SaaS CRM Software Tender

SaaS CRM Software Tender

SaaS CRM software, appropriate for charity fundraising sector.

United Kingdom-Edinburgh: Customer Relation Management software package

2019/S 211-516909

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: University of Edinburgh
Postal address: Charles Stewart House, 9-16 Chambers Street
Town: Edinburgh
NUTS code: UKM75
Postal code: EH1 1HT
Country: United Kingdom
Telephone: +44 1316514575
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Development and Alumni CRM

Reference number: EC0847

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The high level scope of this procurement is as follows:

— SaaS CRM software, appropriate for charity fundraising sector,

— implementation, including data migration,

— support and maintenance,

— training.

This procurement will be conducted via the Public Contracts Scotland — Tender portal (PCS-T). We will apply a one stage open procedure. Bidders must self-certify their adherence to the conditions of participation via the ESPD (Scotland) in PCS-T, and may be required to submit means of proof before contract award. Bidders must refer to the specific requirements listed in the Section III) in this OJEU contract notice when completing the ESPD in PCS-T.

II.1.5)Estimated total value

Value excluding VAT: 1 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM75
Main site or place of performance:

University of Edinburgh.

II.2.4)Description of the procurement:

Institutional context:

The development and alumni department exists to build a community of friends and supporters throughout the world, building long-term relationships with our alumni and supporters, by creating imaginative alumni and fundraising programmes and events and working in partnership with all areas of the University

As expectations of, and demand for our services grows, so does the need to deliver efficient and effective solutions that support University objectives in relation to developing a lifelong community, supporting the student experience and excellence in teaching and research

Development and alumni maintains the ‘golden copy’ of alumni and donor data on behalf of the University. As one of the 4 ancient Scottish Universities, we also maintain the General Council register of members

The department processes philanthropic income on behalf of the University of Edinburgh Development Trust, a registered charity with OSCR


The University has over 200 000 contactable alumni globally, to whom we offer benefits, services and opportunities to continue to engage with the institution. We send over 2 000 000 communications annually to our alumni and supporters. This includes everything from volunteering opportunities, mailed fundraising appeals, our alumni magazine, electronic newsletters, through to highly tailored donor relations communications.

As part of the sector-wide Ross CASE survey, the department is consistently highly benchmarked against other UK HE institutions, particularly in our legacy and telethon programmes. In the last financial year we raised 42 000 000 GBP, supporting everything from student scholarships, ground breaking research and capital projects.

As for the wider charity sector, we follow best practice in fundraising and must adapt to evolving sector policies and regulations in fundraising, as well as those relating to data protection, GDPR and PECR.

The high level scope of this procurement is as follows:

— SaaS CRM software, appropriate for charity fundraising sector,

— implementation, including data migration,

— support and maintenance,

— training.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 1 200 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Option to extend for an additional + 3 years + 2 years (5 + 3 + 2).

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

— software licence cost for 80 concurrent users,

— software licence cost for 100 concurrent users,

— enhanced support packages,

— alternative training packages,

— additional storage costs,

— optional modules, features or functionality not required to meet the University’s requirements, but which can be purchased as separate add-ons e.g. system to system APIs or reporting tools that may not be part of the core solution but could bring added value to our business,

— any other relevant optional costs.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

Economic operators may be excluded from this competition if there are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Not applicable to this procurement exercise.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD 4B.1.1 Statement

Bidders will be required to have a minimum ‘general’ yearly turnover of 2 400 000 GBP for the last 3 years.

ESPD 4B.3 Statement

Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

ESPD 4B.5.1 and 4B.5.2 Statement

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

— employer’s (compulsory) liability insurance = 5 000 000 GBP,

— public liability insurance = 10 000 000 GBP,

— professional indemnity insurance = 5 000 000 GBP,

— product liability insurance = 5 000 000 GBP.

4B.6 Statement 1:

Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a parent company guarantee prior to commencement of any subsequently awarded contract.

4B.6 Statement 2:

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.

Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:

— current ratio,

— quick ratio,

— debtors turnover ratio,

— return on assets,

— working capital,

— debt to equity ratio,

— gross profit ratio.

A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.

This information may be used to assess financial sustainability.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD 4C.1.2 Statement

Bidders will be required to provide 3 examples from the previous 5 years that demonstrate that they have the relevant experience to deliver the services as described in Part II.2.4) of the OJEU contract notice. The examples should be of a similar nature to this requirement.

Responses should be clearly labelled and provided in a single document attached to the response box in PCS-T.

Responses should contain the following information for each example:

— project value,

— dates,

— client contact information,

— description of project.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 087-208602

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 02/12/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 02/12/2019
Local time: 13:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

This procurement includes additional procurement-specific pass/fail mandatory requirements which are detailed in the technical envelope in PCS-T.

Bidders must complete the ESPD (Scotland) to demonstrate adherence to the exclusion and selection criteria for this procurement. If there are named subcontractors/technicians upon which the bidder will rely to meet the selection criteria, these named parties must complete and reattach the ESPD supplier response forms (MO Excel document) attached to ESPD Question 2C.1.1 on PCS-T. These parties must complete the first 3 sections of the ESPD form, as well as any part of the Section 4 selection criteria that the main bidder will rely upon the parties to fulfil. The University reserves the right to request this information from relevant parties upon whom the main bidder will not rely to fulfil selection criteria.

Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D). Without prejudice to any additional relevant duties, suppliers should note that this includes obligations for certain organisations under:

— the Modern Slavery Act 2015 (available at,

— the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at,

— the Equality Act 2010 (available at,

— the Employment Relations Act 1999 (Blacklists) Regulations 2010 ( — this is grounds for mandatory exclusion or termination at any procurement or contract stage

At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by Section 54 of the Modern Slavery Act for organisations with a turnover of 36 000 000 GBP or over.

The buyer is using PCS-Tender to conduct this ITT exercise. The project code is 14857

For more information see:

(SC Ref:600271)

VI.4)Procedures for review

VI.4.1)Review body

Official name: University Of Edinburgh
Postal address: Charles Stewart House, 9-16 Chambers Street
Town: Edinburgh
Postal code: EH1 1HT
Country: United Kingdom
Telephone: +44 1316502508Internet address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: