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Summary

OCID:: ocds-kuma6s-095614
Published by:: University of South Wales
Authority ID:: AA0315
Publication date:: 17 January 2020
Deadline date:: -
Notice type:: 03 Contract Award Notice - Successful Supplier(s)
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

The University wishes to implement a system that allows continuous monitoring of both the utilisation of the estate and the efficiency of timetabling processes. CPV: 72230000, 48000000, 48100000, 48330000, 48332000, 48420000, 48421000.

Full notice text

Contract award notice

Results of the procurement procedure

Section I: Contracting entity

I.1) Name and addresses

University of South Wales

Procurement Officer, University of South Wales, Finance Dept, Llantwit Road

Pontypridd

CF37 1DL

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.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

72230000

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.1.6) Information about lots

This contract is divided into lots: No

II.1.7) Total value of the procurement

Lowest offer: 136 000.00 GBP/ Highest offer: 523 350.00 GBP

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

Quality criterion: Experience / Weighting: 12.5

Quality criterion: Integration / Weighting: 12.5

Quality criterion: Technical requirements / Weighting: 12.5

Quality criterion: Benefit / Weighting: 7.5

Quality criterion: Programme timescales / Weighting: 5

Price / Weighting: 50

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 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.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2019/S 180-438652

Section V: Award of contract

A contract/lot is awarded: Yes

V.2 Award of contract

V.2.1) Date of conclusion of the contract

15/01/2020

V.2.2) Information about tenders

Number of tenders received: 3

Number of tenders received from SMEs: 1

Number of tenders received from tenderers from EU Member States: 1

Number of tenders received from tenderers from non-EU Member States: 0

Number of tenders received by electronic means: 3

The contract has been awarded to a group of economic operators: No

V.2.3) Name and address of the contractor

Lone Rooftop B.V.

Johan Huizingalaan 400

Amsterdam

1066JS

Telephone: +31 615264014

NUTS: NL

The contractor is an SME: Yes

V.2.4) Information on value of the contract/lot (excluding VAT)

Initial estimated total value of the contract/lot:

Total value of the contract/lot: Lowest offer: 136 000.00 GBP / Highest offer: 523 350.00 GBP

V.2.5) Information about subcontracting

Section VI: Complementary information

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.

(WA Ref:98948)

VI.4) Procedures for review

VI.4.1) Review body

Public Procurement Review Service

Cabinet Office

London