Introduction :

Within the framework of the operation of the Council of Europe Programme Office in Kyiv, the Council of Europe is organising a Call for Offers with a view to awarding a framework contract for the supply of services for maintaining the information technology infrastructure and providing desktop support.

The Council of Europe Office in Kyiv employs presently 50 staff members. Each staff member has one desktop computer. Each computer runs Win7 and MSOffice 2010. A local area network exists and is managed by a server running server 2012 and by a Cisco 3750X 48 ports managed switch. The server and desktops have routine maintenance carried out from Strasbourg (updates, upgrades, server administration, virus management,...)

The Office also operates a small number of laptops. The office also has one multifunction printer and one photocopy machine. Each user operates an email account which is physically stored and managed from the Strasbourg campus. Users store data locally on the Office server. The data from the server is backed up from and in Strasbourg on a daily basis.

The Office subnet is part of the main domain in Strasbourg; the two are connected via an IPSec VPN using Cisco 3000 routing items.

The Office uses VoIP system via a Grandstream Voip platform.

Each user has the possibility to reach the Strasbourg support services whenever necessary.

Remote control to the office IT infrastructure can be established.

 

Pre-requisites :

All bidders are required to meet the following criteria:

• supply goods and services originating in members states of the Council of Europe;
• have experience in IT services including printers, scanners and photocopy machines and supporting Microsoft desktop products;
• be a registered company;
• ability to organise attendance at the Council of Europe Office in Kyiv at the following address :

Council of Europe Office in Kyiv
 

Kyiv

Ukraine

Services to be provided :

The object of the framework contract concerns the supply of services and their delivery to the Council of Europe Office in Kyiv.

The services to be provided are defined as follows :

• Provide first level desktop support via telephone or email to users during the working hours[1] for problems not manageable from Strasbourg;
• Be able to provide second level support and to attend a problem in the Council of Europe Office in Kyiv whenever necessary within 4 working hours;
• Be able to provide third level support (changing of parts, installation of parts and software troubleshooting);
• Be able to provide support and assistance in English whenever necessary;
• Deal with the office IT service providers (internet, phone, hardware, …) whenever it is necessary;
• Manage server interventions when instructed by the  Strasbourg based IT department;
• Assist with installation of the software/hardware of the Council of Europe Office in Kyiv whenever requested;
• Any other IT request, made by either the Head of Operations in Kyiv or Strasbourg based IT department, relating to the Council of Europe premises in Kyiv.
• Being able to configure and mainstream Voip Platforms

Selection Criteria

Bidders will be assessed, according to the following weighing factors, on:

• Conformity with the technical specifications
• Price (up to 70 points)

• Company’s capacity and experience (up to 30 points)
  • Field experience and technical capacity (up to 20 points)

- Previous experience of working with international organisations and/or other donors of technical assistance projects

• • Professional capacity (up to 10 points)

- Staff foreseen for the execution of the contract

 

Exclusion Criteria

Bidders will be excluded from the consultation process if they:

• Are subject to bankruptcy, liquidation, legal termination, arrangement with creditors or any other similar procedure;
• Have been finally convicted (with no possibility of appeal) of an offence concerning their professional conduct;
• Have been found guilty of grave professional misconduct;
• Have failed to fulfil their obligations relating to the payment of taxes or social security contributions;

Submission of bids

Bids accompanied by a duly completed checklist (model attached hereto as Appendix I) must be submitted, by no later than 31^st January 2019 to the email address [email protected]

The decision of the Council of Europe to accept or reject a bid is not subject to appeal.

The Council of Europe reserves the right not to contact bidders concerning this call for offers if the bid does not satisfy the specified criteria or fails to supply some of the information requested.

The contract will be awarded in February 2019 based on a recommendation by the Council of Europe’s experts and the planned starting date for the execution of the contract is 1 March 2019

The bid does not need to cover any parts or software. If any parts or software need to be purchased then these will go through the internal CoE purchasing procedures.

Disputes :

Any dispute between the Council of Europe Secretariat and the contractor concerning the interpretation or execution of the framework contract in respect of which the parties cannot arrive at a friendly settlement will, in accordance with Article 21 of the above-mentioned General Agreement, be submitted to arbitration under the conditions laid down in the Secretary General’s Rule 481 of 27 February 1976, as approved by the Committee of Ministers.