Student textbook framework agreement

Student textbook framework agreement

In 2012-13, the Higher Education sector saw tuition fees for university education increase significantly. Coventry University took the decision to include within the cost the tuition fees the core requirements for undertaking the course under the banner ‘No Hidden Extras’.

United Kingdom-Coventry: Printed books

2013/S 239-415144

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Coventry University Higher Education Corporation Group
Priory Street
Contact point(s): Procurement Department
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 2476887392
Fax: +44 2476795120

Internet address(es):

General address of the contracting authority: http://wwwm.coventry.ac.uk/finance/Pages/Finance.aspx

Address of the buyer profile: http://www.coventry.ac.uk/life-on-campus/the-university/key-information/procurement/?theme=main

Electronic access to information: https://in-tendhost.co.uk/coventryuniversity/aspx/Tenders/Current

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/coventryuniversity/aspx/Tenders/Current

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:

Student textbook framework agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code UKG33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 4
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 7 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

In 2012-13, the Higher Education sector saw tuition fees for university education increase significantly. Coventry University took the decision to include within the cost the tuition fees the core requirements for undertaking the course under the banner ‘No Hidden Extras’. This was conducted for Year 1 students in 2012/13 and expanded to Year 1 and 2 studenst in 2013/14.
2014/15 will see the extension of the programme to students in Years 1, 2 and 3. It will mean an increase in the provision of textbooks, e-books and vouchers.
Due to this expected increase in size and of possible options for supplying students with core reading material, the University is looking to implement a new Framework agreement to appoint a sole supplier to supply and assist with the distribution for each individual Lot requirement. As well as the main campus, the new Framework will also include a Lot for the distribution of textbooks for Coventry University’s London Campus.
II.1.6)Common procurement vocabulary (CPV)

22110000

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:

In 2012-13, the Higher Education sector saw tuition fees for university education increase significantly. Coventry University took the decision to include within the cost the tuition fees the core requirements for undertaking the course under the banner ‘No Hidden Extras’. This was conducted for Year 1 students in 2012/13 and expanded to Year 1 and 2 studenst in 2013/14.
2014/15 will see the extension of the programme to students in Years 1, 2 and 3. It will mean an increase in the provision of textbooks, e-books and vouchers.
Due to this expected increase in size and of possible options for supplying students with core reading material, the University is looking to implement a new Framework agreement to appoint a sole supplier to supply and assist with the distribution for each individual Lot requirement. As well as the main campus, the new Framework will also include a Lot for the distribution of textbooks for Coventry University’s London Campus.
Estimated value excluding VAT: 7 000 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Supply and distribution of textbooks for Coventry University Campus

1)Short description

Coventry University wishes to appoint a sole supplier who will supply and assist the distribution core textbooks on Coventry University Campus. Textbooks are to be distributed to year 1, 2 and some potential year 3 students during the first 2-3 weeks of the academic year. For 2014 this will be the 22nd September to 10th October. There will also be a smaller distribution period that will take place in January 2015.
The supplier will be required to bundle the textbooks by course and stage for each student prior to their delivery on campus. The University will inform the supplier of the requirements for each course and provide details of likely student numbers on each course.
The University anticipates it would need to order books annually for approximately 5 500+ students, based on estimates from previous years, if all books were provided as physical text books. The anticipated annual spend on this basis for this Lot is 650 000 GBP.
2)Common procurement vocabulary (CPV)

22110000, 22112000

3)Quantity or scope

Coventry University wishes to appoint a sole supplier who will supply and assist the distribution core textbooks on Coventry University Campus. Textbooks are to be distributed to year 1, 2 and some potential year 3 students during the first 2-3 weeks of the academic year. For 2014 this will be the 22nd September to 10th October. There will also be a smaller distribution period that will take place in January 2015.
The supplier will be required to bundle the textbooks by course and stage for each student prior to their delivery on campus. The University will inform the supplier of the requirements for each course and provide details of likely student numbers on each course.
The University anticipates it would need to order books annually for approximately 5 500+ students, based on estimates from previous years, if all books were provided as physical text books. The anticipated annual spend on this basis for this Lot is 650 000 GBP.
Estimated value excluding VAT: 2 600 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Supply of E-Books to Coventry University Higher Education Corporation Group

1)Short description

The University wishes to supply e-books alongside print books where appropriate for the learning experience, a small pilot for this has been undertaken for the 2013-14 academic year. The e-textbook platform chosen will need to comprise the following features:
— availability of interactive (e-pub3 format) content;
— downloadable to multiple student mobile and/or desktop devices;
— searching of full text and metadata;
— highlighting of text and inclusion of notes;
— integration with Moodle (The University’s e-learning environment).
The University anticipates spend on e-books may range between 30 000 GBP and 350 000 GBP per annum. We anticipate at this time we will need to supply e-books for 3 000 students.
2)Common procurement vocabulary (CPV)

22112000

3)Quantity or scope

The University wishes to supply e-books alongside print books where appropriate for the learning experience, a small pilot for this has been undertaken for the 2013-14 academic year. The e-textbook platform chosen will need to comprise the following features:
— availability of interactive (e-pub3 format) content;
— downloadable to multiple student mobile and/or desktop devices;
— searching of full text and metadata;
— highlighting of text and inclusion of notes;
— integration with Moodle (The University’s e-learning environment).
The University anticipates spend on e-books may range between 30 000 and 350 000 GBP per annum. We anticipate at this time we will need to supply e-books for 3 000 students.
Estimated value excluding VAT:
Range: between 120 000 and 1 400 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Supply and distribution of a voucher scheme for textbooks to Coventry University Higher Education Corporation Group

1)Short description

The University will require under Lot 3, a sole supplier who can provide a voucher scheme, or equivalent means of issuing credit to students to enable them to procure the necessary textbooks quickly and that will enable students on campus to be able to order and receive their text books quickly and with minimum inconvenience. The voucher value will vary depending on the individual student’s entitlement. The supplier will be expected to limit the vouchers so they can only be redeemed against particular textbook lists and not against any type of book or other product they may offer.
The University anticipates at this time that it will need to distribute vouchers to approximately 3 400 students annually. The anticipated annual spend for this Lot is likely to be between 20 000 and 400 000 GBP.
2)Common procurement vocabulary (CPV)

22110000, 22112000

3)Quantity or scope

The University will require under Lot 3, a sole supplier who can provide a voucher scheme, or equivalent means of issuing credit to students to enable them to procure the necessary textbooks quickly and that will enable students on campus to be able to order and receive their text books quickly and with minimum inconvenience. The voucher value will vary depending on the individual student’s entitlement. The supplier will be expected to limit the vouchers so they can only be redeemed against particular textbook lists and not against any type of book or other product they may offer.
The University anticipates at this time that it will need to distribute vouchers to approximately 3 400 students annually. The anticipated annual spend for this Lot is likely to be between 20 000 and 400 000 GBP.
Estimated value excluding VAT:
Range: between 80 000 and 1 600 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Supply and distribution of textbooks for Coventry University London Campus (CULC)

1)Short description
2)Common procurement vocabulary (CPV)

22110000, 22112000

3)Quantity or scope

Coventry University London Campus (CULC) wishes to appoint a sole supplier to supply and conduct the distribution of core textbooks to students on its London Campus. Currently CULC offers Business and Law courses, and undergraduates and postgraduates receive textbooks for each module they study.
Unlike the main University campus, distributions take place at four different periods throughout the year, within the months of July, October, January and April and the supplier will be expected to conduct the distribution for each individual distribution. The supplier will be expected to deliver the textbooks on time and also be expected to collect any uncollected texts and accept all returns from the project.
CULC anticipates it will need to order 12 000+ books annually across four distributions for approximately 1 200 students. The anticipated annual spend for this Lot is 350 000 GBP.
Estimated value excluding VAT: 1 400 000 GBP
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:

No desposits are required but parent guarantees may be required at a later stage of the tender process.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As per pre-qualification questionnaire.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If the contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English law either nominate a lead service provider with whom the contracting authority can contract and to whom all communication will be addressed or to form themselves into a single entity before the contract is 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: Please see the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Please see the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Please see the Pre-Qualification Questionnaire.
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

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

Envisaged number of operators: 20
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 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:

PD-014-MD-Student Textbooks
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: 13.1.2014 – 11:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

13.1.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

24.1.2014
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

Date: 3.3.2014 – 12:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 11/2017
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

Coventry University Procurement Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM

Body responsible for mediation procedures

Coventry University Legal Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Coventry University Procurement Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM

VI.5)Date of dispatch of this notice:6.12.2013