Supply CRM System to Heriot Watt University

Supply CRM System to Heriot Watt University

This student services CRM system shall be used extensively across Heriot-Watt University’s global network.

United Kingdom-Edinburgh: Customer Relation Management software package

2016/S 206-373124

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Heriot Watt University
Procurement Services, Riccarton
Edinburgh
EH14 4AS
United Kingdom
Contact person: Rosemary Carson
Telephone: +44 1314514443
E-mail: r.r.carson@hw.ac.uk
Fax: +44 1314513119
NUTS code: UKM25
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk

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:

Student Services CRM.

Reference number: HWU/1669/002

II.1.2)Main CPV code

48445000

II.1.3)Type of contract

Services

II.1.4)Short description:

This student services CRM system shall be used extensively across Heriot-Watt University’s global network in the following areas:

Careers Service;

Student Support, including

Disability Services

Scholarships and Finance

Global Student and International support

Student Service Centre.

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)

48445000

II.2.3)Place of performance

NUTS code: UKM25

II.2.4)Description of the procurement:

This document details the high-level requirements Heriot-Watt University has in respect to improving the student experience and communications. It is for the purpose of selecting a new student services customer relationship management system (CRM). This student services CRM system shall be used extensively across Heriot-Watt University’s global network in the following areas:

Careers Service;

Student Support, including

Disability Services;

Scholarships and Finance

Global Student and International support

Student Service Centre.

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: yes
Description of renewals:

The contract will remain firm for an initial period of 3 years with two further annual increments subject to mutual agreement of contracting parties unless the contract is terminated in accordance with the provisions of the University’s Terms and Conditions of Contract.

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.

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.1.1 of the notice is not applicable to this procurement exercise.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to Section 4B of the ESPD (Scotland).

Minimum level(s) of standards possibly required:

Bidders will be required to have a minimum ‘general’ yearly turnover of 240 000 GBP for the last 2 years.

There must be no qualification or contra-indication from any evidence provided in support of the bidders economic and financial standing.

Please refer to Part IV Selection Criteria: Questions within 4A.2 & 4B.1.1 of the ESPD

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any contract, the types and levels of insurance listed below. Bidders also must confirm they can provide the following supporting evidence at point of award.

Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP Professional Indemnity Insurance — 5 000 000 GBP

Public Liability Insurance = 5 000 000 GBP

Please refer to Part IV Selection Criteria: Question 4B.5.1 and 4B5.2 of the ESPD.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

It is a requirement of this contract that Bidders must provide examples that demonstrate their capability and capacity to integrate the systems, the subject matter of this contract, with the University’s enterprise teaching and learning systems as follows: Scientia Timetabling (class and/or exams), Banner Student, Blackboard VLE, Office 365.

Please refer to Part IV Selection Criteria: Question 4C.1.2 of the ESPD.

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: 21/11/2016
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: 21/11/2016
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

VI.3)Additional information:

(i) Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.

(ii) This provision is not suitable to Lotting.

(iii) ESPD will be scored on pass/fail basis.

(iv) The ratio for this procurement exercise is Technical 75 % and Commercial 25 %.

Detail on this award criteria can be found in Section 3 of the ITT.

(iv) Question Scoring Methodology

100 — Value Add: The Tenderer has provided a strong methodology addressing all the key points requested and has also provided detail of relevant value add that they can provide.

75 — Good: The Tenderer response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provide details on how the requirements will be fulfilled.

50 — Acceptable: The Tenderer has provided an acceptable methodology addressing most of the key points listed above in detail OR the Tenderer has provided all the key points listed above but lacks detail in answering the question fully. The response provides confidence that the requirements can be met.

25 — Minor Concerns: The Tenderer has provided a methodology addressing some of the key points listed above in detail OR the Tenderer has provided most of the key points listed above but lacks detail. The response provided does not provide confidence fully that the requirements can be met.

0 — Major Concerns: The Tenderer has failed to address the question, submitted a nil response or any element of the response gives cause for major concern.

(v) It is the intention that the successful Tenderer will be required to provide, as part of its obligations, the following:

Please confirm that you will be in a position to complete the following forms in the Technical Questionnaire in PCS-Tender: Appendix A -Form of Tender; Appendix B -Bona Fide Tender; Appendix C_- Freedom of Information; Appendix D — Supply Chain Code of Conduct; Appendix E_- Parent Company Guarantee. Please note that these forms are for information only and will not be scored.

Please complete Appendix I — Test Environment and Appendix J — Reference Sites and upload with your technical submission.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 7042. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause in this contract.

(SC Ref:467894).

VI.4)Procedures for review

VI.4.1)Review body

Heriot Watt University
Procurement Services, Riccarton
Edinburgh
EH14 4AS
United Kingdom
Telephone: +44 1314514443
Fax: +44 1314513119Internet address:http://intranet.hw.ac.uk/ps/gls/procurement/Pages/default.aspx
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

21/10/2016

 

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