Procurement of Business Systems for HESA

Procurement of Business Systems for HESA

HESA is undertaking a procurement exercise (in accordance with the restricted process) to select a supplier to deliver a project to replace its existing Business Systems for Financial Management.

United Kingdom-Cheltenham: Software package and information systems

2016/S 068-118009

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Higher Education Statistics Agency Limited (HESA)
95 The Promenade
Cheltenham
GL50 1HZ
UNITED KINGDOM
Contact person: Matthew Ashman
Telephone: +44 1242211105
E-mail: m11-procurement@hesa.ac.uk
NUTS code: UKK13Internet address(es):Main address: https://www.hesa.ac.uk/Address of the buyer profile: http://www.hesa.ac.uk/m11-procurement
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.hesa.ac.uk/m11-procurement
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

M11 — Procurement of Business Systems.

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Higher Education Statistics Agency Limited (‘HESA’) collects a range of data from approx. 260 higher education (HE) providers across the UK and is regarded as a global leader in HE data collection and dissemination. HESA is undertaking a procurement exercise (in accordance with the restricted process) to select a supplier to deliver a project to replace its existing Business Systems for Financial Management (FM) and implement a new Customer Relationship Management (CRM) system. Whilst it is anticipated that these products will be off the shelf products, the selected supplier will need to project manage, working with HESA to integrate, implement, release and support the software.

See: https://www.hesa.ac.uk/m11-procurement for further information.

The total estimated value for the initial 3 year contract is approximately 200 000 GBP, with the potential renewal period this may rise to approximately 500 000 GBP (excl. VAT).

II.1.5)Estimated total value

Value excluding VAT: 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48100000
48190000
48400000
48440000
48445000
48460000
48480000
48481000
48482000
48490000
48517000
48612000
72000000
72254000
72260000
72267000
72200000
72263000
72268000
72316000
72317000
72318000
72322000
48463000
48613000
72220000
72222300
72224100
72227000
72246000
72250000
72261000
72315000
72500000
79313000
79420000
79996000

II.2.3)Place of performance

NUTS code: UKK13
Main site or place of performance:

Cheltenham, Gloucestershire.

II.2.4)Description of the procurement:

HESA is undertaking a procurement exercise (in accordance with the restricted process) to select a supplier to deliver a project to replace its existing Business Systems for Financial Management (FM) (currently SAGE Line 50) and implement a new Customer Relationship Management (CRM) system. Whilst it is anticipated that these products will be off the shelf products, the selected supplier will need to project manage, working with HESA to integrate, implement, release and support the software.

In addition, there are a number of other systems (either internally developed running on .php or .asp with Oracle or MySQL databases behind them, or off the shelf) some of which currently interact with the existing FM system. Each of these systems require replacing, we envisage that the functions of these system will be incorporated into either the FM or CRM systems.

The proposed contract will continue for a period of 3 years, subject to performance and compliance by the successful supplier with the terms of the contract. (There is an option for extension for a further 3 periods of 1 year each, at the sole discretion of HESA). For clarity, the total value at Sections II.1.5) and II.2.6) is estimated at between 200 000 GBP and 500 000 GBP (excluding VAT) and is based on a maximum contract duration of 6 years.

The procurement documents are available at: https://www.hesa.ac.uk/m11_procurement

It is expected that the project will commence in August 2016 and be fully implemented before end 2016.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:

The selection criteria applicable to this procurement shall be as described within the Pre-Qualification Questionnaire (‘PQQ’). Interested candidates should note that they must satisfy minimum requirements in respect of economic and financial standing as further described in Section III.1)

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

HESA is anticipating that it will offer a contract for 3 years with an option for HESA to extend by up to a maximum of 3 years (on a 3 x 1 year extension basis), each of which extension periods is exercisable at HESA’s discretion and is subject to compliance by the successful bidder with the terms of the contract.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The costs of responding to this notice and participation in the process shall be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2016/S 044-072047

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 12/05/2016
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 01/06/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 8 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Candidates will remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from candidates in connection with taking part in this procurement, regardless of whether such costs arise as a consequence direct or indirect of any amendments made to the procurement documents by HESA at any time. HESA reserves the right at any time to: i) Reject any or all responses and to cancel or withdraw this procurement at any stage; ii) Award a contract without prior notice; iii) Change the basis, the procedures and the time-scales set out or referred to within the procurement documents; iv) Require a candidate to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification); v) Terminate the procurement process; and vi) Amend the terms and conditions of the selection and evaluation process. Under no circumstances will HESA or any of its respective advisors be liable for any costs or expenses incurred by candidates and/or its respective advisors arising directly or indirectly from this procurement or termination thereof, including, without limitation, any changes or adjustments made to the procurement documentation, or the exclusion/disqualification of a candidate. For the avoidance of doubt, where a candidate is disqualified or excluded from the procurement process, under no circumstances will HESA or its advisors be liable for any costs or expenses howsoever incurred by such candidates. HESA intends to conduct this procurement by following the procedures laid down in the Public Contracts Regulations 2015. In doing so, HESA is not to be taken as acknowledging that it is a contracting authority within the meaning of the Regulations, or as accepting any legal obligation to follow these procedures in the case of this or any other procurement.

VI.4)Procedures for review

VI.4.1)Review body

High Court of England & Wales
Royal Courts of Justice, The Strand
London
WC2A 2LL
UNITED KINGDOM
Telephone: +44 2079477882Internet address:http://www.justice.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Any appeals should be promptly brought to the attention of the Chief Executive of HESA at the address specified in Section I) above, and will be dealt with in accordance with the requirements of the Public Contracts Regulations 2015. Any appeals must be brought within the time-scales specified by the applicable law, including, without limitation, the Public Contracts Regulations 2015. In accordance with such Regulations, HESA will also incorporate a minimum 10 calendar day standstill period from the date information on award of contract is communicated to tenderers.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

04/04/2016

 

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