Replacement of CRM System

The University of Southampton has decided to replace its current Recruitment and Admissions CRM system and its current Direct Admissions System and procure a new, integrated system.

United Kingdom-Southampton: Customer Relation Management software package

2015/S 150-276918

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University of Southampton
University Road
Contact point(s): Procurement
For the attention of: Suzanne Carlisle
SO17 1BJ Southampton
UNITED KINGDOM
Telephone: +44 2380595688
E-mail: s.carlisle@soton.ac.uk
Fax: +44 2380598029

Internet address(es):

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

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

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:

Recruitment and Admission CRM and Application System.

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

Supplies
Purchase

NUTS code UKJ32

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 of Southampton has decided to replace its current Recruitment and Admissions CRM system and its current Direct Admissions System and procure a new, integrated system that covers the CRM as well as the Admission needs of the business. The new systems will support the university to:
Maximise our ability to communicate externally
Improve operational efficiency and effectiveness
Grow the University economy and quality
Provide personalised ICT-enabled services
Full details of the specification required can be found within the tender documentation.
Expressions of Interest must be by way of completion and return of the pre-qualification questionnaire via In-Tend by the date/time specified in IV.3.4.
This PQQ sets out the information which is required by the University in order to assess the suitability of Bidders in terms of its technical knowledge and experience, capability/capacity, organisational and financial standing to meet the requirement.
Following the analysis of pre-qualification questionnaire responses the University will seek to create a shortlist of no more than 5 bidders to be invited to Invitation to Tender stage. Bidders are advised that only organisations who score 50 % or more at pre-qualification stage will be eligible to be shortlisted for progress to Invitation to Tender stage.
In evaluating Invitation to Tender responses, the University will seek the most economically advantageous tender in terms of the high-level criteria listed below. Details of the associated sub-criteria can be found within the Invitation to Tender documentation.
Description Percentage
Mandatory requirements Pass/fail
Supplementary information 10 %
Functional requirements 35 %
Non-functional requirements 25 %
Live demonstration 10 %
Pricing 20 %

All pre-qualification questionnaire responses must be uploaded onto In-Tend by no later that 12:00 on Thursday 3^rd September. Failure to upload your response by this time may result in your exclusion from the tender process.

Under no circumstances whatsoever will the University of Southampton be liable for or pay any expenses or costs which may be incurred (whether directly or indirectly) by the tenderer in the preparation or submission of either their pre-qualification questionnaire or invitation to tender proposal.
The University of Southampton is not bound to accept the lowest offer or any tender in full or in part.

II.1.6)Common procurement vocabulary (CPV)

48445000, 72265000, 48219300, 48900000, 48100000, 48920000, 48611000, 72268000, 48422000, 48311000, 48219000, 48510000, 48000000,72266000, 48330000, 72261000, 48600000, 48783000, 48333000, 72262000, 48450000, 48500000, 72263000, 48217000, 48332000, 72260000

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:

Bidders are advised that the estimated contract value stated in this section is intended to include the initial purchase and implementation costs as well as including on-going costs potentially incurred during the entire contract period, including any and all extension periods.
The estimated contract value for the initial 3 years of the contract, including purchase and implementation is 200 000-250 000 GBP.
Estimated value excluding VAT:
Range: between 500 000 and 750 000 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 1.1.2016. Completion 31.12.2018

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security.

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

As defined in the 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 legal form will be required. In the case of organisations applying as a consortia or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally liable, or to require a single provider to take primary liability for the performance of the contract.

III.1.4)Other 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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with the Public Contracts Regulations 2015.
To support the financial assessment the University will obtain a financial appraisal report from Creditsafe. This report provides the University with an overall Risk Score which will be used to assess the applicants financial standing. A suitable Performance Bond or Parent Company Guarantee may at the University’s discretion be accepted and allowed to override a poor credit score.
Minimum level(s) of standards possibly required: Bidders are advised that there are a number of mandatory requirement at the pre-qualification stage for this tender. Details can be found within the pre-qualification questionnaire documents.
Organisations are advised that the following insurance levels are usually required:
— Employers Liability 10 000 000 GBP;
— Public and Product Liability 10 000 000 GBP;
— Professional Indemnity 5 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with the Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required:
Bidders are advised that there are a number of mandatory requirement contained within the specification for this tender. Details can be found within the Invitation to Tender document.

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

Restricted

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: In evaluation pre-qualification questionnaire responses the following high level criteria will apply. Details of any applicable sub-criteria can be found within the pre-qualification questionnaire documentation.
Section Criteria/Weighting
Organisation Details For Information
Financial Standing Pass / Fail
Insurance Pass / Fail
Health & Safety Pass / Fail
Current/Past Relevant Projects 34 %
References 6 %
Relevant Professional Experience 30 %
Case Studies 20 %
Quality Assurance 5 %
Environment 5 %
Proceedings & Judgments Pass / Fail
Conflicts of Interest Pass / Fail
Statement of Good Standing
& Declarations Pass / Fail.

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:

15/PROF/79

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: 3.9.2015 – 11:59
Payable documents: no

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

3.9.2015 – 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.

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

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

This tender will be conducted electronically and tender documents can be downloaded from the web portal (In-Tend) provided earlier in this notice.https://in-tendhost.co.uk/universityofsouthampton.

If you are not already registered as a supplier with In-Tend, you will need to register before accessing the tender documents.
Once you have logged in as a supplier, click on current tenders and locate the tender documents by clicking on 15/PROF/79. Further instructions for the submission of tender are below. (Please note, to preserve the integrity of the tendering procedure, all queries must made be via In-Tend).
To submit your return, please follow the instructions below:
1. Log In
2. My Tenders
3. View Tender Details
4. View Documents
5. Browse and Upload each part of your return (or Zip File)
6. Once ALL your response documents are uploaded and displayed in the — My Documents for Return — use — Submit My Return -. You are only permitted to submit once.
Expressions of Interest must be by way of completion and return of the pre-qualification questionnaire via the University’s e-tendering system Intend by the date/time specified in IV.3.4.
Bidders are advised that the University, as a public body, is subject to the Freedom of Information Act 2000 and that, in addition to this, details of the award of University contracts, including pricing information, are required to be published on Contracts Finder. Should bidders deem any aspect of their submission to be commercially sensitive and unsuitable for publication they should include a statement identifying which specific aspects of the submission they consider to be confidential and the reasons why. The University will consider such submissions in accordance with the Conditions of Contract included within the Invitation to Tender document (in particular Claus 3.17.7 (Transparency))
Due to the nature of this project it has been deemed unsuitable for division into Lots.

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:

3.8.2015