Prior Information Notice – Supply, Configuration, Deployment and Lifecycle Management of Managed Windows End-User Laptops Across Kerry Education and Training Board

Kerry Education and Training Board (Kerry ETB) is a statutory education authority with responsibility for the delivery of post-primary education, further education and training, youth services and adult education across County Kerry. Kerry ETB operates a wide and geographically distributed network of schools, colleges, training centres and administrative locations, supporting a large and diverse cohort of staff and learners. Kerry ETB has made significant investment in recent years in the development of a secure, modern and scalable digital environment to support teaching, learning, assessment and organisational operations. Central to this environment is a Microsoft cloud-based tenant providing identity management, collaboration, security, endpoint management and data services. As part of its ongoing digital strategy and in response to evolving curriculum, pedagogical and operational requirements, Kerry ETB is reviewing its future approach to the provision and management of end-user computing laptops. This includes consideration of device standardisation, security, lifecycle management, sustainability and value for money over the lifetime of laptops. Purpose of this Prior Information Notice The purpose of this Prior Information Notice (PIN) is to provide early visibility to the market of Kerry ETB’s intention to potentially undertake a future procurement competition relating to the establishment of a Single Supplier Party Framework ("Framework") for the supply and lifecycle management of Windows-based end-user laptops. This PIN is issued for information and preliminary market engagement purposes only. It does not constitute a call for competition, an invitation to tender, or a commitment by Kerry ETB to commence any procurement process or to award any contract. Kerry ETB may use information gathered through market awareness and engagement to refine its requirements, determine the most appropriate procurement approach and inform the preparation of future tender documentation. Overview of the Anticipated Requirement Kerry ETB anticipates a requirement for the supply and full lifecycle support of a range of Windows end-user student laptops to be deployed across its estate. The laptops will be required for daily use in a classroom environment and for assignments and educational purposes at home. The successful tenderer will be expected to manage laptops, configure security restrictions, deploy software, manage updates and provide support to students. The tenderer is expected to detail exactly how they will achieve this task with the minimum amount of access to Kerry ETB’s O365 tenant and what change control procedures they have in place. Kerry ETB requires a high quality, flexible and responsive service for the draw-down of the laptops, and for orders with agreed timelines for delivery of goods with the successful tenderer. When purchasing education technology for our classrooms, it is key that the products procured for our students are fit for purpose. The Windows laptops must: • Meet the minimum technical specifications. • Install all required school apps and software. • Be pre-registered with a device management platform ahead of delivery to student. • Have device/user restrictions to prevent the student from installing additional software. • Be configured with polices that protect the student and their data. • Have at least a 5 year onsite, next business day warranty included in the cost. • Have at least 5 years accidental damage cover included in the cost (minimum of one claim per year). • Have an Online, Email and Phone support system in place for Students and Parents. Please note that the cohort of student Windows laptops will be purchased directly by the students themselves and will be the property of the students. Tenderers will be required to provide a flexible interest-free Payment Plan for students’ parents to be able to purchase the laptops, which would enable them to spread the costs over a certain period. The tenderer is expected to detail exactly how they will provide this service. The post primary schools also may purchase student Windows laptops as required; they will be loaned to students as the need arises however, they must be returned to the school at the end of each academic year. Required: Tenderer must directly with school to arrange deployment. Delivery to site, managing logistics, tracking and delivery schedule. Onsite deployment and associated activities i.e. unboxing, configuration and supporting end users. Any contract that may result from this competition will be for a term of 3 Year(s) (“the Term”). The Term will not exceed six (6) years in aggregate. Kerry ETB reserves the right, at its discretion, to extend the Term for a period or periods of up to 1 Year with a maximum of 3 such extension or extensions on the same terms and conditions, subject to the Contracting Authority’s obligations at law.