E-Learning Services University of the Arts London

UK-London: e-learning services

E-Learning Services University of the Arts London 2012/S 11-017341

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The University of the Arts London
5 Richbell Place
Contact point(s): Procurement Department (1st Floor)
For the attention of: Mr. A.R.Lallmahamood (MCIPS)
WC1N 3LA London
Telephone: +44 2075148401
E-mail: r.lallmahamood@arts.ac.uk
Fax: +44 2075146095

Internet address(es):

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

Address of the buyer profile: www.arts.ac.uk

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 University of the Arts London
5 Richbell Place
Contact point(s): Level 1, Procurement Office
For the attention of: Ray Lallmahamood (MCIPS)
WC1N 3LA London
Telephone: +44 2075148401
E-mail: r.lallmahamood@arts.ac.uk
Fax: +44 2075146095

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

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:

UAL Moodle Hosting & IT Consultancy Support Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services

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)

E-learning services. Systems and technical consultancy services. Project management consultancy services. Software support services. 1. Respondents are required to register their ‘Expression of Interest’ through the Delta ETS portal, using AccessCode UG45S3VQVR; and download the preliminary ‘Service Requirement’ document for information only.
2. Additional Information is contained under Section (VI.3) of this notice.
University of the Arts London is the largest provider of art and design education in the UK. It is currently looking to replace its existing Virtual Learning Environment, Blackboard v8.0 with Moodle v2x. The timeframe for full implementation of Moodle is June 2013.
b. Executive Overview:
The current VLE is used to some extent by all courses across the University to enhance teaching and learning for over 20 000 students and 4,000 staff. This includes facilitating fully distance courses, a variety of blended learning approaches including some innovative communication, collaboration and assessment uses, and the use of the system as a document repository.
Moodle will integrate seamlessly with a number of systems and data sources including internal systems common place within higher education (Syllabus+, Aggresso QL4, Microsoft Exchange, etc.) as well as externally hosted Web 2.0 tools (Flickr, Facebook, WordPress, etc.). Moodle will also integrate with the University’s Identity Management System.
Our vision is to provide increased flexibility and agility in response to both institutional strategy and technology changes and so creating a vibrant and student-led virtual learning environment supporting the whole student life-cycle, from prospective students throughout the application and admission process through to the Alumni Group (the university is currently in contact with 45 000 graduates, a number which is expected to rise).
The benefits of implementing a new model for learning technologies, of which Moodle is a key structural component, include the following:
— enhanced learning experience accommodating multiple pedagogic approaches and learning styles,
— contextually appealing with a look and feel that is appropriate to an art and design institution,
— opening up of content and tools to the outside world and guests,
— increased student engagement with student-led areas and functions readily available and simple to set up and use by learners.
In addition, benefits in the medium to long term are:
— flexibility and mobility – ability to customise moodle institutionally and integrate a wide range of tools with agility and flexibility,
— cost effective – a cost/license model that will allow for expansion of use and provide value for money.
c. university of the arts london seeks to appoint a provider for the following services:
— hosting of moodle platform,
— consultancy and advice on best practice to successfully integrate moodle with ual systems, migrate content and successfully deploy moodle across the institution,
— project Management expertise to deliver successful implementation of Moodle to cost and within schedule.
II.1.6)Common procurement vocabulary (CPV)

80420000, 72220000, 72224000, 72261000

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

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

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:

Provision of the requirements outlined in the short description of the notice, but not limited to:
1. Externally hosted virtal learning environment;
2. Consultancy & support services associated with the implementation of Moodle v2x;
3. Associated Project Management, training & development in the provision of Moodle v2x.
II.2.2)Information about options

Options: yes
Description of these options: 1. The contract is for an initial 48 months period with an option to extend for a further 12 months thereafter;
2. Respondents are required to note that the provisional timetable for recourse to these options in months are: 41 (from the award of the contract)
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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:

A bond or parent company guarantee will be required for all the services being tendered.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

No special form is required, but the Economic Operator(s) will be required to become jointly and severally responsible for the contract before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) With regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
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: no
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

Accelerated restricted
Justification for the choice of accelerated procedure: a. Justification for using the Accelerated ‘Restricted’ Contract Award Procedure
1. The University must establish the provision of hosting & consultancy support services for the implementation of a Virtual Learning Environment using ‘Moodle’ (Open Source) v2x;
2. The definitive service requirements are deemed of paramount importance and operationally critical for the provision of teaching and learning across the University;
3. The University is required to initiate a programme of work to phase out the incumbent provider solution from June 2012;
4. The urgent selection & appointment of a preferred provider(s) is deemed critical, in order to mitigate the risks associated in delivering a seamless teaching and learning environment to our staffs and students.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 9
Objective criteria for choosing the limited number of candidates: 1. Respondents to this notice are required to note that the University would seek to initiate the Invitation to Tender stage irrespective of whether it was able to attract the minimum and/or maximum number of Respondents to the advert following conculsion of the Pre-Qualification Questionnaire evaluation stage.
2. For further information, please refer to the instructions contained in the Pre-Qualification Questionnaire, Service Specification and/or Invitation To Tender documents
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

Time limit for receipt of requests for documents or for accessing documents: 27.1.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

27.1.2012 – 17:00
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 tenders

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender.
1. Suppliers must read through the complete set of instructions and follow the process before responding to this tender.
2. This contract will be tendered online using BiP Solutions’ Delta-Ets service.
3. The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta.

4. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password.
5. Please note there is a password reminder link on the homepage.
6. Suppliers must log in, go to your Response Manager and add the following Access Code: UG45S3VQVR
7. The University will release the Pre-Qualification Questionnaire, Specification document, and Evaluation Methodology / Scoring Matrix on the date the OJEU notice is published through the Delta ETS Portal.
8. The deadline for submitting your electronic response(s) to the PQQ documentation is scheduled for the 6.2.2012, at 17:00hrs.
9. Please ensure that you allow yourself plenty of time when responding to this OJEU notice prior to the closing date and time, especially if you have been asked to upload documents.
10. If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +448452707050 or email helpdesk@delta-esourcing.com.

11. All tenders must be in sterling GBP and the resulting contract will be subject to English law.
12. The Offerer acknowledge the fact that by responding to the advert, the University is not liable for any cost incurred throughout the Procurement exercise.
13. The University does not bind itself to accept the lowest or any offer and reserves the right to accept an offer either in whole or in part, each service requirements for this purpose treated as being tendered separately.
14. The University reserves the right to award the contract for the supply of the requirement(s) detailed herein and arising out of this procurement process to none or more than 1 supplier.
15. All information supplied in connection with this OJEU notice shall be regarded as confidential and by submitting an offer; the Respondent agrees to be bound by the condition stated in the descriptive documents and the obligation to preserve the confidentiality of all such information.
16. If you have any question in relation to this advert, the contact details for the Head of Procurement at the University are as follows:
Ray Lallmahamood (MCIPS).
Head of Procurement.
University of the Arts London.
5 Richbell Place
London WC1N 3LA.
United Kingdom.
T +44 2075148401.
F +44 2075146095.
M +44 7736055486.
E r.lallmahamood@arts.ac.uk www.arts.ac.uk. GO Reference: GO-2012112-PRO-3652613.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

DRS-CIArb, on behalf of the Chartered Institute of Arbitrators
12 Bloomsbury Square, For the attention of: PADRE
WC1A 2LP London
E-mail: padre@drs-ciarb.com
Telephone: +44 8452707055
Internet address: www.padre.org.uk

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:12.1.2012