Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Rosie Pringle
Telephone
+44 2380595000
Country
United Kingdom
NUTS code
UKJ32 - Southampton
Royal Charter
RC000668
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
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
Staff Engagement Surveys
Reference number
2023UoS-0719
two.1.2) Main CPV code
- 79311000 - Survey services
two.1.3) Type of contract
Services
two.1.4) Short description
The University is seeking to work with a supplier who can ideally provide us with a self-service survey tool to enable us to effectively deliver the range of surveys we desire. The essential requirements include at least 3 surveys per year: Comprised of an annual staff engagement survey and compulsory surveys required by our commitments to a range of EDI Charter Marks (minimum 2 per annum). The ability to run exit surveys would be highly desirable but not the primary requirement.
The supplier will need to offer the ability to measure results via reporting or surveying tools and these need to offer agile and insightful data that can enable management to take quick, relevant action and to make timely interventions as appropriate. The supplier is required to annually conduct a minimum of 5 university wide staff engagement surveys.
two.1.5) Estimated total value
Value excluding VAT: £350,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 73210000 - Research consultancy services
- 79310000 - Market research services
- 79330000 - Statistical services
- 79633000 - Staff development services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
Main site or place of performance
Southampton, Hampshire, UK
two.2.4) Description of the procurement
The University has c6,000 employees, organised into different job families: Education, Research and Enterprise (ERE), Management, Administrative, Specialist (MSA), Community and Operational (CAO) and Technical and Experimental (TAE). These employees are dispersed across several different campuses in the local area, as well as globally (e.g., Malaysia campus).
Human Resources is tasked with monitoring staff engagement rates/levels and supporting senior leaders in the University in creating and implementing action plans based on engagement survey results. Human Resources are also responsible for administering an ongoing Exit survey as well as supporting the University in collecting data to inform a range of other action plans such as Athena Swan and Race Equality Charter.
We are continually developing our listening strategy and identifying opportunities to engage with staff across the University and we are therefore interested in the further opportunities that survey tools can provide us to engage with our staff.
The University is seeking to work with a supplier who can ideally provide us with a self-service survey tool to enable us to effectively deliver the range of surveys we desire. The essential requirements include at least 3 surveys per year: an annual staff engagement survey and compulsory surveys required by our commitments to a range of EDI Charter Marks (minimum 2 per annum). The ability to run exit surveys would be highly desirable but not the primary requirement.
The supplier will need to offer the ability to measure results via reporting or surveying tools and these need to offer agile and insightful data that can enable management to take quick, relevant action and to make timely interventions as appropriate. The supplier is required to annually conduct a minimum of 5 university wide staff engagement surveys.
Procurement Process
This procurement process is being conducted as a Restricted procedure; consisting of both Selection and Invitation to Tender stages.
Stage 1 - Selection Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of five qualified potential suppliers for formal invitation to tender. The maximum number of qualified potential suppliers will be based on the top five scores achieved. Where more than the maximum number of potential suppliers have achieved a top five score (i.e. a tie), all of those potential suppliers will be invited to the Invitation to Tender stage.
Stage 2 - Invitation to Tender (ITT) stage - A maximum of 5 qualified tenderers will be invited to submit formal tenders at this stage
Contract Term
The University proposes to enter into a Contract for Seven (7) years - this will be the maximum contract period, including any potential extensions with the successful tenderer.
This will comprise of an initial contract period of Five (5) years with an option to extend by a further Two (2) years. In a Five (5) + Two (2) year format subject to satisfactory performance and at the discretion of the University.
Contract Value
The estimated value of the initial Five (5)-year contract term is no greater then £250,000 GBP (excluding VAT).
The estimated value of the Two (2)-year extension period is no more than £100,000 GBP (excluding VAT).
It is estimated, therefore, that the total maximum value of this contract will be £350,000 GBP (excluding VAT).
two.2.5) Award criteria
Quality criterion - Name: Proposed solution for staff surveys / Weighting: 10
Quality criterion - Name: Implementation Plan / Weighting: 5
Quality criterion - Name: Benchmarking Capability / Weighting: 25
Quality criterion - Name: Maximising Confidentiality and Anonymity / Weighting: 10
Quality criterion - Name: Meeting Deadlines / Weighting: 10
Quality criterion - Name: Service support, flexibility, and account management / Weighting: 5
Quality criterion - Name: Data Protection / Weighting: FIO
Quality criterion - Name: Interview Response / Weighting: 10
Quality criterion - Name: Mandatory Technical requirements / Weighting: Pass/Fail
Price - Weighting: 25%
two.2.6) Estimated value
Value excluding VAT: £350,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
This contract is likely to be subject to renewal towards the end of the initial contract period.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
Mandatory Technical Requirements (Pass/Fail)
Desirable Requirements:
Benchmarking (40%)
Confidentiality and Anonymity (40%)
Accessibility (20%)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
Lots: This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
To support the financial assessment, the University will obtain a Business Risk Report for all [Potential Suppliers/Tenderers] and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Potential suppliers/Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers (Compulsory) Liability: £5 million GBP per occurrence.
Public Liability: £5 million GBP per occurrence.
Cyber Liability: £5 million GBP per occurrence and in aggregate
Professional Indemnity Insurance: £2 million GBP per occurrence.
three.1.3) Technical and professional ability
List and brief description of selection criteria
The selection criteria is as stated in the Selection Stage document set
However, potential suppliers' attention is drawn to the MANDATORY requirements of the selection criteria:
e.g.
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic & Financial Standing
- Insurance
- Compliance with equality legislation
- Health & Safety
- Mandatory Technical Requirements
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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.2.2) Time limit for receipt of tenders or requests to participate
Date
30 May 2023
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
10 July 2023
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: 4 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: This is likely to be re-procured in 5-7 years
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic payment will be used
six.3) Additional information
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in
2. Click 'Tenders'
3. Locate the relevant project
4. View details
5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
Southampton
Country
United Kingdom