Identity Management Project

Identity Management Project

Development and deployment of identification management.

United Kingdom-Farnham: Contract systems analysis and programming services

2016/S 032-051777

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University for the Creative Arts
Falkner Road
Contact point(s): Head of Procurement
For the attention of: Sadie Rowe
GU9 7DS Farnham
Telephone: +44 1252892715
Fax: +44 1252892640

Internet address(es):

General address of the contracting authority:

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

Other: university

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:

Identity Management (IDM) Project (Ref: UCA/FIN/SR/2016/001).

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 UKJ23

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)

Development and deployment of identification management.
Identity management is a broad administrative area that deals with identifying individuals in a system and controlling their access to resources within that system by associating user rights and restrictions with the established identity.
At the most basic level, identity management involves defining what users can do on the network with specific devices and under what circumstances. At UCA there is a wide range of requirements that need to be managed and identity management will enhance security by providing a single definition point.
The program aims to implement identity in achievable, sequenced projects to achieve its goals.
The goals of the project will be:
— To rationalise user access to systems and provide one single login.
— To improve security by providing a single gate into the systems
— To retire systems and procedures that create vulnerabilities when accessing the network
— To utilize office 365 which also provides user storage. This will reduce the demand for space on the network and reduce the backup requirement.

II.1.6)Common procurement vocabulary (CPV)

72245000, 72232000

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:

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

Starting 4.4.2016. Completion 1.10.2016

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Not applicable.

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

The University shall pay to the agreed price as specified in the Contract and/or the Purchase Order.
Unless otherwise stated in the Contract and/or the Purchase Order, payment will be made by the end of the month following that in which a valid and accurate invoice is received, for work completed to the satisfaction of the University.
Value Added Tax, where applicable, shall be shown separately on all invoices as a strictly net extra charge.
Disbursements necessarily incurred by the Supplier in the execution of the Contract will be refunded by the University only if agreed in writing by the University in advance.

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

Not applicable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: General Conditions of Contract:
In these conditions:
‘University’ means the University for the Creative Arts (UCA) unless redefined in the Contract documents and/or the Purchase Order.
‘Supplier’ means the person, firm or company to whom the Contract is issued.
‘Work’ means the work to be performed and the services to be rendered as specified in the Contract and/or the Purchase Order.
‘Contract’ means the Contract between the University and the Supplier consisting of the Form of Agreement, Description of Work, Price Schedule, these Terms and Conditions, and any other documents (or parts thereof) specified in the Contract and/or the Purchase Order.
‘Purchase Order’ means the document authorising the release of University funds. It summarises the University’s requirements for the Contract and, for straightforward transactions, may be used without a separate written Contract.
‘he’ and ‘his’ are used for narrative purposes only and are not meant to favour or refer to a particular gender. As the context requires, ‘he’ and ‘his’ may be used in a collective sense in relation to the staff of the Supplier.
The Work
The Supplier shall complete the Work with reasonable skill, care and diligence, in accordance with the Specification constituting the brief for this Contract and with due regard for the recognised protocols and ethics of consultancy.
The Supplier shall conduct the Work with due regard to the Health and Safety of its own employees and employees of the Institute and for any other personnel engaged in any activities constituting the Work.
The Supplier shall provide the University with such reports on the Work at such intervals and in such form as the University may from time to time require.
The University reserves the right by notice to the Supplier to modify its requirements in relation to the Work and any alteration to the Contract price or the completion date arising by reason of such modification shall be agreed between the parties. Failing agreement the matter shall be determined by arbitration in accordance with the provisions of Condition 15.
Supplier’s Personnel.
The Supplier shall provide the University with a list of the names and business addresses of all others regarded by the Supplier as key personnel and, if and when instructed by the University, all other persons who may be at any time concerned with the Work or any part of it, specifying in each case the capacities in which they are so concerned, and providing other supporting evidence or information as the University may reasonably require.
The University reserves the right to reject key personnel selected by the University for the Work. The University may instruct that key personnel are removed from the Work by giving reasonable notice and reason. The Supplier shall take all reasonable steps to comply with such a request and shall bear the cost of any notice, instruction or decision by the University.
4. Price as detailed in 111.1.2.
Gifts or Payments.
The Supplier shall not offer or give, or agree to give, to any member, employee or representative of the University any gift or consideration of any kind as an inducement or reward for doing or refraining from doing, or for having done or refrained from doing, any act in relation to the obtaining or execution of this or any other contract with the University or for showing or refraining from showing favour or disfavour to any person in relation to this or any such contract.
The Supplier is reminded that the Bribery Act 2010 makes it a criminal offence to give, promise or offer a bribe or to request, agree to receive or accept a bribe in the UK or abroad. Bribery is the offer, promise, giving, demanding or acceptance of an advantage as an inducement for an action which is illegal, unethical or a breach of trust.
Copyright and Intellectual Property.
All reports and other documents and materials and the copyright, intellectual property rights or similar protection therein arising out of the performance of the Work by the Supplier are hereby assigned to the University.
The provisions of this Condition 6 shall apply during the continuance of this Contract and after its termination howsoever arising.
Indemnities and Insurance.
The Supplier shall indemnify and keep indemnified the University and its employees and agents against all actions, claims, demands, costs and expenses incurred by or made against the University or its employees or agents in respect of any loss or damage or personal injury (including death) which arises from any advice given or anything done or omitted to be done under this Contract to the extent that such loss, damage or injury is caused by the negligence or other wrongful act of the Supplier, his servants or agents.
The Supplier (if an individual) represents that he is regarded by all relevant crown bodies and agencies such as the Inland Revenue and Contributions Agency as self-employed and accordingly shall indemnify the University against any tax, national insurance contributions or similar impost for which the University may be liable in respect of the Supplier by reason of this Contract.
The Supplier shall effect with an insurance company or companies acceptable to the University a policy or policies covering all the matters which are the subject of the indemnities and undertakings on the part of the Supplier contained in this Contract in the sum of 5 000 000 GBP at least in respect of 1 incident and unlimited in total, unless otherwise agreed by the University in writing.
If requested, a certificate evidencing the existence of such policies shall be provided by the Supplier to the University.
Employment Discrimination.
The Supplier shall not unlawfully discriminate within the meaning of any relevant legislation or any statutory modification or re-enactment thereof relating to discrimination in employment whether by race, ethnic or national origin, colour, creed, disability, political belief, membership of or activities as part of a trade union, social or economic class, sex or gender, sexual orientation, marital or parental status or other family circumstance or any other ground not relevant to good employment practice. The Supplier shall take all reasonable steps to ensure the observance of these provisions by all servants, employees or agents of the Supplier and all sub-contractors employed in the execution of the Contract.
The Supplier shall not disclose and shall ensure that his employees do not disclose any information of a confidential nature obtained by him/her by reason of this Contract except information which is in the public domain otherwise than by reason of a breach of this provision.
The provisions of this Condition 9 shall apply during the continuance of this Contract and after its termination howsoever arising.
Freedom of Information.
Under the Freedom of Information Act 2000 (‘FOIA’) and the Environmental Information Regulations 2004 (‘EIRs’), the University is obliged (subject to the application of any relevant exemptions and, where applicable, the public interest test) to disclose information in response to requests for information.
You need to be aware that the University could receive requests for any information relating to this Contract. The University cannot contract out of its obligations in this respect and will only accept confidentiality clauses in very exceptional and narrowly defined circumstances. In this regard, your attention is drawn to the Code of Practice (in particular, section VIII thereof) issued by the Lord Chancellor under section 45 of the FOIA (the Code of Practice issued under the 2004 EIRs includes similar guidance).
The University shall be entitled to terminate this Contract for any reason by giving to the Supplier not less than 30 days notice to that effect.
The Supplier shall notify the University in writing immediately upon the occurrence of any of the following events:
where the Supplier is an individual if a petition is presented for the Supplier’s bankruptcy for whatever reason or if an administrator is appointed to manage his affairs; or
where the Supplier is not an individual but is a firm or a number of persons acting together in any capacity if any event in 11.2(a) of this condition occurs in respect of any partner in the firm or any of those persons or a petition is presented for the Supplier to be wound up as an unregistered company; or
where the Supplier is a company if the company passes a resolution for winding-up or the court makes an administration order or a winding-up order.
In the occurrence of any of the events described in paragraph 10.2 (a), (b) or (c) or if the Supplier shall have committed a material breach of this Contract and (if such breach is capable of remedy) shall have failed to remedy such breach within thirty days of being required by the University in writing to do so the University shall be entitled to terminate this Contract by notice to the Supplier with immediate effect.
Termination under paragraphs 10.1 or 10.2 shall not prejudice or affect any right of action or remedy which shall have accrued or shall thereupon accrue to the University and shall not affect the continued operation of Conditions 7 and 10.
Recovery and Sums Due
Wherever under this Contract any sum of money is recoverable from or payable by the Supplier that sum may be deducted from any sum then due, or which at any later time may become due, to the Supplier under this Contract or under any other agreement or contract with the University.
Assignment and Sub — Contracting
The Supplier shall not assign or sub-contract any portion of the Contract without the prior written consent of the University. Sub-contracting any part of the Contract shall not relieve the Supplier of any obligation or duty attributable to him/her under the Contract or these Conditions.
Where the University has consented to the placing of sub-contracts, copies of each sub-contract shall be sent by the Supplier to the University immediately it is issued.
Any notice given under or pursuant to the Contract may be sent by hand or by post or by facsimile or other means of telecommunication resulting in the receipt of a written communication in permanent form and if so sent or transmitted to the address of the party shown on the Contract and/or Purchase Order, or to such other address as the party may by notice to the other have substituted thereof, shall be deemed effectively given on the day when in the ordinary course of the means of transmission it would first be received by the addressee in normal business hours.
Status of Contract.
Nothing in the Contract shall have the effect of making the Supplier the servant or employee of the University.
All disputes, differences or questions between the parties to the Contract with respect to any matter or thing arising out of or relating to the Contract, other than a matter or thing as to which the decision of the University is under the Contract to be final and conclusive, and except to the extent to which special provision for arbitration is made elsewhere in the Contract, shall be referred to the arbitration of two persons one to be appointed by the University and one by the Supplier or their Umpire in accordance with the provisions of the Arbitration Act 1950 or any statutory modification or re-enactment thereof.
The headings to Conditions shall not affect their interpretation.
Governing Law.
These Conditions shall be governed by and construed in accordance with English Law and the Supplier hereby irrevocably submits to the jurisdiction of the English Courts. The submission to such jurisdiction shall not (and shall not be construed so as to) limit the right of the University to take proceedings against the Supplier in any other court of competent jurisdiction.
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: Not Applicable.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The evaluation of Completed Tenders will consist of the assessment of Supplier Capability and, for those Potential Providers who pass this stage, the evaluation of Costed Proposals. The award of any contract will be on the basis of the Most Economically Advantageous Tender, as defined by the evaluation criteria.
The tender response shall include the following separate documents:
A Costed Proposal including:
Total cost for the Project as detailed
Ongoing operating costs which have not been included in the Total Cost.
Proposed service delivery and implementation plan.
A detailed response to the Supplier Capability requirement detailed above.
Proposed fee and payment arrangements (all figures to be shown before and after addition of VAT, where relevant).

The completed Tender Declaration — please contact for template.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The University requires evidence of the capacity and capability of a Supplier to fulfil the requirement. UCA requires all tenderers to provide examples/case studies of similar projects they have worked on; including Microsoft ID Management Implementation and other FE/HE Projects.
Minimum level(s) of standards possibly required:
UCA has many applications running on its network and to access these applications users, in many instances, manage their own access on each of the systems.
The management of electronic identities is a key strategic project for UCA.
The Project Specification.
Appropriate Licenses and Hardware will be provided by UCA and do not form part of this tender.
The successful contracting organization will be required to undertake:
Undertake comprehensive business analysis to allow detailed scoping of the project. This is a key element in understanding the challenges and risks that will be encountered.

Undertake design governance and technical coordination, creation of Deployment and Adoption Plans.

Create Cloud Identity Low Level Design and Test Plan.

Undertake Exchange Online / Hybrid Design — High Level design and Schedule of work creation.

Ensure UCA High Level Design Sign Off.

Create Exchange Online / Hybrid Design — Low Level design and Test Plan creation.

Design Microsoft Internet Manager (MIM)/ Federated Identity Management (FIM) implementation and create work schedule.

Undertake MIM/FIM application connector analysis for In-house systems including: SITS, HR Pro, MyUCA(Blackboard), Agresso, Online PDR, Payroll.

Undertake Exchange needs analysis.

Create an Exchange Online / Hybrid Design –

Undertake MIM/FIM needs analysis.

Complete MIM/FIM High Level Design and Schedule of work.

Complete MIM/FIM Low Level Design and test plan.

Undertake MIM/FIM application connector analysis.

Undertake Project planning meetings, resourcing, reporting and change management tasks.

Deploy Azure Active Directory (AD) Sync for Single Sign On.

Undertake Remediation of On-Premise Exchange solution to support Office 365 Hybrid enablement.

Configure Exchange Online Hybrid solution with on premise Exchange.

Undertake Exchange Online, RBAC, EAS, and email routing and protection configuration.

Build and configure MIM/FIM Infrastructure.

Deploy MIM/FIM connectors for applications (assumption of 4 selected).

Develop of HR Data Staff Feed.

Develop of SITS Student Feed.

Identify Office 365 Champions, Document migration strategy, migration plan and communication plan.

Develop migration strategy, migration plan and Communication plan

TEP for Single Sign on (SSO) services with Office 365.

TEP against test mailboxes for Exchange Online.

Perform and report on Test plan for MIM Platform.

Perform and report on Test plan for MIM Components and provisioning rules.

Undertake remediation of Identity and Exchange.

Develop Office 365 migration scripts, migration process and test

Manage Migration.

Deploy Management Agents to the live environment.

Train the Trainer/Champions on Office 365.
Tender aim and success criteria: Ensure single sign on works across the network and gives access to all the agreed systems. Users should be able to move between systems using 1 identity.
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

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 below

1. Understanding of business of UCA, higher education (HE) and further education (FE) sector. Weighting 10

2. Staff expertise. Weighting 15

3. Experience of delivering end to end IDM Solutions successfully. Weighting 15

4. Experience in implementing MiM in complex environments. Weighting 20

5. Ability to implement within a 6 month window. Weighting 10

6. Microsoft partner status. Weighting 10

7. Commercial/costs. Weighting 20

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: 1.3.2016 – 12:00
Payable documents: no

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

11.3.2016 – 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

Any EU official language

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 11.3.2016 – 14:00



Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Head of Procurement,
Procurement Assistant,
Independent witness.

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University for the Creative Arts
Falkner Road
GU9 7DS Farnham

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: UCA will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract commences.

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

University for the Creative Arts
Falkner Road
GU9 7DS Farnham
Telephone: +44 1252892715

VI.5)Date of dispatch of this notice: