Invitation to Tender for Network Connectivity and Telephony provision and support.

Introduction

Warminster Town Council are inviting tenders from competent interested parties for network connectivity and telephony provision and support for the next 5 years.

Warminster Town Council currently have 16 managed works stations with a further 14 users needing support on non-council devices. There are also leased lines, PSTN lines alongside various licences and domains. See schedule below.

Schedule

Please see below table of current provision.

Security

Tenderers must provide comprehensive security appropriate for a council.

Financial Information

Tenderers are required to submit detailed costings explaining how they propose to manage the existing schedule.

Timeline

w/c 4^th August 2025 tender documents made available

12.00 noon, Friday 5^th September 2025 tender closes.

w/c 29^th September winning tenderer informed.

Tender Submissions

Warminster Town Council require tenderers to submit a tender with a covering letter and include detailed costings with full explanations of what is included within the tender. The tender should also include evidence of previous work with references. Plus, anything else the tenderer deems appropriate. Including qualifications and memberships. See list of required documents below.

Assessment of Submission 

It is the intention of the Town Council to assess the bids through the use of a quality matrix with a weighting of 40% quality and 60% price. A copy of the quality matrix criteria and weighting is attached to the tender. See appendix A. After the closing date the tenders will be assessed against the matrix. 

The Town Council does not bind itself to accept the lowest or any tender, nor will it pay any expenses which may be occurred by any Tenderer in the preparation of this tender. 

All recipients of these documents, whether or not they submit a tender, shall treat them as private and confidential. Tenders which do not conform to the foregoing instructions will not be considered. All rates and prices must be, and will deem to have been, tendered exclusive of VAT.

Conditions of Contract 

The Town Council will enter into a contract with the successful tenderer for a period of 5 years.

Conditions of Tender 

The completed Form of Tender and written submission, as specified in the schedule of Documents below, are to be returned to the Town Clerk at the offices of Warminster Town Council by 12 noon, 5^th September 2025. Email address townclerk@warminster-tc.gov.uk

The tenderer must not contact councillors or staff other than the specified point of contact for the Town Council as identified above for any reason at all. 

The tenderer must not contact councillors or staff to encourage or support their tender outside the prescribed process.

The tenderer is to provide an electronic copy of the submission to the email address above. The electronic copy may be via email. Any tenders delivered outside of these times will not be accepted. 

Please note, the comprehensiveness and quality of the documents will be used to assess the tender returns. 

Schedule of Documents 

The documents listed below will be required as part of the submission for assessment. 

1. Detailed costings with full explanation of services provided.
2. Experience 
   Please submit details of your relevant experience and qualifications.
3. Insurances
   Please submit copies of your relevant insurances.
4. Health and Safety
   Please submit examples of RAMs and qualifications.
5. Additional Information 

Please submit any additional information that would be beneficial to the assessment of the tender. 

Contact Information

For further details and queries, please contact Judith Halls: jhalls@warminster-tc.gov.uk

Appendix A