Not Possible - if this is available Enter 0 if this is not available.

Project Specific Requirements

Enter 8 if this is available Enter 0 if this is not available.

9. Not Possible

Where the requirement cannot be met by your proposed solution this must be clearly identified. Weighting 8.58%

Evaluation criteria for this question:

 A maximum mark of 36 is available for this question consisting of a combined score of 1,2,3,4,5,6,7 and 8.

Points will be awarded as follows:

Score 3: Full score of 36 marks is achieved. Score 2: Marks between 24 and 36 are achieved. Score 1: Marks between 12 and 24 are achieved Score 0: No marks (0) are achieved

E07: Proposed Solutions- Testing

Please provide comprehensive details of your testing strategy. Evaluation criteria for this question:

 Clearly define what type testing will be carried out.

 Define when testing will be carried out to include post implementation frequency.

 Define what type of test tools will be used. Your response must be:

 Maximum 4 sides of A4, font size 10

Please upload a document with the filename: E07_Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Evaluation criteria for this question:

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 1: Partially covered the areas specified in the evaluation criteria but lacking information or detail on a number of areas and/or demonstrates only the minimum acceptable standard in a number of areas.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E08: Proposed Solutions- Acceptance Procedures

Please provide details of your Acceptance Procedures for each stage of the project Your response must be:

 Maximum 3 x 1 side A4, font size 10

Please upload a document with the filename: E08_Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 4.29%

Evaluation criteria for this question:

 Tenders should provide a summary of their proposed Acceptance Procedures

 Provide a list of each Acceptance Procedures lined to each of the project‟s milestones and should specify the type of Acceptance testing being used.

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E09: Proposed Solutions- Service Management

Please provide details of your Service Management Strategy, which should be in accordance with ITIL (or equivalent standard) and should demonstrate how the service would be effectively managed and

80 Your response must be:

 Maximum 6 sides of A4, font size 10

Please upload a document with the filename: E09.Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 4.29%

Evaluation criteria for this question

Your response should as a minimum include details of:

 Your solution for the handling of incident, problems and defects (including your release procedures) logged by the Authority, including proposed SLAs for response and resolution broken down by Severity level, and your standard internal escalation procedures. Your solution and SLAs should recognise the business critical operations of RBG Kew and the business operating hours;

 Details of your proposed Service Desk function including hours of operation and standard SLAs and details of how the Service function will operate outside of standard business hours (e.g. credits for business critical support at weekends/public holidays);

 Details of any relevant industry standards;

 Details of your standard provision for the service management elements listed below; • Change and Release Management;

• Configuration Management (including software); • Availability Management;

• Capacity Management; • Service Level Management; • Continual Service Improvement;

 Your solution to enable authorised RBG Kew staff to have real-time read-only access to all service management systems used in the provision of the services;

 The service reporting information you will provide together with an example of a standard report.

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E010: Proposed Solutions- Training

Your response must be:

 Maximum of 2 sides of A4, font size 10

Please upload a document with the filename: E010.Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 1.72%

Evaluation criteria for this question

 Response should include proposals for delivering training to both internal and external users.

 Proposed timetable for training

 Any additional recommendations for implementing training. Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E011: Proposed Solutions - Documentation

Please detail the documentation which would be supplied to RBG Kew with the completed solution Your response must be:

 Maximum 1 side of A4, font size 10

Please upload a document with the filename: E011_Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 0.86%

Evaluation criteria for this question

Response should include details of documentation in relation to:

 Operational manuals

 Guarantees

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E012: Proposed Solutions - Stakeholder Strategy

Please provide details of your Stakeholder Strategy which should clearly identify how and when you would expect to engage with Key stakeholders at RBG Kew

Your response must be:

 Maximum 3 sides of A4, font size 10

Please upload a document with the filename: E012 Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 1.72%

Evaluation criteria for this question

 Submission should include a purposeful example of how to identify key Kew stakeholders.

 Proposals to engage with stakeholders during the implementation phase and post implementation phase.

 Proposals for ongoing stakeholder engagement throughout the life of the contract. Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E013: Timetable and Methodology - Programme

Please upload a document with the filename: E013 Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted

SUBMIT PROGRAMME IN BOTH PDF FORMAT SUITABLE FOR LEGIBLE PRINTING AT A3, LANDSCAPE AND IN MS PROJECT ENSURING THE DOCUMENT IS SAVED AS 2007 FORMAT ONLY

Weighting:3.5%

Evaluation criteria for this question

 Tenderers submission needs to be sufficiently detailed to ensure that the supporting actions to deliver key project milestones can be fully understood.

 Please also show any impact on the programme if the options identified in the statement of requirements were excluded.

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E014: Timetable and Methodology - Delivery

Please provide your outline methodology, for the delivery of the project in accordance with your Project Programme.

Your response must be:

 Maximum 4 sides of A4, font size 10

Please upload a document with the filename: E014 Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 3.5%

Evaluation criteria for this question

 Submission should clearly explain the impact if any of the options identified in the Statement of Requirements were excluded from the project

84 Score 3: Comprehensive response effectively demonstrating all aspects of the

evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E015: Project Management

Please describe the Project management approach you would intend to deploy on this project. ( Note RBG Kew employ a Prince2 approach and any proposed change would need to be fully explained and highlight the benefits to the project).

Your response must be:

 Maximum 3 sides of A4, font size 10

Please upload a document with the filename: E015 Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 2%

Evaluation Criteria

 Outline proposal for project management in order to deliver project on time and within budget

 Identify key steps involved in the process

 Provide an example project plan. Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E016: Risk Management

Please provide a project risk register.

Your response must be:

 Maximum 3 sides of A4, font size 10

Please upload a document with the filename: E016 Your Company Name.

Your company name, logo, or any reference that indicates who the bid is from must NOT appear in the documentation submitted.

Weighting: 5%

Evaluation criteria for this question

 Tenderers should provide a risk register to include:

o The key project risks

o Proposed ownership of risks

o Mitigation strategies Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

E017: Presentations and Demonstrations

Annex 1 contains 3 scenarios which you are required to use to demonstrate the effectiveness of your proposed solution to the Evaluation Panel at a meeting to be held at RBG Kew.

You are required to provide three presentations in total, one for each scenario to the evaluation panel. Each presentation must not exceed 15 minutes in length.

Weighting : 20 %

Each presentation will be scored at 6.66 %

Points will be awarded as follows:

Score 3: Comprehensive response effectively demonstrating all aspects of the evaluation criteria to a high standard.

Score 2: Effectively demonstrated the majority of aspects in the evaluation criteria with only a few minor gaps in the response, or a small number of areas

demonstrated at a lower standard.

Score 0: Insufficient evidence provided to demonstrate ability to deliver the project requirements

ONLINE COMMERCIAL QUESTIONNAIRE

1. Tenderers must insert their pricing proposal in the Online Commercial Questionnaire on the Authority‟s e-Tendering System. The price evaluation is described as follows:

For evaluation purposes, the commercial evaluation will be based on the Total Lump Sum Cost for this contract.

As described in the section 3 of this ITT specification of requirements, tenderers have four options with regards to pricing, to consist of the following:

1. The core service to include the services that are included in groups 1,2, 3, 6 and 7

2. The core services that are included in groups 1,2,3,6 and 7 plus the addition of option 4 – Mobile.

3. The core service to include the services that are included in groups 1, 2, 3, 6 and 7 plus the addition of option 5 – Ticketing.

4. The core service to include the services that are included in groups 1, 2, 3, 6 and 7 plus the additional options of 4 - Mobile and 5 - Ticketing.

All tenderers should complete option 1 and thereafter can choose to price options two, three or four. Tenderers should note that the Authority intends to evaluate all bids submitted for each option submitted, i.e. Option One submissions with Option One submission etc. The Authority reserves the right to select whichever option meets the service requirements to fulfil the contract.

The maximum marks available will be 30% and will be awarded to the cheapest proposal submitted by the Tenderer. The remaining Tenderers will receive marks on a pro rata basis from the cheapest to the most expensive of the total lump sum cost provided.

Tenders are required in complete all the requirements that are listed in the pricing schedule. 2. The price evaluation will be scored as follows:

The maximum marks available for this part of the Tender will be 30% and will be awarded to the cheapest price submitted by the Tenderer for each of the four options. The remaining Tenderers will receive marks on a pro rata basis from the cheapest to the most expensive price.

The total price submitted by the Tenderer as part of the online Commercial Questionnaire will be used for the purpose of this evaluation.

The calculation used is the following:

Score = Lowest Tender Price x [30] (Maximum available marks) Tender Price

For example, if three Tender Responses are received and Tenderer A has quoted £3,000 as their total price, Tenderer B has quoted £5,000 and Tenderer C has quoted £6,000 then the calculation will be as follows:

Tenderer A Score = £3000/£3000 x 30 (Maximum available marks) = 30 Tenderer B Score = £3000/£5000 x 30 (Maximum available marks) = 18 Tenderer C Score = £3000/£6000 x 30 (Maximum available marks) = 15 .

Option 1

Core pricing submission to include service specified in Group 1, 2, 3, 6 and 7. Individual service Elements Price

Initial set up costs.

Labour / human resources Licensing costs

Cloud/ server costs Any additional services (please provide commentary relation to these services if necessary)

Total lump sum cost to be evaluated

Option 2

Core pricing submission to include service specified in Group 1, 2, 3, 6 and 7 plus the addition of Option 4 - Mobile.

Individual Service elements Price Initial set up costs.

Labour / human resources Licensing costs

Cloud/ server costs Any additional services (please provide commentary relation to these services if necessary)

Option 4 - Mobile

Total lump sum cost to be evaluated

88 Option 3

Core pricing submission to include service specified in Group 1, 2, 3, 6 and 7 plus the addition of Option 5 - Ticketing.

Individual Service elements Price Initial set up costs.

Labour / human resources Licensing costs

Cloud/ server costs Any additional services (please provide commentary relation to these services if necessary)

Option 5- Ticketing

Total lump sum cost to be evaluated

Option 4

Core pricing submission to include service specified in Group 1, 2, 3, 6 and 7 plus the addition of Option 4 - Mobile and Option 5 - Ticketing.

Individual Service elements Price Initial set up costs

Labour / human resources Licensing costs

Cloud/ server costs Any additional services (please provide commentary relation to these services if necessary)

Option 4 - Mobile Option 5 - Ticketing

Total lump sum cost to be evaluated

In addition please provide a payment plan that is based on your programme that you have provided in question E013 of the technical evaluation.

APPENDIX A

In document INVITATION TO TENDER (ITT) TENDER FOR CUSTOMER RELATIONSHIP MANAGEMENT (CRM) SYSTEM AT ROYAL BOTANIC GARDENS KEW. TENDER REFERENCE: OMNICOM 16837 (Page 78-89)