London IT Hardware eAuction FAQ
Q: I notice in the Charter and Terms document that you list 'Servers strategy' as a Dependency. This implies that you are including servers in the auction. Do you have any specific details of this, as I think we would be particularly interested.
A: We are now not looking to auction Servers. Work has been carried out to define a common specification and it has been found that this is not possible. The OGC is currently investigating whether a traditional tender would be viable. For further advice please contact Chris Chettle, OGC Commodities Project Manager (IT Hardware eAuction) at chris.chettle@ogc.gsi.gov.uk
Q: Does the auction include provision of maintenance arrangements for both server and desktop hardware?
A: The eAuction will include a range of product warranty options (for example, a 3 year on-site warranty for PCs). Value added services such as installation and disposal of equipment will also be included.
Q: We have outsourced most of our IT dept to a private sector firm– this includes the procurement of hardware. Can they participate in the auction on our behalf and can they specify a particular manufacturer of PCs if they do participate?
A: The eAuction will be run on behalf of the council so a representative would be required from the council, however, it would be the Outsourcer who ultimately procures the goods. As long as it is on behalf of the council, and not other bodies, this should be fine. No particular supplier can be "chosen" by a participant; the sourcing decision will be the result of an open competition, with pricing and an objective assessment of each supplier being combined in a sourcing outcome. These principles are governed by public sector EU procurement rules.
Q: X-Council is undertaking a review of ICT services which means that our future hardware needs are not 100% clear at this time. Is it intended that there will only be one auction (in May 2007) or will there in fact be a succession of auctions (say 6 monthly or yearly) to pick up London public sector bodies as they are ready?
A: Several IT hardware eAuctions are run each year by the OGC, and there may be an opportunity to participate in one later in the year. Currently, eAuction #7 being held in May, is the only one which has dedicated project management resource provided by the LCE, and it is therefore a key opportunity to take part in a fully-supported event.
Q: Can we specify the operating system as an option?
A: It is our experience that any PC which is shipped must have an operating system installed. We have experience of managing the various enterprise licensing scenarios: participants have the option of specifying whether Home or Professional versions of Windows are installed, and pricing will be adjusted accordingly.
Q: I'd be particularly interested in checking if the purchases include a three year on site warranty option (at least for the PCs, not necessarily the laptops)
A: Yes. A 3 year on site warranty is typically recommended as the standard specification for PCs although there is a move towards 4 year warranty now. Other options include a downgrade to a 1 year warranty, and upgrades to a 4 or 5 year warranty. We are currently looking to move to a standard 4 year warranty option.
Q: It would be interesting to see if disposal is taken into account within the purchase price. The new Waste Electrical and Electronic Equipment (WEEE) Directives treat PCs etc as Hazardous waste and mean we have to ensure any electrical and electronic equipment is disposed of in an environmentally friendly manner. They actually put the onus on equipment providers to look after the disposal. Can you find out whether these are included?
A: It is our understanding that all new equipment purchased through the eAuction will be covered by WEEE rules. The vendors will therefore be responsible for disposing of it free of charge at the end of its life, and this will be included in the pricing offered in the auction. As a value-added service, vendors will also be asked to quote for removing current equipment (e.g., a PC bought 3 years ago) when they make deliveries of new products. Since this is not covered by WEEE, there will typically be a charge for this service.
Further information about WEEE can be found here.
Q: Which Statutory Instrument are you working under?
A: We are working under Statutory Instrument No. 5, which sets out the regulations for the procurement and legislation of public contracts.
Further information regarding this Statutory Instrument can be found www.opsi.gov.uk.
