Supply of Database Management System
The SCTU has a requirement to procure an off the shelf remote data capture Clinical Trials database management system.
United Kingdom-Southampton: Database-management system
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
University of Southampton
Contact point(s): Procurement
For the attention of: Suzanne Carlisle
SO17 1BJ Southampton
Telephone: +44 2380595688
Fax: +44 2380598029
General address of the contracting authority: https://in-tendhost.co.uk/universityofsouthampton
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton
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
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
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 UKJ32
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The Clinical Trials Unit (SCTU), Faculty of Medicine, University of Southampton is a research group that coordinates national and international clinical trials, which uses a clinical trial data management system (CTDMS) for capturing and managing results data. The SCTU currently handle an average of 15 active trials at any one time, starting approximately four new trials per year. The CTU manage trials in all phases (I-IV) with the average duration of 4 years, although a number of longer term trials run for up to 10 years.
The SCTU has a requirement to procure an off the shelf remote data capture (RDC) Clinical Trials database management system. The chosen solution will allow the clinical trials unit to expand on the number of active trials working with a professional, modern, fit for purpose system which requires minimal adaptation prior to roll out.
A successful and timely implementation is vital to ensuring that the SCTU is able to continue with core business; to avoid a loss of income and impact on the professional reputation of SCTU, Faculty of Medicine and the University of Southampton.
It is anticipated that the service will be in place for January 2016.
The University and the clinical trials unit has strict Data Protection requirements and therefore any selected solution must be able to meet the mandatory requirements related to data protection that are documented in the technical and functional requirements spreadsheet and the Data Management Policy as per Annex 1.
All responses will be reviewed for compliance against mandatory requirements during the evaluation process, and Tenderers will be requested to perform scenario demonstrations to be scored by the evaluation team in addition to the detail requested within the written submission. The University will contact Tenderers as soon as possible to arrange the visit and discuss tenderer’s needs for undertaking the demonstration.
Under no circumstances whatsoever will the University of Southampton be liable for or pay any expenses or costs which may be incurred (whether directly or indirectly) by the tenderer in the preparation or submission of their tender proposal.
The University of Southampton is not bound to accept the lowest offer or any tender in full or in part.
In evaluating the tender, the University will seek the most economically advantageous offers in terms of the criteria listed below:
Mandatory requirements Pass/fail
— Supplementary information 10 %
— Functional requirements 30 %
— Non-functional requirements 20 %
— Live demonstration 10 %
— Pricing 30 %
Bidders are advised that the deadline for clarification requests in relation to this project is 16:00 18.11.2015.
II.1.6)Common procurement vocabulary (CPV)
48612000, 48814400, 48000000, 48611000, 48600000, 48610000, 48100000, 48180000, 48814000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
The estimated contract value for the initial 4 years of the contract, including purchase and implementation, is in the region of 500 000 GBP.
Estimated value excluding VAT:
Range: between 125 000 and 1 250 000 GBP
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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.2.2)Economic and financial ability
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: The following minimum insurance levels will apply:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP
Public Liability Insurance = 5 000 000 GBP
Professional Indemnity Insurance = 5 000 000 GBP
Product Liability Insurance = 5 000 000 GBP
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.2.2)Information about electronic auction
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
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
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
Section VI: Complementary information
VI.2)Information about European Union funds
This tender will be conducted electronically and tender documents can be downloaded from the web portal (Intend) provided earlier in this notice (https://in-tendhost.co.uk/universityofsouthampton).
If you are not already registered as a supplier with the University of Southampton’s In-tend Portal, you will need to register before accessing the tender documents.
Once you have logged in as a supplier, click on Current Tenders and locate the tender documents by clicking on 15/PROF/68. 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).
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.
Expressions of Interest must be by way of completion and return of the Invitation to Tender document via the University’s e-tendering system In-Tend by the date/time specified in IV.3.4.
Due to the nature of this project it has been deemed not appropriate to divide the requirement into lots.
VI.5)Date of dispatch of this notice: