minor defects in the equipment which do not materially affect the commercial use thereof provided that the Tenderer shall undertake to make good the same in a time period not exceeding two months. The Taking Over Certificate shall be issued by the Inspecting Officer within eight weeks of successful completion of tests. 4.6 Nothing in clause 4 shall, in any way, release the Tenderer from any Warranty or other obligations under this contract. 5. PURCHASE ORDER: 5.1 Purchase orders will be made through the Purchaser. The Purchaser will be responsible for verifying the eligibility of service recipients. 6. DELIVERY and DOCUMENTS: 6.1 Delivery of the goods and documents shall be made by the Tenderer in accordance with the terms specified by the Purchaser in its Technical Specifications and Special Conditions of contract and the Goods shall remain at the risk of the Tenderer until delivery has been completed. 6.2 The delivery of the goods and documents shall commence immediately on placement of purchase order and be completed in 3 weeks after the purchase order is received. The actual delivery schedule will be given in the Purchase Order. The actual Date of receipt by the consignee, referred 5.1 above, at site shall be taken as the date of delivery. Information Technology Resource Centre Page 11

12 6.3 The Purchaser reserves the right to regulate the supplies within the scheduled delivery period. 6.4 PACKING AND MARKING: The Tenderer shall pack at his own cost the stores properly and sufficiently strong to withstand the worst conditions of transportation. Each packed delivery shall be suitably marked and labelled by the Tenderer at his own expenses. The markings shall be distinct and shall clearly indicate the discrepancy and quantity of stores, name of the consignee, gross weight of the package and the name of the supplier. There shall be sufficient markings to ensure easy identification or marking shall be carried out with such materials as found satisfactory by the inspecting authority with regard to quickness of drying and indelibility. In case of delicate items of stores like battery, power plant, battery eliminator, testing instrument etc. the stores shall be securely packed, even for the case where supply is made to local store, depot giving suitable shock absorbing material and proper padding inside individual package to ensure safe transhipment. 6.5 TRANSIT INSURANCE: The Purchaser shall not pay separately for the transit insurance and the supplier may therefore go in for transit insurance if he so desires. The Tenderer shall be responsible for all kind of losses, i.e., loss due to theft, damage, shortage etc. till the receipt of entire quantity of stores in good condition by the consignee. 7. WARRANTY: 7.1 The Tenderer/contractor shall warrant that Goods to be supplied shall be new and free from all defects and faults in material, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards for materials of the type ordered and shall perform in full conformity with the specifications and drawings. The Tenderer/contractor shall be responsible for any defects that may develop under the conditions provided by the contract and under proper use, arising from faulty materials, design or workmanship such as corrosion of the equipment, inadequate quantity of materials to meet equipment requirements, inadequate contract protection, deficiencies in circuit design and/or otherwise and shall remedy such defects at his own cost when called upon to do so by the Purchaser who shall state in writing in what respect the goods are faulty. This warranty shall survive inspection or payment for, and acceptance of goods, but shall expire except in respect of complaints notified prior to such date, 3 weeks after test conducted by the Purchaser. Information Technology Resource Centre Page 12

13 7.2 If it becomes necessary for the Tenderer/contractor to replace or renew any defective portion/portions of the equipment under this clause, the provisions of the clause shall apply to the portion / portions equipment so replaced or renewed or until the end of the above mentioned period of 3 weeks, whichever may be later. If any defect is not remedied within a reasonable time, ITRC may proceed to do the work at the Tenderer's/contractor s risk and expenses, but without prejudice to any other rights which ITRC may have against the Tenderer/contractor in respect of such defects. 7.3 Replacement under warranty clause shall be made by the Tenderer/contractor free of all charges at site including but not limited to freight, insurance and other incidental charges. 8. PAYMENT TERMS: 8.1 All invoice and correspondence concerning payment liability should be addressed to the Purchaser. The Purchaser shall not be held responsible for any delay in payment if invoices and correspondence are not so addressed or presented in the prescribed manner. In no case, a particular Purchaser would be liable to the liability of any other Purchaser. 8.2 Payment shall be made by the respective Purchaser within 60 days upon receipt of the monthly invoice. 8.3 Any increase in taxes and other statutory duties/levies after the expiry of the delivery date shall be to the Tenderer/ contractor's account. However benefit of any decrease in these taxes/duties shall be passed on to ITRC by the Tenderer (a) No payment will be made for goods rejected at site on testing. (b) All materials shall be dispatched on Freight paid basis only. 8.4 INTEREST ON DEFERRED / DELAYED PAYMENTS: No interest on any deferred / delayed claim/payment arising out of this contract shall be payable in any case whatsoever. 8.5 Delivery is expected to be completed in 3 weeks after the purchase order is received. Late penalty of 3% or 5% of the total contract sum will be charged on a 2-week or 4-week delay respectively. Information Technology Resource Centre Page 13

14 9. CHANGES IN PURCHASE ORDERS: 9.1 ITRC may, at any time, by a written order given to the Tenderer, make changes within the general scope of the contract in any one or more of the following. (a) quantity of the Goods to be ordered; (b) product specifications, where Goods to be furnished under the Contract are to be specifically manufactured for ITRC; (c) method of transportation or packing; (d) locations of delivery; or (e) services to be provided by the Tenderer/contractor. 9.2 If any such change causes an increase or decrease in the cost of, or the time required for the execution of the contract an equitable adjustment shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any proposal by the Tenderer for adjustment under this clause must be made within 7 days from the date of the receipt of the change in order. 10. SUB-CONTRACTS: The Tenderer shall notify ITRC in writing of all subcontracts awarded under this contract if not already specified in his bid. Such notification, in his original bid or later shall not relieve the Tenderer from any liability or obligation under the Contract. 11. DELAYS IN THE TENDERER'S PERFORMANCE: 11.1 Delivery of the Goods and performance of Services shall be made by the Tenderer within 3 weeks after the placement of purchase order. In case, the supply of Goods and performance of Services is not completed in the stipulated delivery /commissioning period, as indicated in the Purchase Order, ITRC reserves the right either to short close/ cancel this purchase order and/or recover liquidated damage charges. The cancellation/ short closing of the order shall be at the risk and responsibility of the Tenderer and ITRC reserves the right to purchase balance unsupplied item and services at the risk and cost of the defaulting Tenderer Delay by the Tenderer in the performance of its delivery and service obligations shall render the Tenderer liable to any or all of the following sanctions, forfeiture of its performance security imposition of liquidated damages and/or termination of the contract for default. Information Technology Resource Centre Page 14

15 11.3 If at any time during performance of the Contract the Tenderer or subcontractor(s) should encounter conditions impending timely delivery of the Goods and performance of service, the Tenderer shall promptly notify to ITRC in writing of the fact of the delay, it s likely duration and its causes(s). As soon as practicable after receipt of the Tenderer s notice, ITRC shall evaluate the situation and may at its discretion extend the period for performance of the contract in writing after mutual discussion with the Tenderer. The Tenderer shall not be entitled for any escalation, compensation or damages for the period of extension so granted for whatsoever reason(s). The decision of ITRC in this regard shall be final & binding and no dispute in this regard is arbitrable. 12. FORCE MAJEURE: 12.1 If any time, during the continuance of this contract, the performance in whole or in part by either party or any obligation under this contract shall be prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion sabotage, fires, floods, explosions, epidemics, quarantine restrictions, strikes, lockouts or act of God (Herein after referred to as events) provided notice of happenings, of any such eventuality is given by either party to the other within 7 days from the date of occurrence thereof, neither party shall by reason of such event be entitled to terminate this contract nor shall either party have any such claim for damages against the other in respect of such non-performance or delay in performance, and deliveries under the contract shall be resumed as soon as practicable after such event may come to an end or cease to exist, and the decision of ITRC as to whether the deliveries have been so resumed or not shall be final and conclusive, provided further that if the performance, in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 7 days either party may, at his option terminate the contract Provided also that if the contract is terminated under this clause, ITRC shall be at liberty to take over from the Tenderer/contractor at a price to be fixed by ITRC, which shall be final, all unused, undamaged and acceptable materials, bought out components and stores in the course of manufacture in possession of the contractor at the time of such termination of such portions thereof as ITRC may deem fit excepting such materials bought out components and stores as the contracts may with the concurrence of ITRC elect to retain. Information Technology Resource Centre Page 15

16 13. TERMINATION FOR DEFAULT: 13.1 ITRC may, without prejudice to any other remedy for breach of contract, by written notice of default, sent to the Tenderer, terminate this Contract in whole or in part. a) If the Tenderer fails to deliver any or all of the Goods and services within the time period(s) specified in the Contract or any extension thereof granted by ITRC; b) If the Tenderer fails to perform any other obligation(s) under Contract; and c) If the Tenderer, in either of the above circumstance(s), does not remedy his failure within a period of 30 days (or such longer period as ITRC may authorise in writing) after receipt of the default notice from ITRC. 14. TERMINATION FOR INSOLVENCY: Termination of this contract is effected by either party giving not less than 3 months written notice. It shall be lawful for ITRC to terminate the contract at any time by giving 30 days prior notice in writing and without payment of any compensation to the contractor if it is of the opinion that contractor is not satisfactorily executing its obligation or if there shall be any breach by the contractor of any of its obligation herein contained and such termination shall operate without prejudice to any right of action by ITRC for damages. 15. POLICY AND COMPENSATION: The Tenderer shall effect a policy of insurance against all claims, demands or liability under the Contract with an insurance company approved by ITRC (which approval shall not be unreasonably withheld) and shall continue such insurance during the continuance of the Contract and shall when required, deposit with ITRC Representative for safe keeping during the Contract period such policy of insurance together with the receipt of payment of the current premium. If the Tenderer shall fail to effect and keep in force the insurance referred to or any other insurance which he may be required to effect under the terms of the Contract then and in any such cases ITRC may effect and keep in force any such insurance and pay such premium or premium as may be necessary for that purpose and from time to time deduct the amount so Information Technology Resource Centre Page 16

17 paid by ITRC as aforesaid from any moneys due or which may become due to the Tenderer or recover the same as a debt due from the Tenderer. In the event of any of the Tenderer s employees or agents suffering any injury or death in the course of or arising out of the Contract and whether there be a claim for compensation or not, the Tenderer shall within 7 clear working days give notice in writing of such injury or death to ITRC Representative. 16. GOVERNING LAW: The Contract shall be governed by and construed in accordance with the laws of Hong Kong and the parties hereby agree to submit to the jurisdiction of the courts of Hong Kong in relation to any matters arising out of the Contract. 17. OPTIONAL ITEMS: Tenderers are requested to quote the prices for the optional items as specified for ITRC s consideration. However, ITRC shall have the full right to decide whether to purchase none, any or all of the items or services in any quantities upon award of this tender. The prices for the optional items quoted shall remain valid for the duration of the contract. 18. PRICE REDUCTION AND REVIEW: a) The awarded tenderer will be expected to assist ITRC to ensure that the prices of all contract items remain competitive throughout the contract period in comparison with the prevailing retail market prices and that ITRC continues to obtain the best value of money. b) The awarded tenderer is required to arrange regular meeting with ITRC and ILSP Implementers to ensure that the contract prices are constantly more favourable than the prevailing retail market prices. c) The prices of items supplied under the contract will be reviewed periodically by ITRC. In the event that the prices are deemed to have become unfavourable to ITRC, the awarded tenderer will be required to: a. Submit price reduction proposal; Information Technology Resource Centre Page 17

18 b. Provide hardware or software in substitution for units of the hardware or the software where the substitute units contain newer technology or better performance than any units of hardware or software under the order. The price of the substitute product cannot be higher than the contract price for equivalent item under the contract; c. Produce a comparison report on the differences between the existing and the proposed items for technology substitution for ITRC and ILSP Implementers evaluation. 19. PROBITY CLAUSE: The tenderer shall not, and shall procure that his employees, agents and contractors shall not, offer, solicit or accept any advantage as defined in the Prevention of Bribery Ordinance (Cap. 201) in connection with this tender exercise. Failure to so procure or any act of offering, soliciting or accepting advantage referred to above committed by the tenderer or by an employee, agent or contractor of the tenderer shall, without affecting the tenderer s liability for such failure and act, result in his tender being invalidated. Information Technology Resource Centre Page 18

19 IV. SPECIAL CONDITIONS OF CONTRACT Tender for Computer Procurement 1. SCOPE OF SUPPLY AND SERVICES (a) Tenderer supplies Desktop computers, Notebook computers, Tablets, Monitors and Printers for the provision of ICT related services. (b) Tenderer has to supply recovery media, manuals on installation, operations, maintenance, and troubleshooting for devices supplied. (c) Devices must be available within 3 weeks after written order issued from ITRC or the ILSP Implementers. (d) Available services and system functions that are not requested but are considered by Tenderer to be pertinent to ITRC should also be identified. Tenderer may also suggest additional features or packages that will enhance the effectiveness of operations. Extra costs, if any, should be clearly outlined. (e) To ensure cost competitiveness, ITRC may at any time issue a purchase request to the contractor for a proposal of Computer Equipment. The proposed model responding to purchase requests within contract period should be of equal or better value and proposed price should be of equal or lower price than initial proposal responding to this tender. (f) The Tender will be evaluated for Tendered equipment as a whole. (g) The Tenderer and/or its subcontractors should be manufacturer or an authorized distributor/dealer and copy of authorization certificate shall be enclosed with the bid. (h) All software quoted must be licensed copies of tested latest versions with upgrades, and with full technical support. (i) Tenderers must have at least three customer references from non-government organization, and/or government sector in the past two years (preferred with quantities of hardware sold and dates of transactions) and organization structure for ITRC consideration and assessment of the financial background of the company for supporting the after-sale maintenance service. Information Technology Resource Centre Page 19

20 2. CONTRACT PERIOD The contract shall cover the period starting from 1 September 2016 to 31 August 2017 with option for ITRC and the ILSP Implementers to extend for a further period of not exceeding 12 months in aggregate. 3. QUANTITIES The purchase quantities will be subject to the order placed by ITRC and the ILSP Implementers which are not committed within the contract period. ITRC shall obtain and the Tenderer shall supply the item as per the list at the Schedule 3 which is accepted by ITRC. However, the actual requirement may vary depending on the actual need of ITRC and the ILSP Implementers. 4. ADDITIONAL COST FOR ADDITIONAL FEATURES, SERVICES AND PACKAGES If there are any additional costs for any of the additional features, services or packages the Tenderer must state them clearly, concisely and separately in the bid. 5. OTHER REQUIREMENT The proposal must include hardware specification, service provided by Tenderer before or after the project roll-out and optional solution which can help on implement and operation of the project. 6. MAINTENANCE Maintenance for all equipment and service shall be inclusive in the bid without any separate maintenance cost implication. Warranty will start after successful Quality Assurance tests completion for ordered equipment. It is recommended to specify the required service level of maintenance services, e.g. including all parts and labour, next day on-site, etc. 7. PRICE VALIDITY The Tenderer is required to confirm that the offered prices include all the above service requirements and will remain valid in the CONTRACT PERIOD. Information Technology Resource Centre Page 20

21 8. TECHNOLOGY SUBSTITUTION The Contractor undertakes to offer to ITRC and ITRC may at any time before delivery of the device under order and its sole option elect to obtain from the Contractor any units of hardware or software in substitution for units of the hardware or the software where the substitute units contain newer technology or have performance characteristics better than any units of hardware or software under the order. Such substitution units shall be offered to ITRC at the selling prices not higher than the contracted prices in respect of the hardware and the software under this contract. 9. EXTENSION OF CONTRACT The Contract shall be subject to extension for any period of time as might be mutually agreed in writing between the Contractor and ITRC. 10. BASIS OF TENDER AWARD Partial/incomplete offer will be considered. ITRC reserves the right to decide on the final list of complete tender award and/or partial tender award and cancel tender award without separate notice. 11. TENDER SUBMISSION The Tenderer is required to submit ONE softcopy and TWO hardcopies of the Tender in a plain sealed envelope no later than 5:00 p.m. on 29 July, If you are not going to return the tender document, please complete and return the Letter of Decline to Tender to us by fax to before the tender closing date. ENQUIRIES For any further enquiries on this tender, please send mail to ITRC at itrc.info@hkcss.org.hk. Information Technology Resource Centre Page 21

22 APPENDIX 1 ABOUT INFORMATION TECHNOLOGY RESOURCE CENTRE Information Technology Resource Centre ("ITRC") is wholly owned by The Hong Kong Council of Social Service. ITRC was established in 2001 to help local social service agencies in the adoption of information and communication technologies (ICT) through providing them with a full range of professional service. We also promote the rights of the vulnerable groups in the use of ICT. The missions of ITRC are: To enhance the ICT capacity of NGOs To explore, experiment and promote ways of deploying ICT in the sector To promote Digital Inclusion & equitable ICT policies BACKGROUND OF Internet Learning Support Programme In the Policy Address, the Chief Executive announced that convenient and suitable Internet learning opportunities should be provided for students in need through tripartite collaboration between the community, the business sector and the Government in order to mitigate the impact of the digital divide on the quality of learning. In the Government Budget, the Financial Secretary proposed to facilitate Internet learning by students of low-income families through a two-pronged strategy. It includes the granting of a cash subsidy on Internet access charges to these families, and offering economical Internet services and complementary support to the parents and students. The Internet Access Subsidy has been disbursed annually to eligible families since 2010/11 school year. On the other hand, the Internet Learning Support Programme, named "i Learn at home", was launched on 14 July 2011 to help the eligible families acquire affordable computer equipment and Internet access service through flexible payment arrangement, and to provide the students and their parents in these families with user and social support to enable their effective use of the subsidy and proper use of the associated educational opportunity. The OGCIO has engaged two non-profit organisations, namely The Boys and Girls' Clubs Association of Hong Kong (BGCA) and WebOrganic, to implement the programme in the Information Technology Resource Centre Page 22

23 Eastern and Western parts of Hong Kong respectively. The two implementers have set up more than 30 service centres across the territory to deliver the programme services to the target beneficiaries. Service Recipients Target beneficiaries are the students and parents from Primary One to Secondary Six, VTC and Project Yi Ji who receive Comprehensive Social Security Assistance (CSSA) or Student Financial Assistance (SFA). To avoid labelling of target beneficiaries, other students of primary and secondary school, VTC, and Project Yi Ji as well as their parents and teachers can be included in all programs or activities. Information Technology Resource Centre Page 23

24 APPENDIX 2 INTERPRETATION In this document and the invitation to tender, unless the context otherwise requires: Contract means the contract hereunder and reference to the terms thereof shall include the terms of tender in PART 1 hereof unless inconsistent with the context of such reference; Contractor means the Tenderer whose tender is accepted; ILSP means Internet Learning Support Programme; Implementers means The Boys & Girls Clubs Association of Hong Kong (BGCA) and WebOrganic; ITRC means Information Technology Resource Centre ITRC representative means any officer authorized by ITRC to act on its behalf for the purposes of the Contract; Purchaser means ITRC or BGCA or WebOrganic; "The Goods" means the Computer Equipment or services that is/are procured in this tender; Hong Kong means the Hong Kong Special Administrative Region of the People s Republic of China; Inspecting Officer means the officer appointed by ITRC for the purpose of inspecting the services performed in pursuance of the Contract; Schedule means the schedule attached to the invitation to tender; Services means the work referred to in the Schedule; Tender Closing Date means the latest date (Hong Kong time) by which tenders must be lodged; Tenderer means the firm or the organization referred to in the Contract Schedule section of the Invitation of tender. Information Technology Resource Centre Page 24

25 APPENDIX 3 REQUIREMENTS & SCHEDULES Table of Contents Schedule 1: Technical Specification for Desktop Computer Schedule 2: Technical Specification for Notebook Computer Schedule 3: Technical Specification for Tablet Computer Schedule 4: Technical Specification for LED Monitor Schedule 5: Technical Specification for Printer Schedule 6: Quotation Schedule 7: Form of Proposal Schedule 8: Company / Business Organisation Status Schedule 9: Customer References Schedule 10: Schedule of Compliances Schedule 11: Offer to be Bound Schedule 12: Service Level Agreement Schedule 13: Decline to Offer Information Technology Resource Centre Page 25

26 Schedule 1.1: Technical Specification for Desktop Computer Windows (Intel Pentium) Features Processor Form Factor Operating System Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel Pentium G4400 or equivalent Standard / Small Form Factor Windows 10 Home 64-bit At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 7200RPM SATA Hard Drive DVD+/RW Gigabit Ethernet At least 4 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Bundled with USB Mouse Bundled with USB Chinese Keyboard 3 Years Onsite Warranty Information Technology Resource Centre Page 26

27 Schedule 1.2: Technical Specification for Desktop Computer Windows (Intel Core i3) Features Processor Form Factor Operating System Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel Core i or equivalent Standard / Small Form Factor Windows 10 Home 64-bit At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 7200RPM SATA Hard Drive DVD+/RW Gigabit Ethernet At least 4 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Bundled with USB Mouse Bundled with USB Chinese Keyboard 3 Years Onsite Warranty Information Technology Resource Centre Page 27

28 Schedule 1.3: Technical Specification for Desktop Computer Windows (Intel Core i3, Win7Pro) Features Processor Form Factor Operating System Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel Core i or equivalent Standard / Small Form Factor Windows 7 Professional 64-bit with Windows 10 Pro License At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 7200RPM SATA Hard Drive DVD+/RW Gigabit Ethernet At least 4 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Bundled with USB Mouse Bundled with USB Chinese Keyboard 3 Years Onsite Warranty Optional items: Processor Upgrade to Intel Core i or equivalent, extra HK$ Memory Upgrade to 8GB RAM, extra HK$ Hard Disk Upgrade to 1TB 7200RPM SATA Hard Drive, extra HK$ Warranty Upgrade to 5 Years Onsite Warranty, extra HK$ Information Technology Resource Centre Page 28

29 Schedule 2.1: Technical Specification for Notebook Computer Windows (Intel Pentium) Features Processor Operating System Display Panel Size Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel 3855U or equivalent Windows 10 Home 64-bit 14 inches or larger At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 5400RPM SATA Hard Drive DVD+/RW Gigabit Ethernet, Intel ac, Bluetooth At least 2 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Integrated Webcam With AC Adapter and Battery 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Information Technology Resource Centre Page 29

30 Schedule 2.2: Technical Specification for Notebook Computer Windows (Intel Core i3) Features Processor Operating System Display Panel Size Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel Core i3-6100u or equivalent Windows 10 Home 64-bit 14 inches or larger At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 5400RPM SATA Hard Drive DVD+/RW Gigabit Ethernet, Intel ac, Bluetooth At least 2 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Integrated Webcam With AC Adapter and Battery 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Information Technology Resource Centre Page 30

31 Schedule 2.3: Technical Specification for Notebook Computer Windows (Intel Core i3, Win7Pro) Features Processor Operating System Display Panel Size Memory Video Adapter Hard Disk Optical Drive Networking I/O Ports Others Warranty Requirement At least Intel Core i3-6100u or equivalent Windows 7 Professional 64-bit with Windows 10 Pro License 14 inches or larger At least 4GB RAM Intel HD Graphic or equivalent At least 500GB 5400RPM SATA Hard Drive DVD+/RW Gigabit Ethernet, Intel ac, Bluetooth At least 2 USB ports, 1 RJ-45 Ethernet port, 1 VGA port, Mic and Headphone Jacks Integrated Webcam With AC Adapter and Battery 3 Years Onsite Warranty (at least 1-year warranty support for the battery) Optional items: Processor Upgrade to Intel Core i5-6200u or equivalent, extra HK$ Memory Upgrade to 8GB RAM, extra HK$ Hard Disk Upgrade to 1TB 7200RPM SATA Hard Drive, extra HK$ Warranty Upgrade to 5 Years Onsite Warranty, extra HK$ Information Technology Resource Centre Page 31

32 Schedule 3.1: Technical Specification for Tablet Computer Android Features Processor Operating System Display Panel Size Memory Storage Networking Warranty Requirement At least Quad Core or equivalent Android 4.4 or above 10 inches or larger At least 2GB At least 32GB At least Wireless LAN b/g/n, Bluetooth 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Schedule 3.2: Technical Specification for Tablet Computer Windows Features Processor Operating System Display Panel Size Memory Storage Networking Warranty Requirement At least Dual Core or equivalent Windows 8 or above 10 inches or larger At least 2GB At least 32GB At least Wireless LAN b/g/n, Bluetooth 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Information Technology Resource Centre Page 32

33 Schedule 3.3: Technical Specification for Tablet Computer ios (7.9 ) Features Processor Operating System Display Panel Size Memory Storage Networking Warranty Requirement At least Dual Core or equivalent ios 7.9 inches or larger At least 1GB At least 16GB At least Wireless LAN b/g/n 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Optional items: Storage Upgrade to 32GB storage, extra HK$ Schedule 3.4: Technical Specification for Tablet Computer ios (9.7 ) Features Processor Operating System Display Panel Size Memory Storage Networking Warranty Requirement At least Dual Core or equivalent ios 9.7 inches or larger At least 1GB At least 16GB At least Wireless LAN b/g/n 3 Years Carry-in Warranty (at least 1-year warranty support for the battery) Optional items: Storage Upgrade to 64GB storage, extra HK$ Information Technology Resource Centre Page 33

34 Schedule 4: Technical Specification for LED Monitor Features Requirement Display Panel Size 18.5 inches or above Resolution At least support 1,366 x 768 Contrast At least 600:1 Brightness At least 200 cd/m 2 Connectivity At least VGA Warranty 3 Years Onsite Warranty Schedule 5: Technical Specification for Printer Features Type Print Speed Print Quality Connection Interface Warranty Requirement Ink Jet Color Printer or Laser Jet Color Printer Black: 20 ppm or above Color: 16 ppm or above Black: at least 600 dpi Color: at least 4,800 x 1,200 dpi Support USB 2.0 Support Wireless Print Bundled with USB Cable 3 Years Onsite Warranty Information Technology Resource Centre Page 34

35 Schedule 6: Quotation Items Description No. 1.1 Deskop Computer - Windows (Intel Pentium) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 35

36 Items Description No. 1.2 Deskop Computer - Windows (Intel Core i3) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 36

37 Items Description No. 1.3 Deskop Computer - Windows (Intel Core i3, Win7Pro) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Optional items: Processor Upgrade to Intel Core i or equivalent, extra HK$ Memory Upgrade to 8GB RAM, extra HK$ Hard Disk Upgrade to 1TB 7200RPM SATA Hard Drive, extra HK$ Warranty Upgrade to 5 Years Onsite Warranty, extra HK$ Information Technology Resource Centre Page 37

38 Items Description No. 2.1 Notebook Computer - Windows (Intel Pentium) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 38

39 Items Description No. 2.2 Notebook Computer - Windows (Intel Core i3) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 39

40 Items Description No. 2.3 Notebook Computer - Windows (Intel Core i3, Win7Pro) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Optional items: Processor Upgrade to Intel Core i5-6200u or equivalent, extra HK$ Memory Upgrade to 8GB RAM, extra HK$ Hard Disk Upgrade to 1TB 7200RPM SATA Hard Drive, extra HK$ Warranty Upgrade to 5 Years Onsite Warranty, extra HK$ Information Technology Resource Centre Page 40

41 Items Description No. 3.1 Tablet Computer - Android Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 41

42 Items Description No. 3.2 Tablet Computer - Windows Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Information Technology Resource Centre Page 42

43 Items Description No. 3.3 Tablet Computer ios (7.9 ) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Optional item: Storage Upgrade to 32GB Storage, extra HK$ Information Technology Resource Centre Page 43

44 Items Description No. 3.4 Tablet Computer ios (9.7 ) Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin Optional item: Storage Upgrade to 64GB Storage, extra HK$ Information Technology Resource Centre Page 44

45 Items Description No. 4 LED Monitor Please state the Detail Specification, Warranty & Delivery Time of your offer: Unit Price (HKD) Brand/Model and place of Origin 5 Printer Please state the Detail Specification, Warranty & Delivery Time of your offer: Information Technology Resource Centre Page 45

46 Schedule 7: Form of Proposal 1. Having read the Terms, the General Conditions of Contract and the Special Conditions of Contract set out hereof, I/We agree to be bound by the terms and conditions as stipulated therein. 2. I/We the undersigned/limited Company herewith mentioned agree to carry out the whole of the Services mentioned in the above Schedule which may, during the Contract period or any extension there to be required, by or on behalf of ITRC Representative to be carried out, at the charges quoted by me/us in the Schedule subject to and in accordance with the Terms of Tender, the General Conditions of Contract, the Special Conditions of Contract and addendum to these terms and conditions. 3. I/We declare that I/We am/are Hong Kong resident(s)/non-hong Kong resident(s). [please delete where inappropriate] having regard to the definition of Non-resident in the INTERPRETATION Section. Name of Tenderer: Fax No.: Telephone No.: Registered office is situated at: Authorised Signature: (Name in Block Letters) ( ) Company Chop : Date: Information Technology Resource Centre Page 46