Tender for Lecture Capture System

The University’s vision for technology enhanced learning includes a commitment to enhancing student learning through the provision of lecture recordings.

United Kingdom-York: Education and training services

2015/S 087-157414

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of York
Heslington
Contact point(s): Procurement Office
For the attention of: Rob Hunt
YO10 5DD York
UNITED KINGDOM
E-mail: rob.hunt@york.ac.uk

Internet address(es):

General address of the contracting authority: www.york.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/york/aspx/Home

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

Education

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)Description

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

Lecture Capture System.

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

Services
Service category No 24: Education and vocational education services
Main site or location of works, place of delivery or of performance: York, UK.

NUTS code UKE21

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’s vision for technology enhanced learning includes a commitment to enhancing student learning through the provision of lecture recordings. This relates to the recording of lecture slides and output from a computer with audio, which are published to students in a fully-automated way. The service may also accept inputs from other hardware such as visualisers and video cameras. Lecture capture offers a different learning experience that allows students to recap parts of the lecture they did not understand or ideas they want to explore further.
The University established a scheduled lecture recording service in 2012 which has steadily grown to a service where lectures are recorded in 40 lecture and seminar rooms across campus. The University now seeks to renew its central lecture recording provision with a view to identifying a full institutional solution that will support the automated recording of lectures in all teaching venues across campus, to be fully operational from October 2016.
The University requires a solution that will integrate with the University’s Syllabus Plus timetabling service to support the automated scheduling of recordings. The solution should also provide a facility for devolved system usage at a departmental level, in response to ad hoc recording requests. The solution will provide students with easy access, playback and search of lecture captures and should be mobile ready, providing users with an intuitive and efficient interface with contemporary web-design controls. It will support seamless integrations with other business systems and learning applications, including our institutional virtual learning environment running on Blackboard software.
The University seeks a managed hosting solution, with the service provider meeting institutional requirements for the retention of lecture recordings in the cloud and their availability to system users on demand. This might include hosted solutions using open source software.

II.1.6)Common procurement vocabulary (CPV)

80000000, 92000000, 48190000

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: 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:

As per pre-qualification questionnaire (PQQ).

II.2.2)Information about options

Options: yes
Description of these options: The University reserves the right to extend the contract service duration by an additional two years beyond the initial duration of four years.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As per PQQ.

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: As per PQQ.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per PQQ.
Minimum level(s) of standards possibly required: As per PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per PQQ.
Minimum level(s) of standards possibly required:
As per PQQ.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

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

Restricted

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: As per PQQ.

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:

UY/PROC/323

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: 29.5.2015 – 12:00
Payable documents: no

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

1.6.2015 – 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

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

This is a recurrent procurement: no

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

In order to participate, respondents must first register on the University”s eTendering portal: https://in-tendhost.co.uk/york/aspx/Home

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:

1.5.2015