Tender for Online Learning System

Tender for Online Learning System

The University seeks a solution that will enable the University to provide world-class opportunities for online learning for students, staff, collaborative partners and the external community.

United Kingdom-York: Software package and information systems

2013/S 126-215658

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The University of York
Contact point(s): Procurement Office
For the attention of: Michael McGill
YO10 5BR York
Telephone: +44 1904328211
E-mail: michael.mcgill@york.ac.uk

Internet address(es):

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

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: In-Tend System – please refer to Section VI.3 (Additional Information) for full instructions.

Tenders or requests to participate must be sent to: In-Tend System – please refer to Section VI.3 (Additional Information) for full instructions.

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:

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

Main site or location of works, place of delivery or of performance: The University of York, Heslington, York YO10 5DD
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 has in place existing strategies for learning and teaching which highlight commitments to enhance the campus-based student experience whilst supporting careful growth in distance learning. In the context of technology enhanced learning, the emphasis is on enhancing the experience of students through the development of material and activities which facilitate a student-centred approach to learning and teaching, and greater flexibility in the accessibility of learning resources, such as through mobile devices.
The University is seeking to renew its central e-learning provision with a view to identifying a solution that will be fully operational from October 2015.
The University seeks a solution that will enable the University to provide world-class opportunities for online learning for students, staff, collaborative partners and the external community. The solution should support the full spectrum of online learning functions, ranging from natural and elegant ?information repository? provision for high quality content resources, through to powerful learning support tools that may support academic collaboration and student-led learning. The solution will be ?mobile ready? and have the flexibility to adapt to future needs and should provide users with an intuitive and efficient interface with contemporary web-design controls. It will support seamless integrations with other business systems and learning applications, as well as providing multiple entry points for different user groups and communities.
This procurement exercise is for the purchase of the software and the installation, training and on-going service of the system.
The University envisage awarding a four year contract. The actual contract period may vary and will not be confirmed until the tender stage.
Further details will be provided at the tender stage.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48200000, 48800000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

Please see II.1.5
Estimated value excluding VAT: 560 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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:

A Parent Company Guarantee may be requested where applicable.
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:

Joint and several liability will be required in the event of a consortium bid.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: University”s terms and conditions of contract.
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: Further details will be provided within the Pre Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Further details will be provided within the Pre Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further details will be provided within the Pre Qualification Questionnaire.
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

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: A pre-qualification questionnaire will be issued to shortlist the interested candidates. This will be used to evaluate their technical, economic and financial suitability. All complete questionnaires will be assessed and ranked. It is envisaged that the 6 highest ranked candidates will be invited to tender.
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

5.8.2013 – 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

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

The University intends to use an e-Tendering system in this procurement exercise, therefore this is the preferred method for suppliers to obtain further information and express their interest.
Prospective suppliers should follow steps 1-11 below to express their interest and obtain the tender documentation. (NB! Suppliers who have previously registered on the In-Tend system as a University of York supplier should go to step 8).
1. Suppliers should register on the In-Tend system at https://in-tendhost.co.uk/york/;

2. Click the ?New User Registration? link;
3. Enter the user and business details requested and click ?Next?;
4. Add your contact details by clicking ?Add?. Complete the details and click ?Next?;
5. Click ?Next? again to confirm the contact details and move to the next screen;
6. Check all registration details are correct and click ?Register my Details?;
7. You will receive an e-mail with your user and password details
8. Return to the web site and click ?Login?. Enter your details and click ?Login?
9. Click the ?Current Tenders? link and then ?Show All Tenders?
10. To express an interest, click on the relevant tender and then on ?Express Interest?
11. You will receive an e-mail shortly afterwards to confirm that your expression of interest has been received and that the tender documents are now available to view on the system.
12. Click on the link provided to re-enter the In-Tend site, click on ?My Tenders?, then ?View Tender Details?,then ?View Documents?. This will open the ITT.
For any support in submitting your expression of interest please contact the helpdesk via e-mail at support@in-tend.com or by phone on +44 8442728810.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The University of York will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing before the contract is entered into. Such additional information should be obtained from the address referred to in part 1.1 above. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:27.6.2013