Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University of South Wales
Procurement Officer, University of South Wales, Finance Dept, Llantwit Road
Pontypridd
CF37 1DL
UK
Contact person: Tina Struebig
Telephone: +44 1443482383
E-mail: tina.struebig@southwales.ac.uk
Fax: +44 1443482384
NUTS: UKL
Internet address(es)
Main address: https://www.southwales.ac.uk/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.sell2wales.gov.wales
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.sell2wales.gov.wales
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
www.sell2wales.gov.wales
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
Space Utilisation Management software
Reference number: 1587
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
The University wishes to implement a system that allows continuous monitoring of both the utilisation of the estate and the efficiency of timetabling processes.
II.1.5) Estimated total value
Value excluding VAT:
190 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48000000
48100000
48330000
48332000
48420000
48421000
II.2.3) Place of performance
NUTS code:
UKL15
Main site or place of performance:
University of South Wales, Llantwit Road, Treforest, Pontypridd. CF37 1DL
II.2.4) Description of the procurement
The University of South Wales (USW) is a major player in UK higher education. With campuses in Cardiff, Pontypridd (Treforest) and Newport, the University has over 28,000 students and over 2,000 members of staff. USW has an estate with over 80 buildings, which are cumulatively over 150,000 m2.
The University of South Wales puts strong emphasis on prioritising student experience, as such it is important that it makes the most of the space available to it, and uses the space in a way that is most beneficial to the student. As more new technologies develop that can help give more insight into the efficiency of a University campus and its processes, USW are keen to invest in those that help improve student experience and futureproof the University.
A key focus for these improvements needs to be the quality and efficiency of the estate. At the moment USW have extremely poor space utilisation which at 17% is way below the UK average for the sector. The implications of this are a clear need to improve that quality and efficiency, a need to look at timetabling processes and the estate together to allow the University to drive that change.
The University wishes to implement a system that allows continuous monitoring of both the utilisation of the estate and the efficiency of timetabling processes. This will allow USW to challenge the way that rooms are being booked and used by highlighting key issues, for example where rooms are being booked but not used, or where the occupancy of a room is frequently far less than the capacity. The result needs to be a greater understanding of the amount of space required to deliver a high quality learning environment, eventually allowing the University to reduce its footprint and improve the quality of the space it retains.
Any new system and supporting processes need to be:
1) The system should be able to accurately and continually, measure and record the utilisation of individual rooms within the University to allow effective monitoring of the utilisation of the estate. Utilisation data should identify the number of users of a room or space at any particular time.
2) The system should provide graphically displays and trends that allow the user to easily analyse utilisation
3) The system should have the capability to integrate out of our timetabling software to provide us both with real time and historical utilisation data and show how it compares to our timetabled sessions. The University uses Scientia Syllabus Plus (on prem), and you should allow for the timetabling data to be integrated into your system/application. You should make sufficient development time allowances to ensure this is achieved, including the full costs of integration services with Syllabus Plus.
4) The system needs to allow us to export utilisation data into various formats (.csv, .xlsx) for analysis outside of the system.
5) The system should have the capability and flexibility to integrate with existing and future API to allow USW to expand the usage of the system over time.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
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:
See USW ESPD
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.2) Conditions related to the contract
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
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/10/2019
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
17/01/2020
IV.2.7) Conditions for opening of tenders
Date:
17/10/2019
Local time: 13:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Your tender submission must be uploaded to the Sell2Wales portal Postbox.
Your submission must be received by the closing time and date of midday, Thursday 17th October, 2019.
You should allow adequate time for the loading of your documents so as to ensure receipt as the Postbox will electronically close at the deadline time and no further submissions will be accepted.
Your submission must include all documents as requested in the Invitation to Tender ITT including the quality assessment,IT technical requirements, financial assessment, a mandatory completed ESPD and GDPR agreement.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=95614.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
As part of the tendering process the University will be looking at ways that even more value may be obtained and would like to seek community benefits from this tender. Examples of the kind of benefits / opportunities that we would like to see are, for example, e.g. lectures, guest speaker slots, scholarships or perhaps student placements or internships.
When submitting your tender you will need to submit a plan in a separate word document of how you would anticipate delivering any benefits through this contract. The community benefits will not be scored or evaluated but will be included as a condition of contract with the successful supplier.
(WA Ref:95614)
VI.4) Procedures for review
VI.4.1) Review body
University of South Wales
Procurement Manager, University of South Wales, Finance Dept, Llantwit Road
Pontypridd
CF37 1DL
UK
Telephone: +44 1443482385
Fax: +44 1443482384
VI.5) Date of dispatch of this notice
16/09/2019