Tender for Paperless Admissions System

Tender for Paperless Admissions System

The ultimate aim of the project is to have an end-to-end paperless system for all admissions routes.

United Kingdom-Birmingham: Software package and information systems

2015/S 122-222497

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University of Birmingham
Edgbaston
Contact point(s): University of Birmingham
For the attention of: Rachel Lockyer
B15 2TT Birmingham
UNITED KINGDOM
Telephone: +44 1214142890
E-mail: r.lockyer@bham.ac.uk

Internet address(es):

General address of the contracting authority: http://www.bham.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofbirmingham

Electronic access to information: https://in-tendhost.co.uk/universityofbirmingham

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/universityofbirmingham

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:

Provision of a Paperless Admissions System.

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

Supplies
Purchase

NUTS code UKG3

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)

The University wishes to make a step change in how it handles all classes of applications to study at the University, including standard undergraduate, initial teacher training, standard postgraduate taught and research and all other application routes.
These systems are currently in different states of risk in terms of long-term sustainability with undergraduate being at the highest risk at present. In terms of effectiveness these systems also vary considerably with both UCAS and non-standard being heavily paper based and reliant on manual and bespoke processes. Having such multiple systems and processes results in an inconsistent applicant journey experience dependent on admission route.
The ultimate aim of the project is to have an end-to-end paperless system for all admissions routes to allow the Admissions Office to operate effectively and efficiently as well as providing a high quality applicant journey for all applicants, regardless of which admissions route they come through. In addition, as we are now operating in a very competitive market where customer service is paramount the system must provide us with competitive advantage as well as flexibility to deal with different customer requirements.

II.1.6)Common procurement vocabulary (CPV)

48000000

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: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

It is anticipated that the Initial term of the contract will be for a period of 5 years with options to extend for up to 2 additional years.

II.2.2)Information about options

Options: yes

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

As detailed in the Tender Documentation.

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

As detailed in the Tender Documentation.

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

Joint and several liability.

III.1.4)Other particular conditions

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

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Tender Documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Tender Documentation.
Minimum level(s) of standards possibly required: As detailed in the Tender Documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Tender Documentation.
Minimum level(s) of standards possibly required:
As detailed in the Tender Documentation.
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: yes
Reference to the relevant law, regulation or administrative provision:

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

Open
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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

SC2878/15

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: 28.7.2015 – 12:00
Payable documents: no

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

29.7.2015 – 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

English.
Other: English.

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 29.7.2015 – 15:00
Persons authorised to be present at the opening of tenders: no

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Not applicable
UNITED KINGDOM

Body responsible for mediation procedures

Not applicable
UNITED KINGDOM

VI.4.2)Lodging of appeals

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

Not applicable
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

23.6.2015

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