Section one: Contracting authority/entity
one.1) Name and addresses
Aberystwyth University
c/o Finance Office, Student Welcome Centre, Penglais Campus
Aberystwyth
SY23 3FB
Contact
Lee Pereira
Telephone
+44 1970628716
Country
United Kingdom
NUTS code
UKL1 - West Wales and the Valleys
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1009
one.4) Type of the contracting authority
Other type
University
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
CRM Phase 2 (University Admissions)
Reference number
AU/2020/311/CRM2
two.1.2) Main CPV code
- 48190000 - Educational software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
University admissions system for all types of student, including direct applications (UG and PG), short courses, distance learning, pre-sessional, and UCAS. Delivered as SaaS including consultancy and training for implementation. The solution must extend upon the University’s existing Microsoft Dynamics 365 CRM marketing and recruitment system and work seamlessly in all respects with it. The solution must support the complete admissions journey from Marketing and Recruitment, through to Applications, including the use of intelligent decision making and student data transfer. The University operates a bespoke in-house developed SRS that the solution will integrate with. The system must be delivered bi-lingually in Welsh and English. The University requires an ability to input and shape the development of the product to ensure it meets our requirements.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £500,000
two.2) Description
two.2.2) Additional CPV code(s)
- 72212190 - Educational software development services
two.2.3) Place of performance
NUTS codes
- UKL1 - West Wales and the Valleys
Main site or place of performance
Aberystwyth University
Penglais Campus
Aberystwyth
Ceredigion
two.2.4) Description of the procurement
The University intends to contract with the only identified provider that fully meets its requirements, early in May 2021 for a 3 year period with up to an additional optional 2 years and is publishing its intentions in this regard via this VEAT notice, to maximise transparency, confirm the process to be followed and the reasons for same.
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
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Following extensive market research the University is of the opinion that its requirements can only be met by the solution suggested by Tribal Education Ltd and the justification for this opinion is as follows:
The University needs to ensure Phase 2 Admissions works seamlessly with Phase 1 (Marketing and Recruitment) – this is key to the project’s rationale and hence the initial contract for both phases through G-Cloud. The requirement is for seamless integration between phase 1 and 2.
The majority of UK Universities have off-the-shelf commercial Student record systems that provide UCAS application integration. Aberystwyth University is in the unusual position of having an in-house developed SRS and application processing system. The University's requirement is to replace the in-house developed application acceptance and processing element. Therefore the requirement is for a UCAS and direct applications system that does not have to be part of a wider off-the-shelf SRS (i.e. standalone from a wider SRS).
The Admissions component must be delivered as SaaS in line with the University’s “Cloud First” approach and operate seamlessly with Microsoft Portal and Dynamics being used for Phase 1 and direct applicants.
The Admissions system provided needs to integrate with our in-house SRS.
AI supported intelligent decision making should form part of the solution or feature on the product’s near-term roadmap.
The user interface must be fully bilingual, supporting both the Welsh and English languages and allow seamless switching between them.
In order to provide full transparency the University is publishing this VEAT Notice to inform the supply market of their intentions and also to confirm that a contract has not been offered currently, to the selected supplier. The University's intention is to publish this notice and allow a 10 day period to pass prior to a contract being offered without prior publication or a call for competition. If a potential supplier believes they can also provide a solution that fully meets these requirements, they can submit a written statement detailing their solution, within the next 10 days and the University will evaluate before moving ahead with any contract award.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Contract No
AU2020/311/CRM2
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
16 April 2021
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
TRIBAL EDUCATION LTD
Kings Orchard, 1 Queen Street
Bristol
BS20HQ
Telephone
+44 8453133151
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £500,000
Section six. Complementary information
six.3) Additional information
(WA Ref:109869)
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