Tender for Cloud Management Information System

To support the Trust’s ‘Shift to the Cloud’ strategy, we seek a supplier to provide a cloud management information system.

United Kingdom-Peterborough: Database systems

2019/S 213-523062

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: United Church Schools Trust
Postal address: Worldwide House, Thorpe Wood
Town: Peterborough
NUTS code: UKH11
Postal code: PE3 6SB
Country: United Kingdom
Contact person: Bruce Wilson
E-mail: UL-MIS-Procurement@UnitedLearning.onmicrosoft.com
Telephone: +44 1832864444

Internet address(es):Main address: https://www.unitedlearning.org.uk

Address of the buyer profile: https://unitedlearning.org.uk/tenders/mis

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: https://unitedlearning.org.uk/tenders/mis

Additional information can be obtained from the abovementioned address

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

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Cloud Management Information System

II.1.2)Main CPV code

48610000

II.1.3)Type of contract

Services

II.1.4)Short description:

United learning is an educational charity that manages 14 independent schools and 75 state sector academies in the UK. The Trust will grow its number of academies at about 5 % per annum over the contract term.

To support the Trust’s ‘Shift to the Cloud’ strategy, we seek a supplier to provide a cloud management information system (MIS) for our state sector primary, secondary and all-through academies. Some of the Trust’s 75 academies have already implemented a cloud MIS, therefore this procurement will provide a cloud MIS to the remaining 60 academies and new academies as they join the Trust. The MIS will be accessed over the internet and hosted in the cloud, with requisite programme management, support and implementation services also provided.

A specification is available to assist suppliers in qualifying the opportunity. Prospective bidders may attend a bidders’ day webinar on 7.11.2019. Obtain details via contact details provided within this notice.

II.1.5)Estimated total value

Value excluding VAT: 2 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKH11

Main site or place of performance:

The Trust’s Central Office is in Peterborough, UK. The Trust’s schools are located across the UK, see the United Learning website for locations.

II.2.4)Description of the procurement:

The Trust’s requirement is to provide and implement a software-as-a-service (SaaS) based management information system (MIS) in order to deliver the Trust’s ‘Shift to the Cloud’ strategy. The MIS will be accessed over the internet and hosted in the cloud. The product must be capable of supporting the operational, educational management and administrative needs of the Trust’s state sector primary, secondary and all-through academies.

The supplier is also expected to provide a service to the Trust for implementation and support of the MIS that includes: programme and project management, migration, configuration support, integration with third-party software and the Trust’s data warehouse, bespoke customisation (if needed), training, after-sales support, and documentation (e.g. technical, service, training).

Academies across the Trust currently use numerous MIS boltons and exchange data with a significant number of third-party products. The range of functionality delivered by these other products must be either replaced by MIS functionality or supported through integration. Please note that the Trust will lead a third-party product rationalisation project in tandem with the wider MIS implementation programme.

The Trust operates a data warehouse to support trust-wide reporting. Trust-wide access to school data and data warehouse integration requirements are included in the Specification.

The Trust currently supports 75 state sector academies, of which 60 academies require a cloud MIS. Therefore, an estimated programme of 60 academy MIS implementations (including configuration, migration and training) will need to be delivered over a phased 18-month period. In addition, the Trust will continue to grow its number of schools by about 5 % per annum — therefore the supplier will be required to deliver further implementations to the united learning management information system as new schools join the Trust over the term of the contract.

A detailed specification is available that identifies our functional, technical and service requirements to assist suppliers in qualifying the opportunity and to inform proposals. In addition to this, we invite all prospective bidders to attend a bidders’ day webinar on 7.11.2019. Obtain documents and event details via contact details provided within this notice.

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: 2 000 000.00 EUR

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

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

Contract term is five (5) years. Initial contract period is three (3) years with the option to renew for a two (2) year extension.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 3

Objective criteria for choosing the limited number of candidates:

Selection criteria as per the selection questionnaire (SQ). Obtain SQ and supplementary tender documentation via the contact provided within this notice. Suppliers are not required to respond to the specification at this stage – this has been provided for information only.

Selection questionnaire will result in a short-list of three (3) who will be invited to participate in dialogue. An initial tender will be submitted by the short-list of three and evaluated resulting in a short-list of two (2) who will be invited to participate in further dialogue. A final tender will be submitted and evaluated resulting in selection of Preferred Bidder.

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

The estimated contract Value indicated within this notice has been derived on the assumption that the costs associated with this contract will include project implementation, migration, annual licence/support and ad hoc requests for third party integration and/or bespoke product development over the maximum 5-year contract term.

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:

Selection criteria as stated in the procurement documents.

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.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

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

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: no

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: 29/11/2019

Local time: 16:00

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

Date: 12/12/2019

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

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of 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

VI.3)Additional information:

VI.4)Procedures for review

VI.4.1)Review body

Official name: United Learning
Postal address: Worldwide House, Thorpe Wood
Town: Peterborough
Postal code: PE3 6SB
Country: United Kingdom
E-mail: UL-MIS-Procurement@UnitedLearning.onmicrosoft.com
Telephone: +44 1832864444Internet address: https://unitedlearning.org.uk/tenders/mis

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Selection questionnaire submission deadline is 29.11.2019.

Short-list of three (3) invited to participate in dialogue (IPD) on 12.12.2019.

Dialogue meetings* will take place on 8.1.2020.

Initial tender submission deadline is 29.1.2020.

Short-list of two (2) invited to participate in further dialogue on 13.2.2020.

Dialogue meetings will take place on 26.2.2020 and 2.3.2020.

Final tender submission deadline is 23.3.2020.

Preferred bidder announcement is 3.4.2020.

Contract signature is 30.4.2020.

*Projected number of dialogue meetings shown for reference, subject to further dialogue as and where needed.

Exact programme dates are subject to change and will be reconfirmed in the IPD.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

31/10/2019