INVITATION TO TENDER

_______________________________

PROVISION OF
MOBILE TELEPHONE AND
MOBILE DATA SERVICES
_______________________________

SEPTEMBER 2014
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 1: TENDER SUMMARY

1.1 INTRODUCTION

Luteaim Limited invites suppliers to respond to this Invitation to Tender (ITT)

document for the provision of a mobile telephone and iPad contract for a period of
2 years. The Company wishes to address both commercial and operational benefits
of entering into a single contract with a supplier for the provision of both services.

Luteaim Limited is committed to utilisation of a variety of technology solutions to

improve efficiency and minimise costs. The technology deployed must be able to
meet the information flow between the organisation and its geographically
dispersed operations.

1.2 PROJECT DELIVERABLES

• Single service provider for all devices

• Continual monitoring of rental and tariff charges

• Single bill facility

• Migration of service from existing network operator to alternative (if

required)

• Choice of mobile phone devices, value-for-money solutions

1.3 TERMS OF REFERENCE

Information provided in this document relate to equipment and services has been
included in the ITT document to assist respondents to provide a detailed and
comprehensive response that will ensure a clear indication of the nature and types
of services provision being proposed.

1.3.1 DOCUMENT PURPOSE

The purpose to this document is to provide each respondent with equal

opportunity to construct a detailed response in line with the overall objectives of
this particular project, to gain an understanding of the service providers available
for deployment and their associated support services. To assist facilitation of this
Luteaim Limited has provided point of contact details including an email address
to be used in the event of queries arising from the ITT document.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

Whilst high and low level technical explanations and documents are anticipated as
a result of the ITT, it is desirable that the main body of management summaries
should remain jargon free, providing a clear and concise view of detailed
proposals.

1.3.2 BRIBERY

It has not offered or given, and will not offer or give, directly or indirectly, any bribe
or other improper benefit or advantage to any individual.

Luteaim Limited expects the tenderer

• To have acted, and will continue to act, at all times honestly and fairly.

• Has not acted, and will not act, dishonestly to cause loss to any party or to
deprive any party of its rights.

• Has not authorised or turned a blind eye to, and will not authorise or turn a
blind eye to, any corruption.

1.3.3 CONFIDENTIALITY

Tenderers are asked to highlight information that they include in their tender
which they consider to be commercially sensitive or confidential nature and should
state the reasons why that view has been taken.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 2: EXISTING SERVICE/DEPLOYMENT

2.1 EXISTING MOBILE TELEPHONE CONTRACT

The existing mobile telephone contract is currently due for renewal. Total call
spend per month (excluding VAT) currently averages out at £585.92 per calendar
month and this includes a shared allowance of 5000 UK minutes and 5000 text
messages, which is not exceeded. Each smartphone has 1GB of 3G data per month
and preferential international calling rates.

The Company at present has two iPad Airs with 3G connections each with 1GB of
data per month.

2.1.1 EXISTING EQUIPMENT HELD

Luteaim Limited currently has 32 mobile phones on its account.

• Standard Mobile Connections × 14

Samsung Solid B2100
All hardware is due to be refreshed and upgraded to smartphone

• iPhone 4S/5 Connection (not currently connected to 4G) × 16

All hardware is due to be refreshed

• iPad Air with Data (3G access, not currently connected to 4G) × 2
Current hardware will be retained

2.1.2 EXISTING PROVIDER

Luteaim Limited is currently using the O2 network, but is prepared to consider any
network with excellent coverage and reliability of service.

The above numbers may change slightly between the development of the ITT
documentation and award of the contract, these details will be discussed and
confirmed at time of contract agreement.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 3: ITT TIMESCALES

3.1 ITT TIMESCALES

• Advertising of ITT Wed 24th Sep 2014

• Tenderers submission deadline Wed 8th Oct 2014

• Supplier Discussion, if required 8th Oct – 13th Oct 14

• Award of Contract Mid October 14

3.2 ITT RETURNS

Tenders must be submitted online at

http://www.county-rental.co.uk/tenders/mobile-phones

to arrive NO LATER THAN midday Wednesday 8th October 2014 UTC+1.

The onus is on the tenderer to ensure fully completed submissions are received
before the specified time. LATE TENDERS WILL NOT BE ACCEPTED.

Failure to submit the information requested within the ITT, in the correct format,
will eliminate the Tenderer from the process.

Luteaim Limited is not bound to accept the lowest or any tender, nor will the
Company be liable for any expenses incurred in the preparation of the tender.

Luteaim Limited reserves the right to choose the supplier which it feels best meets
the needs of the Company.

Tenderers are advised that if they feel it necessary to contact the Company at any
time prior to the submission, the preferred contact is:

Name: Rob Hardman

Email: rob.hardman@county-rental.co.uk
Tel: 0161 475 7404

Please note, although clarification on any details of the ITT can be discussed with
potential suppliers, no advice on proposals will be given, thus ensuring all
competitors will have equal opportunity of being awarded the contract.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 4: TENDERERS RESPONSE

Tenderers must respond to all items in this section, failure to do so may exclude
them from further consideration by the Company.

4.1 MANAGEMENT SUMMARY

4.1.1 Company Profile

4.1.2 Network and Product overview

4.1.3 Benefits of organisation’s proposals

4.1.4 Future direction of mobile technologies

4.1.5 Details of 3 clients we can contact for references; preferably private sector
organisations of similar size.

4.2 COVERAGE

Tenderers must be able to demonstrate that any network provider they propose to
use can provide coverage throughout mainland UK and particularly in North West
England and North Wales. Demonstration should be via maps of North West
England and North Wales.

Details of installation of additional transmission masts, or mast sharing within the

North West England and North Wales within the next 2 years.

4.3 PRODUCT RANGE

• Product range and functionality

• Accessories available
• Tender document must include details of additional costs if package
allowances are exceeded.

4.4 PRODUCT REQUIREMENT

Attached as Appendix A is a list of the phones and iPad requirements and

specifications. The Company is also considering purchasing its own
handsets carrier-unlocked and therefore a separate “SIM only provision”
matrix should also be provided by the tenderer.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

4.5 PORTING/NETWORK MIGRATION

Those quoting should be prepared to administer the porting exercise, if it is

necessary to transfer to a new provider. Quotes should be on the basis of retention
of existing numbers.

4.6 POINT OF CONTACT/ACCOUNT MANAGER

Tenderers should be able to provide a dedicated point of contact or account

manager who can deal with faults, queries, upgrades etc.

4.7 ACCEPTANCE OF TEST PERIOD

Those quoting, or their providers, should be prepared to allow an acceptable test

period of 2 weeks during which the service and coverage may be confirmed as
satisfactory. Should the service or coverage fail to be satisfactory the Company
shall have the right to cease the agreement forthwith at no cost or detriment to the
Company.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 5: FINANCIALS

5.1 CURRENT MOBILE PHONES

Whilst Tenderers can see our current inventory in 2.1.1 of this ITT, suppliers are
asked to quote for the attached list of phones (see Appendix A) or they may submit
an alternative to this if they feel it could offer greater benefits to Luteaim Limited.

5.1.1 COSTING MATRIX

Please provide sufficient information to allow comparisons on the following

• Sign up fees
• Replacement device purchase costs
• Additional device purchase costs, both tethered to new line and standalone
• Range of handsets/accessories and associated costs
• Optional upgrades to high specification phones
• Monthly line Rentals
• Inclusive Minutes
• International Traveller
• Unlimited calling between connections in contract
• Unlimited calls to land line Company office numbers (max 10)
• Cost of text messaging
• Cost of photo messaging
• Cost of accessing voicemails
• Cost of downloads
• Cost of 4G access (where not included by default)
• Ability to cap calls at a particular limit e.g. £15.00
• In particular the Company feels it would benefit greatly from pooled
minutes, texts and would look favourably on a supplier who can provide
these options (telephones only).
• In particular the Company feels it would benefit greatly from pooled (or
unlimited) data allowances and would look favourably on a supplier who
can provide these options (capable devices only).

For comparison purposes, Company would like the tenderer to supply two
matrixes;
• One based upon supplier provision of refreshed or upgraded hardware as
indicated in section 2.1.1
• One based upon supply of SIM-only services for hardware indicated in
Appendix A (one-month, 12 month and 2 year contract options).
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

5.1.2 INSURANCE

Tenderers are asked to include details of cost (if any) for lost, stolen or replacement
equipment for both mobile phones and IPads.

In regard to the iPhones and iPads, please detail the cost (if any) of ‘AppleCare’
insurance for the second year.

5.1.3 BILLING

Ability to provide fully itemised bills and attach examples of the same.
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

SECTION 6: EVALUATION CRITERIA

Tenders will be evaluated according to the criteria detailed below:

PRICE – 40%
This will consider the total cost to the Company for the period of the 2 year
contract.

COVERAGE – 35%
Tenderers must be able to demonstrate that any network provider they propose to
use can provide coverage throughout mainland UK and particularly North West
England and North Wales. Demonstration should be via maps of North West
England and North Wales.

QUALITY – 25%
This will assess:
• Experience of project team in delivering similar projects. 5%
• Experience of supply, installation and commissioning of similar products
and services. 5%
• Service Backup, ability to report faults, response times. 5%
• Ability to deliver the project aims. 10%
Luteaim Limited ITT Mobile Telephone and Data Services Sep-14

Appendix A

MOBILE PHONE SPECIFICATION

NUMBER OF PHONES SPECIFICATION

14 Basic 3G/4G smartphone capable of enrolment in Exchange

ActiveSync and Mobile Device Management (MDM).

Screen size is important as staff will be using the phone for

viewing emails and accessing web based Company software.

Some staff have a requirement to use a camera as part of their

job and a phone with a good camera would be beneficial to
some users.

Examples: iPhone 5c, iPhone 5S, Nokia Lumia 635

16 Premium iPhone handset for senior management and Directors.

Examples: iPhone 6, iPhone 6 Plus

One handset to be supplied carrier-unlocked.

IPAD SPECIFICATION

NUMBER OF IPADS SPECIFICATION

Currently 2, which will be iPad should be WiFi and 3G.

retained.
At least 2GB of data download and 1GB of data upload per
Up to 15 new devices calendar month.
added during contract
period Please detail clearly cost of any additional GB used and specify
whether this is for downloads, uploads or both.