Student Record System Tender

A priority of the university is to create one unified Student Records System (SRS) to replace the two that currently exist at the Carmarthen/Lampeter campus and the Swansea campus, namely TRIBAL SITS:VISION and AGRESSO QLS (Unit4).

United Kingdom-Carmarthen: Software package and information systems

2015/S 063-110516

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University of Wales Trinity St David
Carmarthen Campus
For the attention of: Heidi Davies
SA31 3EP Carmarthen
UNITED KINGDOM
Telephone: +44 1267676767

Internet address(es):

General address of the contracting authority: www.tsd.ac.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0343

Further information can be obtained from: University of Wales Trinity St David
Carmarthen Campus
SA31 3EP Carmarthen
UNITED KINGDOM
Telephone: +44 1267676767
Internet address: www.tsd.ac.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University of Wales Trinity St David
Carmarthen Campus
SA31 3EP Carmarthen
UNITED KINGDOM
Telephone: +44 1267676767
Internet address: www.tsd.ac.uk

Tenders or requests to participate must be sent to: University of Wales Trinity St David
Carmarthen Campus
SA31 3EP Carmarthen
UNITED KINGDOM
Telephone: +44 1267676767
Internet address: www.tsd.ac.uk

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:

Student Record System.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Wales.

NUTS code UKL14

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)

Following the merger of Swansea Metropolitan University into the University of Wales Trinity Saint David (UWTSD) in 2013 there is an institution wide remit to unify and rationalise both business process workflow and the systems and infrastructure that support them.
A priority of the university is to create one unified Student Records System (SRS) to replace the two that currently exist at the Carmarthen/Lampeter campus and the Swansea campus, namely TRIBAL SITS:VISION and AGRESSO QLS (Unit4).
Both campuses have different business processes to achieve the same required outcomes and are reflective of the legacy processes and the software/system capabilities available at each campus. There are on-going projects to rationalise the student-centric business processes across campuses and the proposed new SRS should facilitate these processes.
Key Objectives
The University’s key objectives for this project are as follows:
To cleanse and merge the existing data-sets.
To provide one centralised and unified student record repository.
To provide an integrated, scalable and technically sound software solution that facilitates the administrative processes defined in point 4.
To rationalise and define single ‘business unit’ student administrative processes across all campuses.
To provide an intuitive, process driven software solution to facilitate user experience and business productivity.
To provide one central bilingual (Welsh/English) ‘student portal’ so applicants and students may view, maintain (where appropriate) and complete business process relating to their applicant / student and course records.
To rationalise, unify and retire (where applicable) the current interfaces to the SRS.
To provide a ‘data repository’ on top of the SRS to facilitate interface and reporting requirements.
To provide an accurate, real time and self-service reporting mechanism to facilitate statutory returns, business intelligence as well as ad-hoc requirements.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=25038.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 48190000, 48219000, 48311000, 72212783, 72212900, 72226000, 72227000, 72200000

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

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

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:

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

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

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

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

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(2) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.

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 minimum number 3: and maximum number 5

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 yes

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:

UWTSD1414/15

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 25-041767 of 5.2.2015

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

27.4.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.5.2015

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

VI.3)Additional information

(WA Ref:25038)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Community benefits (non Core).

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:

26.3.2015