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02 Contract Notice

Timetable Scheduling & Booking Software Service

  • First published: 08 June 2021
  • Last modified: 08 June 2021

Contents

Summary

OCID:
ocds-kuma6s-111177
Published by:
University of South Wales
Authority ID:
AA0315
Publication date:
08 June 2021
Deadline date:
13 July 2021
Notice type:
02 Contract Notice
Has documents:
Yes
Has SPD:
No
Has Carbon Reduction Plan:
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.

Full notice text

Contract notice

Section I: Contracting authority

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.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://sell2wales.gov.wales


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://sell2wales.gov.wales


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.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

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: Yes

Description of renewals:

The initial contract period shall be four years with the option to extend for further 12-month periods up to six years in total, subject to performance and agreement between the parties.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

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 III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

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.2.2) Time limit for receipt of tenders or requests to participate

Date: 13/07/2021

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 18 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 13/07/2021

Local time: 13:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=111177.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

As part of the tendering process the University will be looking at ways that even more value may be obtained and would like to seek community benefits from this tender. Examples of the kind of benefits / opportunities that we would like to see are, for example, e.g. lectures, guest speaker slots, scholarships or perhaps student placements or internships.

When submitting your tender, you will need to submit a plan in a separate word document of how you would anticipate delivering any benefits through this contract. The community benefits will not be scored or evaluated but will be included as a condition of contract with the successful supplier.

(WA Ref:111177)

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

08/06/2021

Coding

Commodity categories

ID Title Parent category
48000000 Software package and information systems Computer and Related Services
72268000 Software supply services Software-related services

Delivery locations

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

Alert region restrictions

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

ID Description
There are no alert restrictions for this notice.

Document family

Notice details
Publication date:
08 June 2021
Deadline date:
13 July 2021 00:00
Notice type:
02 Contract Notice
Authority name:
University of South Wales
Publication date:
14 January 2022
Notice type:
03 Contract Award Notice - Successful Supplier(s)
Authority name:
University of South Wales

About the buyer

Main contact:
SHARON.JENKINS@SOUTHWALES.AC.UK
Admin contact:
N/a
Technical contact:
N/a
Other contact:
N/a

Further information

Date Details
No further information has been uploaded.

Postbox

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the "Add to my interest list" button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Q&A

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the "View Questions and Answers" button.

Additional Documents

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Current documents

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docx
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Replaced documents

There are no previous versions of these documents.


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