Student Records System and Customer Relationship Management System

Student Records System and Customer Relationship Management System

Bournemouth University invites suppliers to tender for the provision of a Student Record System and a Customer Relationship Management system, the latter of which is to support student enquiry management.

UK-Bournemouth: Software package and information systems

2013/S 041-065703

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Bournemouth University
1-3 Oxford Road
For the attention of: Dave Lifford
BH8 8ES Bournemouth
UNITED KINGDOM
Telephone: +44 1202962772
E-mail: dlifford@bournemouth.ac.uk

Internet address(es):

General address of the contracting authority: www.bournemouth.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 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:

BUPM/SRS/0320/392 Student Records System and Customer Relationship Management System
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code UKK21

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)

Bournemouth University invites suppliers to tender for the provision of a Student Record System and a Customer Relationship Management system, the latter of which is to support student enquiry management. The aim of the procurement exercise is to purchase solutions to embed service excellence, satisfy efficiency savings by redesigning services around the needs of students, streamlining processes and maximising the use of self-service options. Several areas have been identified that will comprise a programme of work entitled Student Journey which will fundamentally change the way Bournemouth University delivers its services to their students and the way staff will work. New IT systems will play a pivotal role in enabling business benefits across the programme.
Bournemouth University is inviting proposals for either Lot 1 or 2 or combined as Lot 3 and intends to make either separate appointments or a combined appointment for each of the contracts.
The Lots are:
Lot 1 Student Record System.
Lot 2 Customer Relationship Management System.
Lot 3 Combined.
II.1.6)Common procurement vocabulary (CPV)

48000000, 51000000, 48220000, 72253100, 48222000, 48900000, 48613000, 72300000, 48610000, 72800000, 48611000, 48612000, 72500000, 72261000, 72253000, 51600000, 48219300, 30200000, 48600000, 72254100, 72250000, 72220000, 72200000, 72263000, 72260000, 48445000, 72262000, 48330000, 72510000, 72246000, 50300000, 48100000, 48517000, 80533000, 72320000, 72253200, 48422000, 79400000, 48200000, 72254000, 51610000, 48221000, 72000000, 72600000

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: yes
Tenders may be submitted for one or more lots
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:

The provision of a Student Record System and a Customer Relationship Management system. Suppliers can bid for all Lots. Contract to be awarded for a 5 year Initial Term from go live of the Services (estimated to be June 2015) with the option to extend for an additional 5 year period, plus a further potential extension of up to 2 years.
Option to utilise a hosted service for monitoring and management of the system(s) in the future.
Estimated value excluding VAT:
Range: between 4 000 000 and 11 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Potential 5 year contract extension, at the end of the initial 5 year contract term; plus a potential additional extension up to 2 years.
Option to utilise a hosted service: the system will initially be hosted within the University, but may look to utilise external hosting facilities if available, in the future. Potential value GBP 250 k – GBP 1.5 m.
Provisional timetable for recourse to these options:
in months: 144 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 144 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Student Records System

1)Short description

Bournemouth University is planning to implement a Student Record System alongside the proposed Customer Relationship Management system. The Student Records System will be key to the delivery of efficiency benefits relating to the Student Journey programme and will need to have the flexibility to respond to the needs of a rapidly changing environment. The system should facilitate the storage and processing of considerable volumes of student and programme data and should support processes such as enquiries, admissions, registration, enrolment, assessments and qualification. The record of the students history, course units and assessments should be held for the entire student journey.
System must be capable of integration with other relevant systems.
2)Common procurement vocabulary (CPV)

48000000, 51000000, 48220000, 72253100, 48222000, 48900000, 48613000, 72300000, 48610000, 72200000, 48611000, 48612000, 72500000, 72261000, 51600000, 48219300, 30200000, 48600000, 72254100, 72800000, 72250000, 72220000, 72263000, 72260000, 72262000, 48330000, 72510000, 72246000, 50300000, 48100000, 48517000, 80533000, 72320000, 72253200, 48422000, 79400000, 48200000, 72254000, 51610000, 48221000, 72600000, 72000000, 72253000

3)Quantity or scope

Student Record System contract value:
Software Licences GBP 3.1 m – GBP 5 m.
Professional Services Implementation – GBP 500 k – GBP 1 m On-going support – GBP 1.2 m – GBP 2.5 m.
Estimated value excluding VAT:
Range: between 4 000 000 and 9 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Customer Relationship Management System for Student Enquiry Management

1)Short description

Bournemouth University is planning to implement a Customer Relationship Management solution alongside the proposed Student Record System. This will initially be primarily to effectively manage relationships with students and resolve enquiries, providing access to a full history of student contacts throughout their student journey in a single application. A key requirement of both solutions is to be able to track a students progress from initial enquiry throughout their student journey, so it will be a requirement for the successful Student Records System supplier to work closely with the Customer Relationship Management system supplier and Bournemouth University to ensure this requirement is met. System must be capable of integration with other relevant systems.
2)Common procurement vocabulary (CPV)

30200000, 51000000, 48220000, 72253100, 48222000, 48900000, 48613000, 79400000, 72300000, 48610000, 72200000, 48611000, 48612000, 72500000, 72246000, 51600000, 48219300, 48600000, 72254100, 72800000, 72250000, 72220000, 72261000, 72263000, 72260000, 72262000, 48330000, 72510000, 50300000, 48100000, 48517000, 80533000, 72320000, 72253200, 48422000, 48445000, 48200000, 72254000, 51610000, 48221000, 72600000, 48000000, 72000000, 72253000

3)Quantity or scope

Customer Relationship Management system contract value:
Software Licences GBP 400 k to GBP 800 k.
Professional Services Implementation – GBP 100 k to 200 k.
On-going support – GBP 240,000 to GBP 420,000.
Estimated value excluding VAT:
Range: between 700 000 and 1 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Combination of Lots 1 and 2

1)Short description

This is the combined Lot for the Student Records System and the Customer Relationship Management System.
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Please refer to Lots 1 and 2
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The right is reserved to require guarantees and performance bonds or bank guarantees to secure any advance payments/warranty or maintenance as felt appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Details to be provided within the ITT.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided within the ITT.
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: To be set out in the Pre-Qualification Document (PQQ). To obtain a copy of the PQQ and NDA prospective suppliers must visit the Universitys electronic tendering portal at https://in-tendhost.co.uk/bournemouthuniversity where you will be asked to register your details which will allow you to download the PQQ.

PQQ will not be accepted without full completion of the Non Disclosure Agreement which can also be downloaded from the tendering portal.
Participants are advised to fully read paragraph 1.2 of the PQQ.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: To be set out in the Pre-Qualification Document.
Minimum level(s) of standards possibly required: To be set out in the Pre-Qualification Document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
To be set out in the Pre-Qualification Document.
Minimum level(s) of standards possibly required:
To be set out in the Pre-Qualification 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: Envisaged number of operators shall be no more than 5 per Lot.
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:

BUPM/SRS/0320/392.
IV.3.2)Previous publication(s) concerning the same contract

no
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: 22.3.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

25.3.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure:

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 138 Months.
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 University reserves the right to award the contract in whole or part, to cancel or amend the tender process, and does not bind itself to accept any tender. The University shall not be liable under any circumstances for any costs or expenses incurred by any tenderer or prospective tenderer in responding to this Notice or in taking part in this procurement process.
Any agreement entered into will be governed by English law and subject to the exclusive jurisdiction of the English courts.
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:22.2.2013