University of Glasgow Smart Cards Tender

University of Glasgow Smart Cards Tender

For Campus-wide Smart Card and Access Control Solution.

United Kingdom-Glasgow: Smart cards

2015/S 147-271271

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Glasgow
Procurement Office, (Tay House)
For the attention of: Hannah Bond, Quoting Ref: PURCH1285 PQQ
G12 8QQ Glasgow
Telephone: +44 1413305476

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: PQQ documents available from Public Contracts Scotland
Telephone: +44 1
Fax: +44 0000000000
Internet address:

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: Documents to be returned via Public Contracts Scotland
Telephone: +44 141330
Fax: +44 0000000000
Internet address:

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:

PURCH1285 PQQ For Campus-wide Smart Card and Access Control Solution — Project Information.

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

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: The University of Glasgow.

NUTS code UKM34

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)

PURCH1285 PQQ For Campus-wide Smart Card and Access Control Solution -Project Information.
The University of Glasgow is embarking on a project to replace its existing core property access control system, which also acts as the staff and student ID card system, for its 6 000 staff and 25 000 students. This core access control system is used to manage access by staff and students to a number of buildings within the University’s Gilmorehill and Garscube campus buildings including the University Library, and Sports and Recreation facilities. In addition to producing staff and student ID cards, the current system supports a number of related University business processes such as the library lending service, print management service, student registration service, and the leisure management service. The University is keen to exploit the advantages of multi-functional ID cards or technologies on campus and would expect the replacement access control system to be capable of supporting the use of such cards whilst fully integrating with existing business systems. The University of Glasgow welcomes proposals from providers who can supply an integrated solution that will meet the University’s requirements.
PQQ documents available from Public Contracts Scotland.

Returns should be submitted via Public Contracts Scotland, no paper copies will be accepted. Should paper tenders be submitted, they will be rejected. Further to this any questions or communications regarding individual tender exercises must be sent via the Public Contracts Scotland Portal. Tender queries received through any other channel will not be answered. Should users of Public Contracts Scotland have any problems with the web site they should contact website Support Desk, contact details can be found by following the ‘Contact Us’ option on the left hand menu at

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

See PQQ Docs.

II.2.2)Information about options

Options: no

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:

See PQQ Docs.

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

See PQQ Docs.

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

Joint & several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See PQQ Docs.
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: See PQQ Docs.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See PQQ Docs.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

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

Envisaged number of operators: 5
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

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

26.8.2015 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

Submissions can be created and submitted up to the stated tender deadline. Once the deadline has passed submissions can neither be created nor submitted. It is not advisable for Suppliers to wait until the last moment before creating and dispatching a response in case of any last minute problems. Please note large files should be uploaded as early as possible to ensure transfer before deadline. If a Supplier is having problems uploading to the PCS site, then the University must be informed well in advance and depending upon the merit of the case, the University may arrange for the tender to remain open on the PCS system for a short period after the deadline time stated. System problems do not fall under the University’s remit and should be referred to PCS.
Postbox Security: Postbox submissions cannot be accessed by anyone, including Millstream, (the provider of the Public Contracts Scotland system) until the deadline.
Suppliers should note that when asked to complete a tender document, the document must be submitted in the file type in which it was issued (Word, Excel etc.). Files of any alternative type may only be used where documents are for attachment, rather than completion.
Freedom of Information
The Freedom of Information (Scotland) Act 2002, which came into force on 1.1.2005, designates University of Glasgow as a Scottish public authority and therefore subject to the provisions and obligations in that Act. This means that any person who makes a valid request for information held by University of Glasgow will be entitled to receive it, unless all or part of that information can be withheld by virtue of the exemptions in that Act.
As part of our responsibility under the Act, University of Glasgow may be required to disclose any information held relating to your response to anyone who makes a request under that Act. Such information may only be withheld if it meets one or more of the exemptions or conditions in that Act. Even if an exemption is available University of Glasgow may nevertheless disclose requested information. Information held cannot simply be classified as ‘confidential’ or ‘commercial in confidence’ to enable it to be protected from disclosure.
University of Glasgow may publish the names and contact details of companies who have been issued with a Questionnaire on its website.
Information may also be requested under the Data Protection Act 1998 and the Environmental Information (Scotland) Regulations 2004.
(SC Ref:408092).
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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