Supply Student Recruitment CRM System to Lancaster University

Supply Student Recruitment CRM System to Lancaster University

We want to implement a system that will help us meet our enrolment targets in the coming years.

United Kingdom-Lancaster: Software package and information systems

2016/S 119-212365

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Lancaster University
University House, Bailrigg
For the attention of: Angela Wearden
LA1 4YW Lancaster
United Kingdom
Telephone: +44 1524594087
E-mail: a.wearden@lancaster.ac.uk
Fax: +44 1524843087

Internet address(es):

General address of the contracting authority: https://www.in-tendhost.co.uk/lancaster/

Address of the buyer profile: http://www.lancs.ac.uk/depts/purchase/buyerprofiles.html

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 Recruitment CRM System at Lancaster University.

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
Main site or location of works, place of delivery or of performance: Lancaster University.

NUTS code UKD4

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)

Lancaster University is located in North West England and is ranked in the top 10 universities in the UK and top 1 % of universities globally. It is recognised as outstanding in research, teaching and the student experience.
We are seeking to implement a technology solution to manage the relationship and interface with prospective students (both undergraduate and postgraduate), from enquirer through to registration and at this stage we are inviting providers of customer relationship management systems and services to express their interest in engaging with the University.
We want to implement a system that will help us meet our enrolment targets in the coming years. Our formal relationship with prospective students starts via a variety of mechanisms such as awareness raising campaigns, advertising, marketing and engagement with students through recruitment fairs, social media and events at feeder institutions in the UK and overseas and progresses through application and conversion phases right up until students arrive on campus. Meeting our enrolment targets will require systems that ensure these activities are joined up and that prospective students are targeted efficiently and effectively with a range of relevant information through appropriate channels, along with associated analytics tools to support decision making and optimization of our efforts.
The key areas for focus are enquiry management, engagement and conversion including application processing and management.
Some of the functionality considered to be highly important includes effective and appropriate contact data point collection and management, process work-flow, data import and export, data integration with existing systems, security, targeted communications which can be rules-based or template-based but customisable or personalisable, a full life-cycle view of the contact, intuitive user interfaces and accessibility on a diverse range of devices and highly effective Business Intelligence capability.
Under the Restricted procedure PQQ stage, the Contracting Authority aims to progress a minimum of 5 Economic Operators per Lot through to ITT stage.

All procurement documents are available free of charge via the Contracting Authority’s e-tendering portal, In-Tend: https://in-tendhost.co.uk/lancaster/ Documents must be accessed and submissions returned via this portal. Any clarifications on procedure or documentation must be raised through the In-Tend ‘correspondence’ function.

In-Tend Support:
Phone. +44 8455578079;

E-mail: support@in-tend.com

Web: https://in-tendhost.co.uk/lancaster/aspx/Help

II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000

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

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

II.1.8)Lots

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:

Estimated value excluding VAT:
Range: between 80 000 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

Starting 1.11.2016. Completion 31.10.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please see procurement documents available at: https://in-tendhost.co.uk/lancaster/

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

Please see procurement documents available at: https://in-tendhost.co.uk/lancaster/

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

Please see procurement documents available at: https://in-tendhost.co.uk/lancaster/

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: Please see procurement documents available at: https://in-tendhost.co.uk/lancaster/

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: For full details please refer to the procurement documents available at: https://in-tendhost.co.uk/lancaster/

Economic Operator’s will be excluded from the procurement process if they meet the mandatory grounds for exclusion or if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if the Economic Operator has been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations (except where this is disproportionate, e.g. only minor amounts involved). Economic Operator’s maybe excluded (subject to self-cleaning) from the procurement process if they meet the discretionary grounds for exclusion detailed in the procurement documents; including but not limited to legal or regulatory violations, bankruptcy, professional misconduct, distorting competition, conflicts of interest, prior involvement, deficiencies in prior contracts, misrepresentation, withholding information, unduly influencing the Contracting Authority, or providing misleading information. Economic Operators will be excluded from the procurement process as detailed in the procurement documents; if they ‘fail’ questions indicated within the documents as marked on a pass/fail basis or if they score a mark which permits the evaluation panel to cease marking the tender and disqualify it entirely. Economic Operators are deemed to understand the procurement process which the Contracting Authority is following under European and domestic legislation (particularly in relation to public procurement).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Economic Operators will be excluded from the procurement process as detailed in the procurement documents; if they ‘fail’ questions indicated within the documents as marked on a pass/fail basis or if they score a mark which permits the evaluation panel to cease marking the tender and disqualify it entirely. For full details please refer to the procurement documents available at: https://in-tendhost.co.uk/lancaster/

The Contracting Authority will assess the level of financial risk the Economic Operator presents on a pass/fail basis. The Economic Operator’s latest accounts must show a net surplus for at least the last 2 consecutive years, and their latest filed financial accounts must evidence a ratio of at least 1:1, Net Assets: Net Liabilities. If an Economic Operator does not meet these requirements, in the absence of a justification relating to the organisation’s capital and financial structure which evidences financial stability/viability; the Economic Operator will Fail and their submission will be disqualified in its entirety.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

Economic Operators will be excluded from the procurement process as detailed in the procurement documents; if they ‘fail’ questions indicated within the documents as marked on a pass/fail basis or if they score a mark which permits the evaluation panel to cease marking the tender and disqualify it entirely. For full details please refer to the procurement documents available at: https://in-tendhost.co.uk/lancaster/

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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

Restricted

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

Objective criteria for choosing the limited number of candidates: The Pre-Qualification Questionnaire available at: https://in-tendhost.co.uk/lancaster/ details the terms on which the Contracting Authority will down-select a minimum of 5 Economic Operators to participate in the Invitation to Tender stage.

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:

SP/16/792

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

Prior information notice

Notice number in the OJEU: 2016/S 071-123591 of 12.4.2016

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: 20.7.2016 – 11:00
Payable documents: no

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

20.7.2016 – 12:00

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

27.7.2016

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

Date: 20.7.2016 – 13:00

Place:

Lancaster University.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Lancaster University Staff Only.

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

This tender is being conducted electronically using the Lancaster University e-tendering system which can be found at: https://in-tendhost.co.uk/lancaster/

To receive documents new users must 1st register and obtain log in details. Existing users should log in to the web site and express interest.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University Secretary
Lancaster University
LA1 4YW Lancaster
United Kingdom

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Pursuant to Regulation 87 of the Public Contracts Regulations 2015 the Contracting Authority will allow a 10-day standstill period between the date of communicating their intention to award a contract and proceeding to award the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

17.6.2016

 

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