Sell2Wales.gov.wales uses cookies which are essential for the site to work. We also use non-essential cookies to help us improve government digital services. Any data collected is anonymised. By continuing to use this site, you agree to our use of cookies.

Accept cookies Cookie Settings

View Notice

The buyer is not using this website to administer the notice. To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Add notice to my Sell2Wales Interest List

Notice Details

Title: Timetable Scheduling & Booking Software Service
Published by: University of South Wales
Publication Date: 14/01/2022
Deadline Date:
Deadline Time:
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
Has Documents: No
Has ESPD: No
Abstract: The University of South Wales is inviting tenders for the supply, installation and configuration of a replacement timetable scheduling and resource booking solution. The University is seeking a SaaS based service to reduce the burden on IT while supporting the needs of staff and students.
Timetabling activity is a highly labour-intensive process that is currently fragmented across multiple systems and administrative teams, and currently demands a high level of manual intervention. It is anticipated that the new system will provide a highly automated scheduling and booking service encompassing venues, all curricula activities, students and staff, with the provision of reporting capabilities, timely notifications, and the ability to effect change quickly and efficiently. The scheduling of all activity is important as well as personal calendar views for staff and students.
CPV: 72268000, 48000000.

Contract award notice

Results of the procurement procedure

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting entity

I.1) Name and addresses

University of South Wales

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

Pontypridd

CF37 1DL

UK

Contact person: Sharon Jenkins

Telephone: +44 1443482385

E-mail: SHARON.JENKINS@SOUTHWALES.AC.UK

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.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

Timetable Scheduling & Booking Software Service

Reference number: Tender 1695

II.1.2) Main CPV code

72268000

 

II.1.3) Type of contract

Services

II.1.4) Short description

The University of South Wales is inviting tenders for the supply, installation and configuration of a replacement timetable scheduling and resource booking solution. The University is seeking a SaaS based service to reduce the burden on IT while supporting the needs of staff and students.

Timetabling activity is a highly labour-intensive process that is currently fragmented across multiple systems and administrative teams, and currently demands a high level of manual intervention. It is anticipated that the new system will provide a highly automated scheduling and booking service encompassing venues, all curricula activities, students and staff, with the provision of reporting capabilities, timely notifications, and the ability to effect change quickly and efficiently. The scheduling of all activity is important as well as personal calendar views for staff and students.

II.1.6) Information about lots

This contract is divided into lots: No

II.1.7) Total value of the procurement

Lowest offer: 125 000.00  GBP/ Highest offer: 525 000.00  GBP

II.2) Description

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKL15

II.2.4) Description of the procurement

The University is seeking to replace their largely on-premise timetable scheduling and booking software with a single SaaS offering to reduce the burden on IT and ensure a fit-for-purpose service is implemented. Using a SaaS is expected to deliver the following:

Maintenance and operational responsibility remain with the supplier.

New feature development and system improvements by the supplier are driven by market and customer requirements.

Simple implementation with no or low local installation.

Scalability to ensure the service can be utilised across the university.

Data security meets industry and regulatory standards and is regularly reviewed and maintained.

Access without spatial restriction to allow any-time, anywhere, any-device access.

Overall cost efficiency.

Easy adoption for all users.

Intrinsic data analytics and reporting.

Supports business continuity.

Environmental benefits through lower carbon footprint of service provision.

The University schedules approximately 1,700 teaching activities a year with up to 300 students per session, plus teaching staff for each activity. In addition to this there are many other bookings made for staff, students, and operational needs, as well as public and corporate bookings for both internal and external rooms and spaces

II.2.5) Award criteria

Quality criterion: Supports Key Scheduling Requirements / Weighting: 30%

Quality criterion: Automation: User Scenarios / Weighting: 10%

Quality criterion: Automation: Scheduling Complexities / Weighting: 10%

Quality criterion: Business Data Management / Weighting: 5%

Quality criterion: Change Control & User Rights Management / Weighting: 5%

Quality criterion: Schedule Viewing/Review / Weighting: 5%

Quality criterion: Alerts / Weighting: 5%

Quality criterion: Reporting Capabilities / Weighting: 5%

Quality criterion: Core IT Requirements / Weighting: 10%

Quality criterion: Implementation / Weighting: 10%

Quality criterion: Provider/Solution Suitability & Roadmap / Weighting: 5%

Price / Weighting:  30%

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:

2021/S 000-012848

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

22/10/2021

V.2.2) Information about tenders

Number of tenders received: 5

Number of tenders received from SMEs: 5

Number of tenders received from tenderers from EU Member States: 2

Number of tenders received from tenderers from non-EU Member States: 3

Number of tenders received by electronic means: 5

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

V.2.3) Name and address of the contractor

Eventmap Limited

25 Talbot Street

Belfast

BT12LD

UK

Telephone: +44 07710477410

NUTS: UKN06

The contractor is an SME: No

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

Total value of the contract/lot: Lowest offer: 125 000.00  GBP / Highest offer: 525 000.00  GBP

V.2.5) Information about subcontracting

Section VI: Complementary information

VI.3) Additional information

(WA Ref:117106)

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

UK

Telephone: +44 2079477501

VI.5) Date of dispatch of this notice

14/01/2022


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: SHARON.JENKINS@SOUTHWALES.AC.UK
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
48000000Software package and information systemsComputer and Related Services
72268000Software supply servicesSoftware-related services

Delivery Locations

Delivery Locations
IDDescription
1022Cardiff and Vale of Glamorgan
1015Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1021Monmouthshire and Newport

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Document Family

Hide related notices
JUN364544: Timetable Scheduling & Booking Software Service
Publication Date: 08/06/2021
Deadline: 13/07/2021
Notice Type: 02 Contract Notice
Authority name: University of South Wales
JAN385211: Timetable Scheduling & Booking Software Service
Publication Date: 14/01/2022
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
Authority name: University of South Wales

Copyright © Sell2Wales