Section one: Contracting authority
one.1) Name and addresses
University of South Wales
Procurement Manager, University of South Wales, Finance Dept, Llantwit Road
Pontypridd
CF37 1DL
Contact
Sharon Jenkins
SHARON.JENKINS@SOUTHWALES.AC.UK
Telephone
+44 1443482385
Country
United Kingdom
NUTS code
UKL - Wales
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Timetable Scheduling & Booking Software Service
Reference number
Tender 1695
two.1.2) Main CPV code
- 72268000 - Software supply services
two.1.3) Type of contract
Services
two.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.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £125,000 / Highest offer: £525,000 taken into consideration
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKL15 - Central Valleys
two.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
two.2.5) Award criteria
Quality criterion - Name: Supports Key Scheduling Requirements / Weighting: 30%
Quality criterion - Name: Automation: User Scenarios / Weighting: 10%
Quality criterion - Name: Automation: Scheduling Complexities / Weighting: 10%
Quality criterion - Name: Business Data Management / Weighting: 5%
Quality criterion - Name: Change Control & User Rights Management / Weighting: 5%
Quality criterion - Name: Schedule Viewing/Review / Weighting: 5%
Quality criterion - Name: Alerts / Weighting: 5%
Quality criterion - Name: Reporting Capabilities / Weighting: 5%
Quality criterion - Name: Core IT Requirements / Weighting: 10%
Quality criterion - Name: Implementation / Weighting: 10%
Quality criterion - Name: Provider/Solution Suitability & Roadmap / Weighting: 5%
Price - Weighting: 30%
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-012848
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
22 October 2021
five.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received from SMEs: 5
Number of tenders received from tenderers from other 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
five.2.3) Name and address of the contractor
Eventmap Limited
25 Talbot Street
Belfast
BT12LD
Telephone
+44 07710477410
Country
United Kingdom
NUTS code
- UKN06 - Belfast
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £125,000 / Highest offer: £525,000 taken into consideration
Section six. Complementary information
six.3) Additional information
(WA Ref:117106)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom