Research Management System Invitation to Tender

The Royal Veterinary College wishes to replace its current paper based research grant management system.

United Kingdom-London: Software package and information systems

2018/S 054-119140

Contract notice

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Royal Veterinary College
Royal College Street
London
NW1 0TU
United Kingdom
Telephone: +44 2039054532
E-mail: ijawad@rvc.ac.uk
NUTS code: UKI

Internet address(es):Main address: https://www.rvc.ac.uk/

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://suppliers.multiquote.com

Additional information can be obtained from another address:

Royal Veterinary College
Royal College Street
London
NW1 0TU
United Kingdom
Telephone: +44 2039054532
E-mail: ijawad@rvc.ac.uk
NUTS code: UKIInternet address(es):Main address: https://www.rvc.ac.uk/

Tenders or requests to participate must be submitted electronically via: https://suppliers.multiquote.com

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:

Invitation to Tender for the Provision of a Research Management System

Reference number: CA4675 –

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The Royal Veterinary College wishes to replace its current paper based research grant management system with a fully integrated ‘off the shelf’ software solution. It is therefore engaging in this procurement process to select an appropriate research management system.

II.1.5)Estimated total value

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)

48482000

48422000

48517000

II.2.3)Place of performance

NUTS code: UKI

Main site or place of performance:

London.

II.2.4)Description of the procurement:

The College wishes to move away from a paper-based system to a fully integrated ‘off the shelf’ software solution, which encourages academics to interact with the system at all stages in the grants life-cycle, thereby reducing their dependency on the Research office. The new Research management system should require minimal customisation in order to provide its users with a streamlined process around bidding and awards management, thereby creating efficiencies in staff time and improving the quality of management information on grant income, departmental success rates and allied metrics.

The College desires to purchase a Research management system that will allow for the ‘cradle-to-grave’ management of research grants and contracts, with the ability to exchange information through a API with other electronic systems. This tender focuses upon the provision of a system that addresses both post award and pre-award functionality/modules.

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

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

Duration in months: 60

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

60 month(s) from the commencement date, with 48 initial month(s) and option to extend 1×12 month(s)

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

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.2.2)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

Open 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

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

Date: 20/04/2018

Local time: 12:00

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

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

IV.2.7)Conditions for opening of tenders

Date: 20/04/2018

Local time: 12:00

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:

Northern Procurement Group Limited (who are a subsidiary of Dukefield Limited) are acting as agents of the Royal Veterinary College in the procurement of the Research Management System.

The Contracting Authority will be using an e-tendering system to conduct the procurement exercise. To access the procurement documentation suppliers must register their company details on the Sourcing Cloud system at https://suppliers.multiquote.com the tender is available from the Opportunities menu on the login page of the site. The Contracting Authority shall not be under any obligation to accept the lowest tender or indeed any tender.

The Contracting Authority shall not be under any obligation to accept the lowest tender or indeed any tender.

The Royal Veterinary College expressly reserves the rights:

(a) To terminate the procurement process and not to award any contract as a result of the procurement process at any time;

(b) To make whatever changes it may see fit to the content and structure of the procurement as detailed within the tender documentation;

(d) To disqualify any organisation from the process that canvasses any employee of the Contracting Authorty during the procurement process or standstill period if applicable;

(e) Seek clarifications to tender responses on the basis that any clarification sought will not confer any undue competitive advantage in the favour of any supplier from whom such clarifications are being sought;

(f) Where the Contracting Authority can evidence that there is a conflict of interest, either personal or inconsideration of any organisation bidding for the contract, the Contracting Authority shall have the explicit right to immediately exclude that person or organisation from the tender process entirely;

(g) The Contracting Authority will not be liable for any costs incurred by tenderers.

VI.4)Procedures for review

VI.4.1)Review body

The Royal Veterinary College
Royal College Street
London
NW1 0TU
United Kingdom

VI.4.2)Body responsible for mediation procedures

The Royal Veterinary College
Royal College Street
London
NW1 0TU
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Royal Veterinary College will incorporate a minimum 10-day standstill period at the point information on the award of contract is communicated to tenderers. Bidders who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision is made as to the reasons why the bidder was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for the aggrieved parties who have been harmed or who are at risk of harm by the breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any action must be generally brought within 3 months. If a declaration of ineffectiveness is sought, any such action must be brought within 30 days where the Contracting Authority has communicated the award of the contract and a summary of reasons to tenderers, or otherwise within 6 months of the contract being entered into. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the Contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the contract the shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

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

The Royal Veterinary College
Royal College Street
London
NW1 0TU
United Kingdom

VI.5)Date of dispatch of this notice:

16/03/2018

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