Tender for Smart Card Readers

Student Attendance Monitoring System Hardware.

United Kingdom-Newcastle upon Tyne: Smart card readers

2015/S 238-431963

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Newcastle University
Kings Gate
Contact point(s): www.ncl-tenders.co.uk
For the attention of: Dave Anderson
NE1 7RU Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912085360
E-mail: procurement@ncl.ac.uk
Fax: +44 1912088845

Internet address(es):

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

Address of the buyer profile: www.ncl-tenders.co.uk/suppliers

Electronic access to information: www.ncl-tenders.co.uk/suppliers

Electronic submission of tenders and requests to participate: www.ncl-tenders.co.uk/suppliers

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:

(NU/1112) Student Attendance Monitoring System Hardware.

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

Supplies
Purchase

NUTS code UKC22

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 Student Attendance Monitoring System (SAMS) project was initiated in order to enable Newcastle University to undertake effective and efficient monitoring of student engagement and to enable timely provision of attendance data in the event of a Home Office (UK Visa and Immigration) audit.
Newcastle University invites tenders for the supply of a commercially developed system to facilitate the process of recording students’ attendance.
The scope of this tender is:
— Supply and installation of approximately 400 smartcard scanners. The University will provide the network point and electric power in the lecture rooms as required;
— Supply and commissioning of 50 mobile scanners to register attendance and necessary software to transfer data from the scanners to the software.
Solution.
— Supply and installation of a software solution which will store all scan data (including date/time, location/scanner ID, smartcard number) from fixed scanners in (or close to) real time, with associated data interface to allow integration with the existing SAMS systems.
Full details are available in the ITT and Appendix documents on the University’s Due North Pro Contract Portal.

II.1.6)Common procurement vocabulary (CPV)

30233300

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

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Student Attendance Monitoring System (SAMS) project was initiated in order to enable Newcastle University to undertake effective and efficient monitoring of student engagement and to enable timely provision of attendance data in the event of a Home Office (UK Visa and Immigration) audit.
Newcastle University invites tenders for the supply of a commercially developed system to facilitate the process of recording students’ attendance.
The scope of this tender is:
— Supply and installation of approximately 400 smartcard scanners. The University will provide the network point and electric power in the lecture rooms as required;
— Supply and commissioning of 50 mobile scanners to register attendance and necessary software to transfer data from the scanners to the software.
solution.
— Supply and installation of a software solution which will store all scan data (including date/time, location/scanner ID, smartcard number) from fixed scanners in (or close to) real time, with associated data interface to allow integration with the existing SAMS systems.
Full details are available in the ITT and Appendix documents on the University’s Due North Pro Contract Portal.
Estimated value excluding VAT: 300 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: There may be an initial 48 month service contract for the scanners. If the performance of the successful tenderer fulfils the expectations of the University during the initial 48-month contract period, then a further 12 month contract may be awarded to run from 16.9.2020, subject to mutual agreement. Options will be taken up on or before 1.11.2019.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1

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 required depending on the status of the supplier.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the tender document.

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.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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 tender documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers should provide a copy of their most recent published annual accounts.
Minimum level(s) of standards possibly required: The contract should not account for more than 50 % of the Tenderers annual turnover.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Invitation to Tender Document.
Minimum level(s) of standards possibly required:
As detailed in the Invitation to Tender Document.

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

Open

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

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no

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:

NU/1112

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: 11.1.2016 – 16:00
Payable documents: no

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

15.1.2016 – 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

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

IV.3.8)Conditions for opening of tenders

Date: 15.1.2016 – 14:00
Persons authorised to be present at the opening of tenders: no

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:

4.12.2015