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| back Office of the Houses of the Oireachtas Leinster House, Dublin 2, Ireland Request for Tenders for Lotus Notes Upgrade to R5 Audit existing Lotus Notes 4.6 / Domino 4.6 system and produce an implementation plan (with recommendations) for migration from flat naming to hierarchical naming, and migration to Notes R5 for servers and clients, and to assist with the implementation of the plan. Issued: 24 July 2001 Background The Office has approximately 600 users (including members of both Houses of the Oireachtas) of Notes 4.6.x. A Notes flat naming system is in use. Lotus Notes systems are mission critical to the operations of the Houses, and members' offices. There are over 500 users of Notes on the local area network, using Windows 95, Windows NT and Windows 2000. There are also over 100 remote users of Lotus Notes, who access the network using ISDN routers (many users will use both remote and LAN means of access). There are also a small number of users who dial in using analogue lines direct to the Domino servers. Users generally use the Notes client to access Notes databases, e-mail etc. There are 8 servers also running Domino 4.6.x on Windows NT servers. Some Notes databases are replicated to certain government departments (Debates and Matters for Answer), and there are also a certain number of mail-in databases. Most databases are fairly straightforward. Lotus Notes is the main e-mail system in use in the Office. E-mail is scanned for viruses. Requirement The Office of the Houses of the Oireachtas wishes to invite tenders, subject to the usual conditions, for the following. A Lotus Notes system audit, deliverables will include an implementation plan for:
Following the audit, assistance may be required (on an agreed phased basis) for implementation of the plan, that is,
The person or persons working on this project will be required to work in conjunction with Oireachtas IT staff. Queries, and submitting tenders Please address any queries, and address your tenders, to:
E-mail: lmoore@oireachtas.ie Tel: 01 618 3932 Fax: 01 618 4124 Tenders submitted by e-mail should be confirmed by post. Format of tender Tenders should include:
Please also supply an estimate of the number of days likely to be required. Tenders should supply CVs, including relevant experience and certification / qualifications, for the people cited in your tender document as being involved in the project. Qualifying criteria Tenderers intending to submit proposals in response to this Request for Tenders should ensure that they:
Only those proposals which satisfy all of the above qualifying criteria, will be eligible for further evaluation. Evaluation of Tenders and Award criteria The contract will be awarded from the qualifying tenders on the basis of the most economically advantageous tender by applying the following award criteria:
Conditions of Tender The Office of the Houses of the Oireachtas will accept no responsibility for any costs incurred in formulating or presenting proposals. The Office of the Houses of the Oireachtas reserves the right to use more than one supplier for this project. Tenders which are delivered late will not be considered. If appropriate, withholding tax will be deducted from payments, and will be remitted to the Revenue Commissioners. This tax is refundable, subject to certain conditions, on application to the Revenue Commissioners, Dublin Castle, Dublin 2. Companies may submit more that one proposal if they wish. Confidence All information provided by suppliers will be treated in strict confidence, subject to the Freedom of Information Act, 1997. Similarly, the Office of the Houses of the Oireachtas requires that all information provided pursuant to the invitation to tender will be treated in strict confidence by suppliers Freedom of Information 1 The Office of the Houses of the Oireachtas proposes that the following information relating to this tender competition will be made available on request: (a) qualitative selection criteria (b) award criteria (c) detailed reasons to unsuccessful candidates as to why their application was rejected. The Office undertakes to hold confidential any information provided by you in this tender subject to: (a) disclosure of the information specified at 1 above as liable for release to the public, and (b) the Office's obligations under law, including the Freedom of Information Act, which came into force on 21 April, 1998. You are asked to consider if any of the information supplied by you in this tender should not be disclosed because of its sensitivity, other than that referred to at 1 above. If this is the case, you should, when providing the information, identify the sensitive information and specify the reasons for its sensitivity. The Office will consult with you about sensitive information before making a decision on any Freedom of Information request received. If you consider that none of the information supplied by you is sensitive, please make a statement to that effect. Such information may be released in response to an FOI request. Tax Clearance In the case of contracts of a value of £5,000 (incl. VAT) or more within a 12 month period, before a contract is awarded the successful contractor (and agent, where appropriate) will be required to promptly produce a Tax Clearance Certificate. Also, contractors must retain records of tax reference numbers for any subcontractors where payments exceed £500 (incl. VAT). A successful non-resident contractor or subcontractor will be required to produce a statement from the Irish Revenue Commissioners. Application may be made in a standard form which will be provided to the successful tenderer in due course. Where a Tax Clearance Certificate expires within the course of the contract, the Office reserves the right to seek a renewed certificate. All payments under the contract will be conditional on the contractors being in possession of a valid certificate at all times. EU Council Directive 93/36/EEC Tenderers to whom any of the circumstances listed in paragraph 1 of Article 20 of EU Council Directive 93/36/EEC (co-ordinating procedures for the award of public supply contracts) apply will be excluded from this competition. The said circumstances are outlined below. Extract from Article 20, Paragraph 1 of EU Council Directive 93/36/EEC of 14 June 1993 co-ordinating procedures for the award of public supply contracts: Article 20 1. Any supplier may be excluded from participation in the contract who: (a) is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors, who has suspended business activities or who is any analogous situation arising from a similar procedure under national laws and regulations; (b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or of any other similar proceedings under national laws and regulations; (c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata; (d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify; (e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority; (f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority; (g) is guilty of serious misrepresentation in supplying the information required under this Chapter. Contract Detailed contractual arrangements are not within the scope of this RFT. However the following conditions should be noted:- Any conflicts of interest involving a contractor (or contractors in the event of a consortium bid) must be fully disclosed to the Office of the Houses of the Oireachtas, particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tenderer. Any registerable interest involving the contractor and the Ceann Comhairle or Cathaoirleach of the Seanad, members of the Government, members of the Houses of the Oireachtas, employees or officers of the Office of the Houses of the Oireachtas or their relatives must be fully disclosed in the response to this RFT, or should be communicated to the Office immediately upon such information becoming known to the contractor, in the event of this information only coming to their notice after the submission of a bid and prior to the award of the contract. The terms 'registerable interest' and 'relative' shall be interpreted as per section 2 of the Ethics in Public Office Act, 1994. |
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