Section one: Contracting authority
one.1) Name and addresses
Maiden Erlegh Trust
Silverdale Road
Earley
RG6 7HS
Contact
Steve Smith
Steve.smith@moxton-education.com
Telephone
+44 7831245572
Country
United Kingdom
NUTS code
UKJ - South East (England)
Internet address(es)
Main address
https://www.maidenerleghtrust.org
Buyer's address
https://www.maidenerleghtrust.org
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.maidenerleghtrust.org/page/?title=Trust+Tender+documents&pid=118
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
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
Maiden Erlegh Trust MIS Procurement
two.1.2) Main CPV code
- 72212190 - Educational software development services
two.1.3) Type of contract
Services
two.1.4) Short description
The Maiden Erlegh Trust encompasses 6 schools with 2 additional schools opening, one in September 2022 and another in September 2023. All schools are in and around Reading in Berkshire.
It is the desire of the Trust to move to a single, off-site/cloud-hosted MIS platform across all of its schools, and this is the purpose of this procurement. The Trust also recognises the importance of having the MIS as the 'Single Version of the Truth' in respect of pupil and staff records as the source of all identities across all systems within the Trust which, in conjunction with an automatic identity management tool should ensure seamless, automatic update processes wherever possible. In this way, as far as is practicable, the Trust wishes to avoid:
• Duplication of the effort currently involved in replicating key data fields across a variety of applications;
• Manual data transfer processes which require human intervention;
• Data transfers which involve scheduled 'batch' processes as these lead to latency in updates;
• The kinds of issues created by accidental mis-typing or shortening of names etc. that often lead to multiple different data entries for the same individual.
The Trust has decided to seek a partnership with the successful bidder, which will be tasked with all the necessary activities and processes involved in:
• Designing, Programme/Project Managing and Implementing a single MIS across all its school sites;
• Migrating the data held in current systems;
• Comprehensive acceptance testing;
• Training users in the system's use; and
• Supporting and maintaining the solution for five years to a co-terminous end date.
Given the Trust is procuring a full managed service it will provide a draft Contract during the ITT stage. Each bidder will have the opportunity, separately, to seek clarifications on it. The Trust will properly consider the suggestions made by bidders and ensure that all bidders are treated on a 'level playing field' basis with regards to any proposed changes to the contract with the aim of arriving at a position that the Trust and bidders can accept.
The Trust recognises this is a slightly different approach to procuring just MIS software, but wishes to reassure bidders this is not about imposing unreasonable demands, but is about a proper partnership agreement with an agreed managed service and consistent service level agreement for the Trust and all of its schools, under which both parties articulate and accept their individual responsibilities.
two.1.5) Estimated total value
Value excluding VAT: £1,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72200000 - Software programming and consultancy services
- 72300000 - Data services
- 72600000 - Computer support and consultancy services
- 80100000 - Primary education services
- 80200000 - Secondary education services
- 80400000 - Adult and other education services
- 80500000 - Training services
two.2.3) Place of performance
NUTS codes
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Main site or place of performance
The main site is the Trust Offices at
Maiden Erlegh School
Silverdale Road
Earley
Berkshire
RG6 7HS
two.2.4) Description of the procurement
The Maiden Erlegh Trust encompasses 6 schools with 2 additional schools opening, one in September 2022 and another in September 2023. All schools are in and around Reading in Berkshire.
It is the desire of the Trust to move to a single, off-site/cloud-hosted MIS platform across all of its schools, and this is the purpose of this procurement. The Trust also recognises the importance of having the MIS as the 'Single Version of the Truth' in respect of pupil and staff records as the source of all identities across all systems within the Trust which, in conjunction with an automatic identity management tool should ensure seamless, automatic update processes wherever possible. In this way, as far as is practicable, the Trust wishes to avoid:
• Duplication of the effort currently involved in replicating key data fields across a variety of applications;
• Manual data transfer processes which require human intervention;
• Data transfers which involve scheduled 'batch' processes as these lead to latency in updates;
• The kinds of issues created by accidental mis-typing or shortening of names etc. that often lead to multiple different data entries for the same individual.
The Trust has decided to seek a partnership with the successful bidder, which will be tasked with all the necessary activities and processes involved in:
• Designing, Programme/Project Managing and Implementing a single MIS across all its school sites;
• Migrating the data held in current systems;
• Comprehensive acceptance testing;
• Training users in the system's use; and
• Supporting and maintaining the solution for five years to a co-terminous end date.
Given the Trust is procuring a full managed service it will provide a draft Contract during the ITT stage. Each bidder will have the opportunity, separately, to seek clarifications on it. The Trust will properly consider the suggestions made by bidders and ensure that all bidders are treated on a 'level playing field' basis with regards to any proposed changes to the contract with the aim of arriving at a position that the Trust and bidders can accept.
The Trust recognises this is a slightly different approach to procuring just MIS software, but wishes to reassure bidders this is not about imposing unreasonable demands, but is about a proper partnership agreement with an agreed managed service and consistent service level agreement for the Trust and all of its schools, under which both parties articulate and accept their individual responsibilities.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2020/S 012-091803
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 May 2021
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
7 June 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 8 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Maiden Erlegh Trust
Silverdale Road
Earley
RG6 7HS
Country
United Kingdom