Student Systems Tender

Student Systems Tender

UAL will invite bids for Student System Replacement (SSR).

United Kingdom-London: Software package and information systems

2016/S 025-040520

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

University of the Arts London
272 High Holborn
For the attention of: Hugh McKenzie
WC1V 7EY London
UNITED KINGDOM
Telephone: +44 2075142245
E-mail: h.mckenzie@arts.ac.uk

Internet address(es):

General address of the contracting authority: www.arts.ac.uk

Electronic access to information: https://www.delta-esourcing.com/tenders/UK-UK-London:-Software-package-and-information-systems./SCNKY47VKM

Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com/respond/SCNKY47VKM

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Student Systems Replacement.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services

NUTS code UKI1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Software package and information systems. Educational software package. Industry specific software package. Industry specific software development services. UAL will invite bids for Student System Replacement (SSR). The contract will involve some or all of the design, installation, implementation, and possible hosting, maintenance and support of its student system.
UAL has defined an ambitious scope, covering the full student journey from admissions through to graduation and alumni relations, and expects this to be delivered by best-in-breed packages that interface with other UAL systems. The ability of systems and solutions to provide a seamless user experience will be key. This will require managed integration of data and end-to-end processes across commercial off the shelf packages, with a consistent ‘look and feel’ being presented to the user.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48190000, 48100000, 72212100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

UAL will invite bids for Student System Replacement (SSR). The contract will involve some or all of the design, installation, implementation and possible hosting of its student system.
UAL has defined an ambitious scope, which currently includes:
— Admissions and enrolments;
— Assessment and progression;
— Core student records;
— Course unit set up;
— On course management;
— Tuition fees, funding and student support;
— Statutory returns and reporting;
— General systems admin functionality;
— Exchanges/study abroad (e.g. Erasmus and other exchange programmes);
— Further education management;
— Graduation;
— Post graduate research;
— Pre-applications and widening participation;
— Non-accredited courses (e.g. Artscom and Language Centre provision).
It is possible that some of these are removed from scope during subsequent phases of the procurement.
UAL expects these to be delivered by best-in-breed packages that interface with other UAL systems. The ability of systems and solutions to provide a seamless user experience will be key. This will require managed integration of data and end-to-end processes across commercial off the shelf packages, with a consistent ‘look and feel’ being presented to the user.
Estimated value excluding VAT:
Range: between 2 000 000 and 4 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Refer to PQQ.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Refer to PQQ.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Refer to PQQ.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Refer to PQQ.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC of the European Parliament and of the Council (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC of the European Parliament and of the Council (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Refer to PQQ.
Minimum level(s) of standards possibly required: Refer to PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) A list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct.
(b) A list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: — Where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority; — Where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work.
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities.
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate.
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work.
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract.
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years.
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(k) With regard to the products to be supplied: (i) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
Refer to PQQ for more info.
Minimum level(s) of standards possibly required:
Refer to PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: Refer to PQQ for objective criteria to be applied.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

UAL174/02/2016

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.2.2016 – 17:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

7.3.2016 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

21.3.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

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

VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.

1. All documentation relating to this procurement exercise will be made available in electronic form and managed entirely through the University’s online tendering portal — Delta eSourcing (https://www.delta-esourcing.com), supported by BiP Solutions.

2. The first stage of the procurement exercise relates to the ‘Expressions of Interest’ stage and participants must register their details on the Delta eSourcing website.

4. Once you have completed the registration process, the information and/or documents relevant for this opportunity are available to download at the URLshown below.

5. If you are already registered as a user on Delta eSourcing you will not need to register again, simply use your existing username and password.
6. Please note there is a password reminder link on the homepage.
7. Registered users must log in, go to your ‘Response Manager’ tab and add the following Access Code: SCNKY47VKM

8. If you experience any technical difficulties relating to the registration process and/or accessing documents from the tender portal, please contact the Delta eSourcing help desk on call +44 8452707050 or email helpdesk@delta-esourcing.com

9. Participants will be able to access and download the following documents from the online tendering portal after 9:00 on 4.2.2016. Pre-Qualification Questionnaire (‘PQQ’).
10. Participants are required to note the deadline for submitting your electronic response(s) to the documents referred above (5.1.12) is scheduled at 12:00 on 7.3.2016.
11. All participants acknowledge the fact that by responding to the OJEU notice for a Student System Replacement, the University is not liable for any cost incurred throughout this procurement exercise.
12. If you have any questions in relation to this procurement exercise or the information contained herein, please submit your inquiry using the ‘Email Buyer’ facility within the Delta eSourcing portal (only if you are a registered user) or to the email address listed below:

Hugh McKenzie, Senior Procurement Officer, University of the Arts, London 1 Granary Square, 5th Floor, Granary Building, London, N1C 4AA, United Kingdom.

E: h.mckenzie@arts.ac.uk

For more information about this opportunity, please visit the Delta eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-London:-Software-package-and-information-systems./SCNKY47VKM

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/SCNKY47VKM

GO Reference: GO-201623-PRO-7703253.
I.1) Name, addresses and contact point(s):
Address of the buyer profile: 5th Floor Granary Building, Granary Square, London, N1C 4AA.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court (England, Wales and Northern Ireland)
UNITED KINGDOM

Body responsible for mediation procedures

University of the arts London
N1C 4AA London
UNITED KINGDOM
Telephone: +44 2075142245

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: 1. The University of Arts London (‘the University’) will exercise a ‘Standstill Period’ of 10 calendar days as a minimum from the point information on the award of the contract is communicated to tenderers.
2. This period is intended to allow unsuccessful tenderers to seek further debriefing from the University before the contract is entered into.
3. Where an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006/5 (as amended)) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
4. Any such action must be brought promptly and within the time limits as defined in the above Regulations.

VI.4.3)Service from which information about the lodging of appeals may be obtained

University of the Arts London 1 Granary Square
5th Floor, Granary Building
NIC 4AA London
UNITED KINGDOM
E-mail: h.mckenzie@arts.ac.uk
Telephone: +44 2075142245
Internet address: www.arts.ac.uk

VI.5)Date of dispatch of this notice:

3.2.2016

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