Supply Content Management Software to University of Southampton

Supply Content Management Software to University of Southampton

Provision of an off-the–shelf Curriculum Management System to streamline the management of the University’s curriculum.

United Kingdom-Southampton: Content management software package

2015/S 014-021250

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Southampton
Contact point(s):
For the attention of: Inez Scudder
SO17 1BJ Southampton
Telephone: +44 2380594565

Internet address(es):

General address of the contracting authority:

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


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

Curriculum Management Software (CMS).

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

Service category No 7: Computer and related services

NUTS code UKJ3

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)

Provision of an off-the–shelf Curriculum Management System to streamline the management of the University’s curriculum. The solution will be the single source of information for academic programmes and modules to ensure consistency of information and streamline processes thereby saving staff time.
Request for clarifications can only be requested until 12:00 on Friday 27.2.2015 via the InTend portal correspondence facility (see additional information for details).
All responses must be uploaded onto this portal by no later than 12:00 Noon on 17.3.2015. Failure to upload your response by this time may result in your exclusion from the tender process. If you are experiencing any technical difficulties when uploading on to the system, please ring +44 2380592654 before the 12:00 deadline for investigation, calls received after this time will not be considered.

II.1.6)Common procurement vocabulary (CPV)

48783000, 72212900, 72212783, 48900000, 72200000, 72000000, 72261000, 48311000, 48000000, 48510000, 48600000, 48517000, 72212311

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

The contract is covered by the Government Procurement Agreement (GPA): no


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The system must provide a single, version controlled, source of information about the curriculum, it must support, using workflow, the curriculum management processes including proposal, creation, validation, the annual delivery planning exercise and the evaluation and review processes. In addition the system must enable the University to meet the requirements for providing information about its higher education provision as laid out by the Quality Assurance Agency (QAA) ( This includes providing accurate and relevant information for prospective students, current students, and students who have completed their studies. This is in addition to providing information to ensure and enhance the quality of academic standards. The information must be readily available in a range of different formats so as to streamline the publication of information to websites and to feed other institutional systems and databases reducing duplication of effort wherever possible.

The University of Southampton provides a broad curriculum, offering approximately 1 700 Programmes and 4 850 modules, which can change annually. Traditionally the curriculum has been relatively structured, but the University’s aim to transform education by 2020 by providing a flexible and personalised education is leading to a more innovative curriculum design ( We operate across multiple campuses in the Southampton and Winchester areas and are increasingly diversifying internationally with a new campus in southern Malaysia and multiple international collaborations.

A successful and timely implementation is vital to ensuring that the University retains its competitive position in the UK Higher Education sector therefore any selected solution must be able to meet the requirements in this Invitation to Tender and it is anticipated that a pilot of the service will be in place for August 2015. The University is keen to exploit the growing provision of on demand Software as a Service (SaaS) solutions.
Bidders should note the following:
The contract duration is for an initial period of 3 years with the option to extend in additional periods of 2 years up to a total of 9 years, the University reserves the right to review performance and funding availability before granting any extension past the initial contract period.
The value range is an estimate only and takes into account the potential total value of the contract including on-going costs such as annual maintenance over the both the contract period and any agreed extension periods.

This tender will be conducted electronically and tender documents can be downloaded from the web portal (Intend) provided earlier in this notice. See Additional information for further details.

To help bidders assess at the outset if this is the right kind of work for them, the high level scoring is as follows: Price 20 % Quality 80 %.
Estimated value excluding VAT:
Range: between 150 000 and 300 000 GBP

II.2.2)Information about options
II.2.3)Information about renewals

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

Duration in months: 108 (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:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security.

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

As defined in the Tender Documents.

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

No special legal form will be required. In the case of organisations applying as a consortia or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally liable, or to require a single provider to take primary liability for the performance of the contract.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992,2011/1441; and Regulation 24 of the Public Contracts Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009.
To support the financial assessment the University will obtain a financial appraisal report from Creditsafe. This report provides the University with an overall Risk Score which will be used to assess the applicants financial standing. A suitable Performance Bond or Parent Company Guarantee may at the University’s discretion be accepted and allowed to override a poor credit score.
Minimum level(s) of standards possibly required: Organisations are advised that the following insurance levels are usually required:
— Employers Liability 5 000 000 GBP;
— Public Liability 5 000 000 GBP;
— Professional Indemnity 5 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992, 2011/1441; and Regulation 25 of the Public Contracts Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009.
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:


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


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: 17.3.2015 – 11:59
Payable documents: no

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

17.3.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

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

This tender will be conducted electronically and tender documents can be downloaded from the web portal (Intend) provided earlier in this notice.

If you are not already registered as a supplier with the In-tend Portal, you will need to register before accessing the tender documents. if you are not an existing supplier to the University, please complete and upload the Health and Safety New Supplier documentation which is attached to the stage along with the tender document.
Once you have logged in as a supplier, click on current tenders and locate the tender documents by clicking on 14/xx/xxxx. Further instructions for the submission of tender are below. (Please note, to preserve the integrity of the tendering procedure, all queries must made be via In-Tend).
1 Completion of Tender.
1.1 Offers will be considered for all or part of the contract.
1.2 The system will only permit you to submit one return. You may upload as many documents as necessary but once your return has been submitted no further documents can be uploaded.
1.3 The most efficient method to upload your submission is to create a Zip File containing all necessary documents and upload the zip file.
1.4 Your tender response must be submitted through the -Submit My Return- facility in In-tend which is accessed via the — My Tenders — icon, do not use the correspondence facility or a standard e-mail. To submit your return, please follow the instructions below:
1. Log In.
2. My Tenders.
3. View Tender Details.
4. View Documents.
5. Browse and Upload each part of your return (or Zip File).
6. Once all your response documents are uploaded and displayed in the — My Documents for Return — use — Submit My Return — You are only permitted to submit once.
To help bidders assess at the outset if this is the right kind of work for them, the high level scoring is as follows:

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:


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