University of the Arts London: Student Systems Replacement

UK-London: Software package and information systems.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      University of the Arts London
      272 High Holborn, London, WC1v 7EY, United Kingdom
      Tel. +44 2075142245, Email: h.mckenzie@arts.ac.uk, URL: www.arts.ac.uk, URL: 5th Floor Granary Building, Granary Square, London N1C 4AA
      Contact: Hugh McKenzie
      Electronic Access URL: https://www.delta-esourcing.com/tenders/UK-UK-London:-Software-package-and-information-systems./SCNKY47VKM
      Electronic Submission URL: https://www.delta-esourcing.com/respond/SCNKY47VKM

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Body governed by public law

   I.3) Main activity:
      Education

   I.4) Contract award on behalf of other contracting authorities:
      The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Student Systems Replacement
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 7

         Region Codes: UKI1 - Inner London         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Software package and information systems. Educational software package. Industry specific software package. Industry specific software development services. UAL will invite bids for Student System Replacement (SSR). The contract will involve some or all of the design, installation, implementation, and possible hosting, maintenance and support of its student system.

UAL has defined an ambitious scope, covering the full student journey from admissions through to graduation and alumni relations, and expects this to be delivered by best-in-breed packages that interface with other UAL systems. The ability of systems and solutions to provide a seamless user experience will be key. This will require managed integration of data and end-to-end processes across commercial off the shelf packages, with a consistent “look and feel” being presented to the user
         
      II.1.6)Common Procurement Vocabulary:
         48000000 - Software package and information systems.
         
         48190000 - Educational software package.
         
         48100000 - Industry specific software package.
         
         72212100 - Industry specific software development services.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Yes       
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: Yes    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      UAL will invite bids for Student System Replacement (SSR). The contract will involve some or all of the design, installation, implementation and possible hosting of its student system.

UAL has defined an ambitious scope, which currently includes:

•Admissions and Enrolments
•Assessment and Progression
•Core Student Records
•Course Unit Set Up
•On Course Management
•Tuition Fees, Funding and Student Support
•Statutory Returns and Reporting
•General systems admin functionality
•Exchanges/Study Abroad (e.g. Erasmus and other exchange programmes)
•Further Education management
•Graduation
•Post Graduate Research
•Pre-applications and Widening Participation
•Non-accredited courses (e.g. Artscom and Language Centre provision)

It is possible that some of these are removed from scope during subsequent phases of the procurement.

UAL expects these to be delivered by best-in-breed packages that interface with other UAL systems. The ability of systems and solutions to provide a seamless user experience will be key. This will require managed integration of data and end-to-end processes across commercial off the shelf packages, with a consistent “look and feel” being presented to the user                  
         Estimated value excluding VAT:
         Range between: 2,000,000 and 4,000,000
         Currency: GBP
               
      
      II.2.2)Options: No          
         II.2.3)Information about renewals:
            This contract is subject to renewal: Yes
                  
         Number of possible renewals: 1
                           
      If known, in the case of renewable supplies or service contracts, estimated time-frame for subsequent contracts:
         Duration in months: 12
         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 60 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      refer to PQQ
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Refer to PQQ
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Refer to PQQ
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions:Yes       
      If Yes, description of particular conditions:
      Refer to PQQ      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         refer to PQQ         
         Minimum Level(s) of standards possibly required:
         refer to PQQ
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         (a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
         (b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
         (c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
         (d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
         (e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
         (f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
         (g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
         (h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
         (i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
         (j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
         (k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
         
         Information and formalities necessary for evaluating if requirements are met:
         Refer to PQQ for more info.         
         Minimum Level(s) of standards possibly required:
         refer to PQQ      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: No       
      III.3.2)Staff responsible for the execution of the service:
         Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: Yes
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Competitive Dialogue
      
      IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
                        Envisaged minimum number: 3 and maximum number: 5         
         Objective Criteria for choosing the limited number of candidates:
         Refer to PQQ for objective criteria to be applied.      
      IV.1.3)Reduction of the number of operators during the negotiation or dialogue: Yes    
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

      IV.2.2)Information about electronic auction:
         An electronic auction will be used: No       

   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: UAL174/02/2016      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 29/02/2016
      Time-limit for receipt of requests for documents or for accessing documents: 17:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 07/03/2016
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: 21/03/2016      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         


Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: No
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: No       
   VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.

1. All documentation relating to this procurement exercise will be made available in electronic form and managed entirely through the University’s online tendering portal - Delta eSourcing (https://www.delta-esourcing.com) , supported by BiP Solutions.

2. The first stage of the procurement exercise relates to the “Expressions of Interest” stage and participants must register their details on the Delta eSourcing website.

4. Once you have completed the registration process, the information and/or documents relevant for this opportunity are available to download at the url shown below.

5. If you are already registered as a user on Delta eSourcing you will not need to register again, simply use your existing username and password.

6. Please note there is a password reminder link on the homepage.

7. Registered users must log in, go to your “Response Manager” tab and add the following Access Code: SCNKY47VKM

8. If you experience any technical difficulties relating to the registration process and/or accessing documents from the tender portal, please contact the Delta eSourcing Helpdesk on call +448452707050 or email helpdesk@delta-esourcing.com.

9. Participants will be able to access and download the following documents from the online tendering portal after 09:00hrs on 4 February 2016
• Pre-Qualification Questionnaire (“PQQ”);

10. Participants are required to note the deadline for submitting your electronic response(s) to the documents referred above (5.1.12) is scheduled at 12:00hrs on 7 March 2016.

11. All participants acknowledge the fact that by responding to the OJEU notice for a Student System Replacement, the University is not liable for any cost incurred throughout this procurement exercise.

12. If you have any questions in relation to this procurement exercise or the information contained herein, please submit your inquiry using the “Email Buyer” facility within the Delta eSourcing portal (only if you are a registered user) or to the email address listed below:

Hugh McKenzie
Senior Procurement Officer
University of the Arts London 1 Granary Square,
5th Floor, Granary Building,
London N1C 4AA
United Kingdom
E: h.mckenzie@arts.ac.uk
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Software-package-and-information-systems./SCNKY47VKM

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/SCNKY47VKM
GO-201623-PRO-7703253 TKR-201623-PRO-7703252
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      High Court (England, Wales and Northern Ireland)
      United Kingdom

      Body responsible for mediation procedures:
               University of the arts London
         London, N1C 4AA, United Kingdom
         Tel. +44 2075142245

      VI.4.2)Lodging of appeals: 1. The University of Arts London (“the University”) will exercise a “Standstill Period” of 10 calendar days as a minimum from the point information on the award of the contract is communicated to tenderers.

2. This period is intended to allow unsuccessful tenderers to seek further debriefing from the University before the contract is entered into.

3. Where an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006/5 (as amended)) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

4. Any such action must be brought promptly and within the time limits as defined in the above Regulations.   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            University of the Arts London 1 Granary Square
      5th Floor, Granary Building, London, NIC 4AA, United Kingdom
      Tel. +44 2075142245, Email: h.mckenzie@arts.ac.uk, URL: www.arts.ac.uk

   VI.5) Date Of Dispatch Of This Notice: 03/02/2016

ANNEX A