Supply of Student Recruitment CRM System

Supply of Student Recruitment CRM System

The provision of a Student Recruitment CRM system to support the vision for the Student Recruitment project.

United Kingdom-Exeter: Software package and information systems

2016/S 235-428088

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Exeter
Procurement Services,, Northcote House, The Queen’s Drive
United Kingdom
Contact person: of exeter
Telephone: +44 1392661000
NUTS code: UKK4
Internet address(es):Main address:

Address of the buyer profile:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


UOE/2016/046 — Provision of a Student Recruitment CRM system.

Reference number: UOE/2016/046

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The provision of a Student Recruitment CRM system to support the vision for the Student Recruitment project is to provide a sector leading prospective student experience which maximises recruitment through optimised organisation structures, processes and systems which support recruitment activities for Home/EU and International UG, PGT and PGR students from pre-enquiry through to the 1st December census.

The optimisation of student recruitment activities will promote more coordinated, strategically aligned and collaborative working as well as introduce better integrated leaner processes across the whole end to end student recruitment cycle leading to an enhanced student experience.

Within this project, the CRM system project workstream aims to deliver the software solution that will aid full engagement with these prospective students while aligning with new processes and ways of working for our colleagues supporting student recruitment across the University.

II.1.5)Estimated total value

Value excluding VAT: 1 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKK4
Main site or place of performance:


II.2.4)Description of the procurement:

The University of Exeter is looking for a Student Recruitment CRM system to support us in the following areas, with Enquiry management a primary focus.

Enquiry Management. Enquiries capture (from Home/EU and International prospective students relating to UG, PGT (Post Graduate Taught) and PGR (Post Graduate Research programmes), processing and oversight/workflow

— Enquiries capture from a variety of sources,

— Enquiries response (timely, informative, consistent and appropriate),

— Enquiries oversight and workflow.

Recruitment Relationship management (Home/EU/International, UG, PGT and PGR) and Outreach and widening participation support.

— Engagement with enquirers to maintain contact and interest in the University;

— Linking with SITS information, engaging with applicants and offer holders, supporting them through to registration and enrolment;

— Track prospective students interactions with the University at various touchpoints;

— Capture contacts information related to Outreach and WP activities.

Recruitment Communications, Marketing and Event management support.

— Campaigns;

— Support for events (Open days and Offer Holder Visit Days);

— Targeted, tailored marketing and engagement;

Reporting and Market Research.

— Flexible reporting;

— Analysis and interrogation of information held.

We are looking to actively work with Bidders to understand the possibilities and potential solutions, from their experience, that will best meet our needs. We are looking for a solution provider that will both implement the solution and work alongside us throughout the project, to help us maximise the benefits of the solution. The successful solution will be part of our wider Student Recruitment project and we seek to work in partnership with the successful bidder to enhance the student experience and optimise our student recruitment business processes.

We are looking to explore a fully hosted and an on premise solution. We will be considering contract options for both as part of the tender process. We are looking for a supplier who can support the University through the following project stages.

— Design (Workshops);

— Build (Functional/ Technical Specs);

— Testing (Unit/SIT/ UAT);

— Change Management — support in identifying new ways of working to maximise solution benefits;

— Training i.e. Train the Trainer;

— Implementation;

— Post-implementation support (Warranty, 1st, 2nd, 3rd line support);

— Hosting.

The University has a budget of between 950 000 GBP and 1 250 000 GBP excluding VAT for the full delivery of this project with a further 180 000 GBP excluding VAT for the purchase of any hardware required by an on premise solution bid.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 250 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 84
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Please see the procurement documentation.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/01/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 27/01/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement. The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of bidders will be based solely on the criteria set out for the procurement.

The University’s service requirements will be further detailed in the ITPD. These service requirements will be explored during the dialogue stages and any contract let as a result of this tender process will also allow the University to utilise additional integrated functionality contained within the successful solution using a set structure of modular add-ons as laid out within the contract documentation. For the avoidance of doubt this means that the University reserves the right to access modules within the system which may not have formed part of its minimum service requirements for this procurement process. The University anticipates that any such draw down will require additional consultancy support and reserves the right to obtain these services from the successful bidder or to procure an alternative provider as it considers appropriate in the circumstances. The consultancy support for the exploitation of additional integrated functionality is excluded from the University’s project budget but will require pricing as set out in the ITPD.

The University will not be liable for any costs (including any third party costs, fees or expenses) incurred by those expressing an interest in,participating in any dialogue phase or tendering for this contract opportunity.

Bidders are advised that all communications, including SQ response, tender submissions and any supporting documentation must be written in English and must be priced in UK pounds sterling.

Nothing in this procurement process is intended to form any express or implied contractual relationship between the parties unless and until the award of a contract is concluded. Any contract entered into by the University as a consequence of this procurement will be considered to be a contract governed by English law and subject to the exclusive jurisdiction of the Courts of England and Wales.

The University reserves the right to terminate this procurement process (whether in whole or in part) or to vary the process at any time prior to the conclusion of the award of contract without liability.

To view this notice, please click here:

GO Reference: GO-2016122-PRO-9183091.

VI.4)Procedures for review

VI.4.1)Review body

University of Exeter
Procurement Services, Finance Services, Northcote House, The Queen’s Drive
United Kingdom
Telephone: +44 1392661000
E-mail: address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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