EForms Request For Quotation

Royal Borough of Kensington and Chelsea
Corporate Services - ISD

Town Hall
Hornton Street
London
W8 7NX
REQUEST FOR QUOTATION

Provision of eForms for Council website
25th January 2011
Request for Quotation:
eForms package for Council website
1. Request for Quotation

1.1.
Summary
This invitation is for the submission of a quotation issued by the Royal
Borough of Kensington and Chelsea (the Council) for the provision and
installation of an electronic Forms (eForms) software package for the
Councils website.
Subject to approval, the final contract may be let directly with the
preferred quotes with which the Council believes it will obtain best value.
Nothing contained in this document is intended to create a contract
between you and the Council.
These documents are being made available on the condition that they are
used solely in connection with this Request For Quotation (RFQ), and no
other purpose.
1.2.
Scope
Transactional processes have been hosted on the Council website since
the early days of the website. These have included the ability to make a
variety of payments e.g. Council Tax and Parking fines, which total over
10 million per annum.
There are also forms that allow people to report various incidents to the
council e.g. faulty street lights, graffiti etc. It has long been the aspiration
to host end to end transactional processes on the website. This has not
been achieved due to the expensive nature of the product sets on the
market or the time consuming and resource heavy demands of
developing in-house.
Non-transactional forms are also hosted on the website however these
are held as either pdf documents or Word forms with the only benefit
being that the customer can download and print them in their own time.
The Councils website (www.rbkc.gov.uk) runs on Alterians Immediacy
CMS and uses VLS streaming server for video and audio content.
The eForms package will need to fit with the technical architecture at
RBKC. This is outlined in the System Supply Agreement document.
Suppliers should be able to outline a solution that includes the proposed
software and consultancy support that will be provided.
1.3.
Structure of Documents
eForms Request for Quotation: Issue v1.0
Page 2 of 9
The Quotation documents are divided into 5 sections:
Instructions for Quote

Appendix A: Specification of Requirements
Appendix B: Pricing Matrix
Appendix C: References
Appendix D: Terms and Conditions
2. QUOTATION REQUIREMENTS
2.1.
Conditions of Quotation
A supplier requiring clarification of the Quotation Request must email the
Council. The Primary contacts are:
Laura Andrews, Project Support, email address:

Laura.Andrews@rbkc.gov.uk
Keith Rangasamy, Lead Project Manager, email address:
Keith.Rangasamy@rbkc.gov.uk
The Council will use reasonable endeavours to answer all written

enquiries prior to quotations being submitted. However, the Council will
not be bound to respond to any request for clarification of the Quotation
Requests which are received later than 8th February.
Quotation prices shall be in pounds sterling.
Quotations for the provision of an eForms package remain valid for 90
calendar days and fixed for 12 months/ the duration of the contract. A
quotation expressed to be valid for a shorter period may be rejected by
the Council.
The quotation must be received via email (preferably) or post no later
than 12 noon on 14th February 2011. Any quotation received after this
time will be rejected by the Council.
All information contained in the Quotation Request shall, subject to
paragraph 2.5 below be treated by the parties as confidential.
2.2.
Costs and Expenses

The supplier is responsible for preparing all information necessary for the
preparation of its quotation and all costs, expenses, and liabilities
incurred shall be the responsibility of the supplier. Further, it is the
responsibility of the suppliers to obtain for themselves, at their own
expense, any additional information necessary for the preparation of their
quotation.
Page 3 of 9
2.3.
Alternative Quotations
Should the supplier consider that it could offer any advantage to the
Council, it may submit alternative quotations to the base quotation
required by the quotation documents and state the technical and/or
economic advantages of such alternative quotations. Alternative
quotations will not be considered, however, unless the base quotation is
fully or substantially responsive to the requirements of the quotation
request documents.
2.4.
Changes to RFQ
The Council reserves the right to make changes to the RFQ and issue
supplementary instructions at any time. Under no circumstances shall the
Council incur any liability in respect of such events.
2.5.
Freedom of Information Act

The Council is subject to the provisions of the Freedom of Information Act
2000 and the Environmental Information Regulations 2004 (FOI). If the
supplier considers that any information supplied by him is either
commercially sensitive or confidential in nature, this should be highlighted
and the reasons for its sensitivity given. In such cases the relevant
material will, in response to FOI requests, be examined in the light of the
exemptions provided for under FOI.
Suppliers shall treat all information supplied by the Council in connection
with this RFQ as confidential. Information may be disclosed by suppliers
insofar as is necessary for the preparation, submission, and evaluation of
quotes.
2.6.
Specification of Requirements
The Specification describes the software requirements required to provide
the eForms package. The Supplier should detail in full their proposals as
to how they will provide/supply the software described in Appendix A and
services to support the implementation. The proposal should be in bullet
points only and should outline how each of the requirements will be met.
2.7.
Completion of the Price Schedule

Suppliers must fully complete the pricing schedule in Appendix B. Any
additional services the Supplier wishes to add to the quotation must be
highlighted in a separate matrix. Where applicable, any maintenance or
ongoing costs over the life of the contract should also be identified and
added into the final contract price.
Page 4 of 9
All prices submitted shall be in pounds sterling, excluding VAT. Travel,

delivery costs and any other expenses will also be included in the price.
Unless otherwise stated, payment frequency will be in accordance with
the applicable contract terms
2.8.
References
Please identify three local authority reference sites (where possible) and
contacts where you have provided similar software and services in
Appendix C.
2.9.
Terms & Conditions

The offer made by the supplier is intended to be made in strict
accordance with the terms and conditions in Appendix D.
The Council reserves the right not to accept conditional quotations.
The Supplier must confirm they adhere to the terms and conditions
provided.
2.10.
Evaluation and Comparison of Quotations

The Council does not bind itself to accept the lowest or any Quote.
Subject to the above the Council will award the contract to the supplier
whose quotation has been determined by the Council to demonstrate the
best value on the basis of Most Economically Advantageous Tender.
The evaluation process will be as follows:
The Council is seeking bidders with a proven track record of implementing
eForms systems into local authorities in the UK, and who are able to
demonstrate successful data cleansing prior to migration of data based on
the solution outlined in the Statement of Requirements.
Quotations will be assessed in an evaluation process based on quality and
price and the Contract will be awarded to the supplier submitting the
most economically advantageous offer assessed on this basis.
Each quotation submission will be assessed based on the extent to which
the submission meets fully the essential or must have and desirable
requirements, those indicated as should have or could have. Each
element of the essential and desirable requirements will be scored and
scores added to arrive at a total score for the essential requirements and
a total score for the desirable requirements.
Page 5 of 9
The Council expects suppliers proposals to meet a minimum of 90% of

essential requirements and 85 % of desirable requirements. Suppliers
that are able to meet the 90% essential requirements AND 85% of the
desirable requirements shall move to a second stage of the evaluation
process. Suppliers that are unable to meet the percentage thresholds
shall be rejected.
In the event where no one of the suppliers is able to meet the minimum
thresholds then the Council shall add the scores for the essential and
desirable requirements and move a maximum of two suppliers to the
second stage of the evaluation process, as follows:
Suppliers scoring maximum number of marks with the highest percentage
for essential requirements shall be moved to the second stage in
preference to suppliers who achieve low scores on the essential
requirements.
Where more than one supplier proposal meets 90% of the essential
requirements and 85% of the desirable requirements the suppliers pricing
schedule shall be evaluated to assess the cost of the software and service
plus the support and the ability to meet the timescales. The Suppliers
proposals that provide the most economically advantageous cost
proposals shall be awarded the contract.
In addition to the above process, the Council shall also assess the
financial standing of the suppliers and assess the financial and operational
risk to the Council.
The Council reserves the right to discuss with bidders post evaluation
process.
APPENDIX A Statement of Requirements
See Attached:
Statement of Requirements
eForms Statement of
Requirements.docx
Page 6 of 9
APPENDIX B Pricing Matrix
Product/Service
Requirement
Cost
Quantity
Number of Days
Maintenance
(if applicable)
(if applicable)
(if applicable)
eForms product
eForms licences (if
applicable)
Training (number of
days/price per day)
Installation (number
of days/price per day)
Consultancy (number
of days/price per day)
Initial 12mth support
& maintenance
contract
Subsequent 12mth
support &
maintenance contract
Bespoke change
requests (if
applicable)
TOTAL
Page 7 of 9
APPENDIX C Reference sites
Organisation:
Address:
Contract Name:
Telephone No:
E-mail Address:
Approximate Value:
Organisation:
Address:
Contract Name:
Telephone No:
E-mail Address:
Approximate Value:
Organisation:
Address:
Contract Name:
Telephone No:
E-mail Address:
Approximate Value:
Page 8 of 9
APPENDIX D Terms and Conditions

See attached System Supply Agreement
eForms IT System
Supply Agreement.docx
Page 9 of 9

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Royal Borough of Kensington and Chelsea

Corporate Services - ISD

REQUEST FOR QUOTATION

Request for Quotation:

eForms package for Council website

1. Request for Quotation