Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
Llywodraeth Cymru / Welsh Government
Gwasanaethau Caffael Corfforaethol / Corporate Procurement Services, Parc Cathays / Cathays Park
Caerdydd / Cardiff
CF10 3NQ
UK
Telephone: +44 3000257095
E-mail: cpsprocurementadvice@gov.wales
NUTS: UKL
Internet address(es)
Main address: http://gov.wales
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0007
I.3) Communication
Additional information can be obtained from the abovementioned address
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:
https://etenderwales.bravosolution.co.uk/web/login.shtml
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Welsh Examinations Database
Reference number: C096/2023/2024
II.1.2) Main CPV code
72320000
II.1.3) Type of contract
Services
II.1.4) Short description
The Welsh Government is seeking a contractor to collect, validate, match and provide an annual data set of all approved qualifications in public examinations (e.g. GCSEs and A levels) achieved by students at examination centres in Wales (e.g. schools, FE colleges).
The contractor will be expected to demonstrate an in-depth knowledge of the public examinations system in Wales , have experience of securely processing and matching large volumes of personal data and be able to communicate with schools verbally and in writing in both English and Welsh. The successful supplier will be awarded an initial 3 year contract with the possibility of a 2 year extension with the total contract valued at approximately GBP 625,000 exc. VAT.
The main services that the contractor will be expected to provide are:
(a) Work with at least 20 awarding organisations (but the number may vary annually) e.g. WJEC, Pearson, AQA to:
i. Agree an annual timetable of data transfers
ii. Agree a data format, and as far as possible working within existing data sharing formats used by awarding bodies
iii. Provide a secure data transfer system (see (e) below) for the transfer of data from awarding organisations to the contractor or agree an alternative secure data transfer method.
(b) match individual level data across different awarding organisations, different establishments and across time (in the cases where some examinations have been taken earlier than normal) to produce a complete and historical record for each student’s qualifications.
(c) provide the Client with this matched data set in a pre-defined format and according to an agreed timetable.
(d) provide a bilingual (Welsh and English) telephone and e-mail help desk function. The help desk will field enquiries from schools and colleges.
(e) Provide a secure on-line data transfer and help desk system with individual accounts for all schools, colleges and awarding organisations (300-400 users). This system will allow awarding organisations to provide data to the contractor and for schools to raise queries and upload documents or evidence where they do not agree with the data provided to them during the data checking periods.
(f) Unless exempt, the contractor must be registered with the Information Commissioner’s Office for the processing of personal data.
(g) The contractor must possess a current Cyber Essentials, Cyber Essentials Plus or ISO27001 accreditation for the full duration of the contract.
II.1.5) Estimated total value
Value excluding VAT:
375 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72320000
48610000
72212600
72314000
79330000
72300000
72310000
II.2.3) Place of performance
NUTS code:
UKL
II.2.4) Description of the procurement
The successful supplier will be awarded an initial 3 year contract with the possibility of a 2 year extension with the total contract valued at approximately GBP 625,000 exc. VAT. We anticipate the tender procedure is an Open FTS tender managed via e-Tender Wales. Further information on the intended process will be provided in the tender documentation with access outlined below.
E-Tender Information:
https://etenderwales.bravosolution.co.uk
- The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
- Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
- The User who performs the Registration becomes the Super User for the Organisation.
- On registering on the Platform the Super User will select a Username and will receive a password.
- The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.
- In order to log-in to the Platform please enter your Username and Password.
- Note: If you forget your Password then visit the homepage and click “Forgot your password?”
- Registration should only be performed once for each Organisation.
- If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
- Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
- Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
- Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
- Tenders must be uploaded to the BravoSolution portal by 2pm
How To Find The ITT:
- Once logged in you must click on ‘ITT’s Open to all Suppliers’
- The e-tender references for this contract are: project_xxxx, itt_xxxx.
- Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
- You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.
- Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly – Please do not contact the named person at the top of this notice.
II.3) Estimated date of publication of contract notice:
19/02/2024
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=138481.
(WA Ref:138481)
VI.5) Date of dispatch of this notice
01/02/2024