Contract award notice
Results of the procurement procedure
Section I: Contracting
authority
I.1) Name and addresses
University of Bristol
4th Floor, Augustine's Courtyard, Orchard Lane
Bristol
BS1 5DS
UK
Telephone: +44 1173940653
E-mail: martyn.dean@bristol.ac.uk
NUTS: UKK11
Internet address(es)
Main address: www.bristol.ac.uk
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
Legal Case Management System
Reference number: IT-0116-034-PC_370
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
The provision of a modern and flexible IT solution for Legal Case Management, the hosting of which is theresponsibility of the Supplier.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
598 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48100000
II.2.3) Place of performance
NUTS code:
UKK11
Main site or place of performance:
Bristol.
II.2.4) Description of the procurement
The University of Bristol (UoB) has approved a business case to procure a Case Management solution to manage emails and documents relating to:
— research (and research-related) grant and contract applications and awards, which will be used jointly by the Research and Enterprise Development (RED) and Finance Services Divisions,
— separately, legal cases, which will be used by the University Secretary's Office (SecO).
Whilst this is one business case, we view the implementation of the Case Management solution to manage(i) research (and research-related) applications and awards, (ii) and legal cases, as separate instances of the Case Management solution.
The Research and Enterprise Development (RED) Department works with academics, researchers, students and entrepreneur communities within and outside of UoB to bid for research and enterprise-related grants and contracts, and to manage contractual negotiations. RED and Finance Services have a requirement for a Case Management solution to enable it to effectively and efficiently manage detailed contractual negotiation sand related communications throughout the pre-award lifecycle from application to award covering are as such as: the terms and conditions of the scheme; ethical governance implications; managing the process of contract negotiations with funders and research and enterprise partners. It is intended that a Case Management solution will form part of a wider solution to manage and administer research and enterprise-related grants and contracts.
The University Secretary's Office (SecO) provides a wide range of advice and support on legal and compliance issues to all academic and professional departments of the University. The Office's responsibilities include work in the areas of property and commercial law, employment law, intellectual property, insurance, risk management, data protection, freedom of information, staff and student mediation and dispute resolution, appeals and discipline. SecO has a requirement to use a Case Management solution to manage their case load in all these areas, as well as to provide management information for the team to support workload management and internal reporting requirements.
Potentially staff in any department of the University may require access to the system.
II.2.5) Award criteria
Quality criterion: Quality (see Additional Information for full breakdown)
/ Weighting: 70 %
Price
/ Weighting:
30 %
II.2.11) Information about options
Options:
Yes
Description of options:
The initial contract period will be for 5 years with options to extend for a maximum of a further 5 years.
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
Restricted 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:
2017/S 223-463971
Section V: Award of contract
Contract No: IT-0116-034-PC_370
Title: Legal Case Management System
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
18/05/2018
V.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received from tenderers from EU Member States: 2
Number of tenders received by electronic means: 2
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
cBrain A/S
Dampfaergevej 30,2
Copenhagen
2100
DK
NUTS: DK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 598 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
The Quality criterion referred to in Section II.2.5 was allocated as follows.
Functional Requirements 25 %.
Non-Functional Requirements 15 %.
Supplier Demonstrations 10 %.
Architectural Design 5 %.
Interfaces 5 %.
Project Management 10 %.
Training & Support 5 %.
Implementation 5 %.
Service Level Agreement 10 %.
Security 5 %.
Technical Requirements 5 %.
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
Strand
London
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Bidders have the right to appeal as set out in the Public Contracts Regulations 2015. Proceedings under thePublic Contracts Regulations 2015 are time limited and any such proceedings must be brought in the High Courtof England and Wales.
VI.5) Date of dispatch of this notice
07/06/2018