Supply Timetabling Management System Software

Supply Timetabling Management System Software

The University of Central Lancashire is seeking expressions of interest for a contract for the supply and installation of a timetabling management system.

United Kingdom-Preston: Scheduling software package

2013/S 143-249271

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Central Lancashire
Purchasing Office, Adelphi Building
For the attention of: Alison Thomas
PR1 2HE Preston
Fax: +44 1772892954

Internet address(es):

General address of the contracting authority:

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:

Timetabling 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
Main site or location of works, place of delivery or of performance: Preston, Lancashire.
NUTS code
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 Central Lancashire is seeking expressions of interest for a contract for the supply and installation of a timetabling management system. Companies must have the proven experience, expertise and capability to support the installation of the system to meet the needs of the business. The University recently reviewed our timetabling needs and we wish to procure a timetabling system that will address the needs of the University in achieving its strategic objectives.
The procurement process will be run in accordance with European legislation as applicable to a service under the provisions of the Public Sector Services Regulations. The contract will be for an initial period of approximately five years from the “in-service” (live) date extending to 31st July 2019.
Interested parties should apply by visiting the following website where they will need to register and then express interest in the tender:

Respondents who wish to tender must complete and returned the pre-qualification questionnaire (PQQ) by the closing date of 22nd August 2013. A maximum of five bidders will be invited to tender and will be required to fully demonstrate the functionality of the offered timetabling system.
Bidders may express interest in tendering for the following:
The University is seeking a “Software Package off the Shelf” to meet its needs. It is not seeking to procure a bespoke solution and will not entertain proposals that will require extensive vendor tailoring to meet the requirement. The University recognises and expects that the software solution will need to be configurable to meet its specific needs, and further requires that any configuration will be able to be undertaken by suitably trained users. The provision of user training is part of the assignment.
The new system will be required to provide full timetabling capabilities for our teaching and related activities including:
Building events to create the timetable linking the module, students, lecturer and room against a programme structure, as well as advising on availability of suitable resources such as rooms, lecturers, etc.
Provision of timetables for multi sites both in the UK and overseas
Two way data process with the University”s student records system (Ellucian – Banner)
Manual and auto-scheduling, including supporting using a combination of both
Exam scheduling
Clash checking
Student allocation to classes including full cohort and sub-groups within cohorts
Reporting on resource usage
A room booking application with configurable parameters which can be released to staff and students, if appropriate.
Support the presentation of personalised student, lecturer and room timetables accessible by a range of browsers and a range of devices.
The University realises that an element of “customisation” may be required to enable data interchange between the selected supplier”s “Software Package off the Shelf” and UCLan”s existing business systems. It is part of the requirement that the vendor”s scope of work will include working with the University on the interface customisation and the successful supplier will be responsible for defining and managing this work.
The successful vendor will be required to:
Demonstrate successful deployment at other UK based HEIs
Supply, configure, deploy, test and handover software tools;
Scope, define, procure, manage and install customised interfaces between the timetabling software solution and existing University systems;
Provide user training;
Provide and support the implementation of software upgrades, service releases, patches etc. for a period of approximately five years from the “in-service” (live) date extending to 31.7.2019. Service to include any customised elements included in the solution;
Provide technical and help desk support for a period of approximately five years from the “in-service” (live) date extending to 31.7.2019. Service to include any customised elements included in the solution;
Provide any technical expertise (programmers, analysts and technicians) that is required throughout the assignment.

II.1.6)Common procurement vocabulary (CPV)


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:
II.2.2)Information about options

Options: yes
Description of these options: Initial 3 year contract with option to extend by up to 2 further years.
II.2.3)Information about renewals

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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
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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: A PQQ will be issued to shortlist applications.
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

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

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
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
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: