Contract award notice
Results of the procurement procedure
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