Supply Research Management System

Supply Research Management System

The University of Edinburgh and Heriot-Watt University are seeking to procure and implement an Research Management and Administration System.UK-Edinburgh: Software supply services

2013/S 103-175854

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Billy Hislop
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316514380

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107

Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Billy Hislop
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316514380
Internet address: https://in-tendhost.co.uk/edinburghuni/aspx/Home

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Billy Hislop
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316514380
Internet address: https://in-tendhost.co.uk/edinburghuni/aspx/Home

Tenders or requests to participate must be sent to: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Billy Hislop
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316514380
Internet address: https://in-tendhost.co.uk/edinburghuni/aspx/Home

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: yes

Heriot-Watt University

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

EC0580 Research Management and Administration System (RMAS).
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: Edinburgh.
NUTS code UKM25

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 of Edinburgh and Heriot-Watt University are seeking to procure and implement an Research Management and Administration System (RMAS) that will:
— Be a cradle to grave process for the whole University comprising costing and pricing, reporting, pre- and post-award management and tracking, workflow and alerts.
— Enabling collaborative working, reporting by investigator and co-investigator.
— Be security-enabled, allowing roll-out of costing tool with version control.
II.1.6)Common procurement vocabulary (CPV)

72268000, 72263000, 72261000

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: yes
Tenders may be submitted for all 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:

Full details are included in the Invitation to Tender (ITT) document, but please note the mandatories listed elsewhere in this document (III.2.3).
II.2.2)Information about options

Options: yes
Description of these options: We are planning to have the new system in place for the next 5–10 years (with an annual review of the system after year 5).
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 5
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 3 Lot title: Option for combined award

1)Short description

This allows the option for a combined contract award, based on the requirements covered in lots 1 and 2.
Full details are included in the Invitation to Tender (ITT) document, but please note the mandatories listed elsewhere in this advert (III.2.3).
2)Common procurement vocabulary (CPV)

72268000, 72263000, 72261000

3)Quantity or scope

Covered in the description above.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 1 Lot title: Requirements for The University of Edinburgh

1)Short description

The lot is for The University of Edinburgh only. Full details are included in the Invitation to Tender (ITT) document, but please note the mandatories listed elsewhere in this advert (III.2.3).
2)Common procurement vocabulary (CPV)

72268000, 72263000, 72261000

3)Quantity or scope

Covered in the description above.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Requirements for Heriot-Watt University

1)Short description

The lot is for Heriot-Watt University only. Full details are included in the Invitation to Tender (ITT) document, but please note the mandatories listed elsewhere in this advert (III.2.3).
2)Common procurement vocabulary (CPV)

72268000, 72263000, 72261000

3)Quantity or scope

Covered in description above.
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:

As stated in the Invitation to Tender (ITT) documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

We will be looking for flexibility in terms of staged payments on agreed deliverables and will encourage an innovative payment options model.
Full details are stated in the Invitation to Tender (ITT) documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with the University of Edinburgh on all matters relating to the Contract. All consortium members or grouping will be required to be jointly and severally liable in respect to the obligations and liabilities relating to the Contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please see the list of mandatory requirements listed in technical capacity section (III.2.3)
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) 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.
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 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.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Minimum level(s) of standards possibly required: Suppliers must meet minimum standards of economic and financial standing to take part in the competition.
Suppliers must be financially fluid and currently trading.
They must not be recorded at Companies House as having any negative action / event (dissolved, removed, in liquidation etc.) that calls into question their financial / corporate standing, such action / event will be deemed to be a failure to meet minimum standards of economic and financial standing. Additionally, suppliers must provide suitable evidence in the form of the last full year of accounts (audited and accompanied by auditor’s confirmation).
Non provision of such evidence to a satisfactory standard will be deemed to be a failure to meet minimum standards of economic and financial standing.
Where information is available to the University that points to concerns over financial viability, further information may be requested to evidence financial viability and non-availability of, or refusal to provide such evidence will be deemed to be a failure to meet minimum standards of economic and financial standing.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
The following is a list of the mandatory requirements. Note: Heriot-Watt University have two different / differently worded mandatory requirements (M13 and M19), these are listed at the end of this section.
M1 The application upon which the evaluation is based must be the current version and must be able to operate effectively in the University.
M2 Suppliers must meet minimum standards of economic and financial standing to take part in the competition. Suppliers must be financially fluid and currently trading.
They must not be recorded at Companies House as having
any negative action / event (dissolved, removed, in liquidation etc.) that calls into question their financial / corporate standing, such action / event will be deemed to be a failure to meet minimum standards of economic and financial standing.
Additionally, suppliers must provide suitable evidence in the form of the last full year of accounts (audited and accompanied by auditor’s confirmation). Non provision of such evidence to a satisfactory standard will be deemed to be a failure to meet minimum standards of economic and financial standing.
Where information is available to the University that points to concerns over financial viability, further information may be requested to evidence financial viability and non-availability of, or refusal to provide such evidence will be deemed to be a failure to meet minimum standards of economic and financial standing.
M3 Project costing and pricing on a TRAC/fEC basis compliant withfunder quality assurance (for example, RCUK Quality Assurance and Validation Process) utilising current data through interface with University HR/Finance/Other systems including prescribed indexation rates and facility to adjust.
M4 System will provide the functionality to calculate, record and report cross-college/school/institute projects, as in parent/child type relationship.
M5 System will support scenario costings/recostings throughout the lifetime of the project.
M6 System will facilitate currency conversion for non-sterling funders with different costing scenarios based on different rates.
M7 System will facilitate a unique identifier for each reportable entity (project and subproject) which will remain through all stages of workflow.
M8 Workflow will accommodate a range of user types and activities from concept through iterative scenario costing through approvals to award. The approver should be able to approve, return or decline a proposal, providing comments. The Approvers will be able to verify compliance (procurement, ethics etc.) and check fields such as, but not limited to: grade, hours, duration, cost and price, attached documentation etc.
M9 System will support storage and easy access for various types of document upload (e.g. MS Word, MS Excel, PDF, CSV, ODF etc.), with the ability to assign a document category (e.g. Submitted Application, Award Letter, Legal Agreement etc.).
M10 Costing functionality must be available post award for re-costing purposes throughout the lifetime of the award.
M11 The supplier must provide facility to report: all fields should be searchable/reportable (including UDFs); logical operators should be usable, including wildcards.
M12 It must be possible to output reports in formats allowing further manipulation where required (e.g. MS Excel).
M13 The system must hold data about members of staff, including at least, but not limited to, the following fields: salutation, name, role/s, dept, dept affiliations, salary, staff no., email. By default this data should be taken from the university’s HR system but admin staff should be able to record additional fields.
M14 The system must hold details of funders and sponsors. Details must include at least, but not limited to, the following fields: name, type, HESA code, scheme, full address, contact names/details.
M15 Each user must only be able to view or edit or report on those records/fields within his or her defined remit.
M16 The principal mechanism for delivering the user interface must be a standards-compliant web interface.
M17 The University supports a range of web browsers on a range of desktop Operating Systems. The system must support the full range of supported browsers, as described at the following URL: http://www.ed.ac.uk/schools– departments/information- services/services/computing/application-development/application-support/supported-web-browsers/browser-application, with the modification that Firefox will be upgraded to version 17 by the time this procurement completes.

M18 The system must provide a secure authentication solution for all users. All users must authenticate to use the system.
M19 The preferred authentication method to integrate with the
University’s web-based Single Sign On solution, which is called EASE. EASE is implemented with CoSign and any solution wishing to integrate with EASE must use one of three methods: (i) native Cosign, (ii) Shibboleth, or (iii) a trusted server link. The University currently does not support LDAP or AD as acceptable methods for integrating with EASE authentication. Integration with EASE per se is not a mandatory requirement but any solution described as single-sign-on must integrate using one of these three methods.
M20 For systems that are hosted outwith the University, or for which the vendor propose to access the University’s infrastructure from outwith the University, we require that the solution provides adequate data security for personal and financial information.
M21 The university requires that any stored passwords are suitably encrypted.
M22 The system must handle the anticipated number of 300 active concurrent users without perceptible deterioration in performance, active concurrent users being the number of users concurrently interacting with the application and not idle.
M23 The proposed solution must integrate with the University’s other relevant IT systems. The systems are; Oracle HR, ABS eFinancials, the University’s central organisational hierarchy system, the University’s Identity Management system and the University’s central reporting systems.
M24 The system must support Unicode character encoding.
M25 The University has a legal and moral duty to procure systems that provide access to members of staff with disabilities.
The system should be fully accessible to both internal and external users. Where this is not the case, please provide details.
Note, the minimum level deemed acceptable is 30% based on our evaluation of the accessibility questions. This pass rate must be achieved prior to the live system release.
Note: Heriot-Watt University have a couple of different mandatory requirements, listed below:
M13 The system should hold data about members of staff, including at least, but not limited to, the following fields: salutation, name, role/s, dept, dept affiliations, salary, staff no., email. Where possible this data should be taken from the university’s HR system, or other form of upload, but admin staff should be able to record additional fields.
M19 Heriot-Watt University provide user authentication via either a trusted link to Microsoft Active Directory or via Shibboleth. The solution should ideally work with either of these.

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

Open
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:

EC0580.
IV.3.2)Previous publication(s) concerning the same contract
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

8.7.2013 – 14:00
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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The dates listed in the ITT and this contract notice are estimated dates only.
The University will administer the Invitation to Tender stage via our e-tendering system, Intend.
Interested suppliers MUST register their interest via the following website https://in-tendhost.co.uk/edinburghuni/aspx/Home

If you have not used the system before, please read the documents contained in the help section of the Intend website.
Please click onto the url detailed above and then click on tenders / current, scroll down to locate project reference EC0580 RMAS and follow the information detailed within this project box.
Once logged onto the site, suppliers can download the ITT from a secure and confidential e-tender site. Suppliers will be able to upload their ITT response back into the site. No other parties can view your documents, apart from The University of Edinburgh and or other parties nominated by the University of Edinburgh, following the official closing time and date.
(SC Ref:265577).

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:27.5.2013