Student Record System Tender

Student Record System Tender

The University of Northampton is seeking to acquire a new Student Record System for an initial period of five years from October 2019.

United Kingdom-Northampton: Software package and information systems

2019/S 086-205543

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Northampton
University Drive
Northampton
NN1 5PH
United Kingdom
Contact person: Julia Gough
Telephone: +44 1604892663
E-mail: julia.gough@northampton.ac.uk
NUTS code: UKF24
Internet address(es):Main address: www.northampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofnorthampton/

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://in-tendhost.co.uk/universityofnorthampton/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofnorthampton/
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://in-tendhost.co.uk/universityofnorthampton/

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:

ITT269 Provision of a Student Record System

Reference number: ITT269

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The University of Northampton is seeking to acquire a new Student Record System for an initial period of five years from October 2019 with the possibility of 5 additional 1 year extensions. The University has been using its current system since 2006. It has been the key product supporting application and admissions processing, student records, assessment, awards and student communications during this time. With its move to the brand new “Waterside” campus in September 2018, the University is now looking for a system that covers the full student management and administration lifecycle from application to graduation and beyond; that provides an efficient processing tool for staff and a high quality interface to enhance the student and staff experience, can provide flexibility to support the University’s range of Higher Education provision, supports changes and compliance requirements of the UK Higher Education sector.

II.1.5)Estimated total value

Value excluding VAT: 2 670 000.00 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)

48000000
48611000

II.2.3)Place of performance

NUTS code: UKF24
Main site or place of performance:

Northampton.

II.2.4)Description of the procurement:

The University of Northampton is seeking to acquire a new Student Record System for an initial period of five years from October 2019 with the possibility of 5 additional 1 year extensions. The University has been using its current system since 2006. It has been the key product supporting application and admissions processing, student records, assessment, awards and student communications during this time. The University is looking for a system that covers the full student management and administration lifecycle from application to graduation and beyond that: provides an efficient processing tool for staff and a high quality interface to enhance the student experience, can provide flexibility to support the University’s range of Higher Education provision, supports changes and compliance requirements of the UK Higher Education sector. The new system will need to integrate seamlessly with a large number of applications such as the University’s Virtual Learning Environment, Customer Relationship Management Dynamics, Business Intelligence Suite, Unit4 Business World applications for Human Resources and Finance, Scientia Syllabus Plus, Kinetic’s Room Service, Haplo PhD Manager as the student records system is the pivotal link to University systems. The system will need to integrate with UCAS systems and enable the University to undertake its statutory reporting duties. The University is seeking a student record system that will also include the ability to manage automatic workflow, support self-service, deliver a range of external and statutory reporting requirements and directly support tuition fee processing which is undertaken outside of the current system. In 2017/18 there were approximately 13 400 undergraduate students studying in full time or part time mode on single honours or joint honours programmes. An additional 3 400 students were also studying full time, part time or Distance Learning postgraduate taught programmes and 200 students were taking research programmes on a full time or part time basis. The University also works with a number of partner institutions and has recently begun increasing its number of apprenticeship programmes. Approximately 6 500 students apply through the current self-service application tool and most students (approximately 15 000) use the current self-service portal to pre-enrol each year. There are over 1 300 staff with a variety of management, academic and administrative roles across the University involving student recruitment, admissions, teaching, assessment, quality assurance and personal tutor and student support who need to access different levels of student data. The University recognises that the student records system is a key and critical system in enabling it to support its future growth, to adapt to changing environments and markets and therefore ensure its financial sustainability.

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: 2 670 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The contract may be extended entirely at the University discretion for a further 5 additional 1 year extensions.

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

Envisaged minimum number: 5
Maximum number: 6

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

Tender is published on https://in-tendhost.co.uk/universityofnorthampton/

Register your organisation, once accepted you can access the tender documents. Contract value in II.1.5) and II.2.6) is an estimate for the contract length.The University envisages entering a 5 year contract with the option to extend entirely at the University discretion for a further 5 x 1 year extensions.

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

List and brief description of conditions:

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

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

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

Date: 30/05/2019
Local time: 12:00

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

Date: 18/06/2019

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: 3 (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 payment will be used

VI.3)Additional information:

The University reserves the right to cancel or amend the tendering process at any stage, not to award the contract in whole or in part and does not bind itself to accept any tender. The University shall not be liable in any circumstances for any costs or expenses incurred by any prospective service provider in responding to this notice or in tendering for the proposed contract.

VI.4)Procedures for review

VI.4.1)Review body

High Court
London
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The procurement process will incorporate a standstill period at the point that notification of the proposed award of the contract is communicated to tenderers. That notification will provide information on the award decision as is required by Regulation 86 of the Public Contracts Regulations 2015.

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

VI.5)Date of dispatch of this notice:

30/04/2019

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