Supply of Database Management System

Supply of Database Management System

The SCTU has a requirement to procure an off the shelf remote data capture Clinical Trials database management system.

United Kingdom-Southampton: Database-management system

2015/S 218-398141

Contract notice


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
Telephone: +44 2380595688
Fax: +44 2380598029

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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


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.1.1)Title attributed to the contract by the contracting authority:

Clinical Trials Unit Database Management System.

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

Service category No 7: Computer and related services

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 has a procurement opportunity for the supply of a Clinical Trials Unit Database Management System for one of its departments. This tender invites you to submit your response for a solution which is able to conform to the following specifications:
The Clinical Trials Unit (SCTU), Faculty of Medicine, University of Southampton is a research group that coordinates national and international clinical trials, which uses a clinical trial data management system (CTDMS) for capturing and managing results data. The SCTU currently handle an average of 15 active trials at any one time, starting approximately four new trials per year. The CTU manage trials in all phases (I-IV) with the average duration of 4 years, although a number of longer term trials run for up to 10 years.
The SCTU has a requirement to procure an off the shelf remote data capture (RDC) Clinical Trials database management system. The chosen solution will allow the clinical trials unit to expand on the number of active trials working with a professional, modern, fit for purpose system which requires minimal adaptation prior to roll out.
A successful and timely implementation is vital to ensuring that the SCTU is able to continue with core business; to avoid a loss of income and impact on the professional reputation of SCTU, Faculty of Medicine and the University of Southampton.
It is anticipated that the service will be in place for January 2016.
The University and the clinical trials unit has strict Data Protection requirements and therefore any selected solution must be able to meet the mandatory requirements related to data protection that are documented in the technical and functional requirements spreadsheet and the Data Management Policy as per Annex 1.
All responses will be reviewed for compliance against mandatory requirements during the evaluation process, and Tenderers will be requested to perform scenario demonstrations to be scored by the evaluation team in addition to the detail requested within the written submission. The University will contact Tenderers as soon as possible to arrange the visit and discuss tenderer’s needs for undertaking the demonstration.
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 their tender proposal.
The University of Southampton is not bound to accept the lowest offer or any tender in full or in part.
In evaluating the tender, the University will seek the most economically advantageous offers in terms of the criteria listed below:
Mandatory requirements Pass/fail
— Supplementary information 10 %
— Functional requirements 30 %
— Non-functional requirements 20 %
— Live demonstration 10 %
— Pricing 30 %
Bidders are advised that the deadline for clarification requests in relation to this project is 16:00 18.11.2015.

II.1.6)Common procurement vocabulary (CPV)

48612000, 48814400, 48000000, 48611000, 48600000, 48610000, 48100000, 48180000, 48814000

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

The contract is covered by the Government Procurement Agreement (GPA): no


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 4 years of the contract, including purchase and implementation, is in the region of 500 000 GBP.
Estimated value excluding VAT:
Range: between 125 000 and 1 250 000 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 20.1.2016. Completion 19.1.2026

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: The following minimum insurance levels will apply:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP
Public Liability Insurance = 5 000 000 GBP
Professional Indemnity Insurance = 5 000 000 GBP
Product Liability Insurance = 5 000 000 GBP
III.2.3)Technical capacity
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

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

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


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: 10.12.2015
Payable documents: no

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

10.12.2015 – 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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 120 (from the date stated for receipt of 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 (Intend) provided earlier in this notice (

If you are not already registered as a supplier with the University of Southampton’s In-tend Portal, 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/68. 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 Invitation to Tender document via the University’s e-tendering system In-Tend by the date/time specified in IV.3.4.
Due to the nature of this project it has been deemed not appropriate to divide the requirement 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: