Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
Companies House
RC000668
Internet address(es)
Main 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
The Provision of an Engagement Monitoring Software Solution
Reference number
2022UoS-0646
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
The University would like to be able to monitor the academic engagement of students, whilst partaking in academic activities on campus, off campus or academic activities whilst working online.
Monitoring academic engagement has also been introduced as part of the new immigration system on 5 October 2020 by the Home Office (UKVI). The new academic engagement policy requires sponsors (University of Southampton) to ensure that all sponsored students are academically engaged for the entirety of their course, including activities they consider would indicate academic engagement such as:
• Attending required lectures, seminars, or tutorials
• Undertaking required laboratory work
• Undertaking research or fieldwork
• Submitting essays, assignments and attending examinations
The monitoring needs to be simple for students to use and give visibility to the student of academic engagement information being collected. The university needs to be able collect the data required, use appropriate technology and to be able to report on the data quickly and efficiently.
Our plan is to have the appropriate, technological solution in place for September 2023.
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: £809,995
two.2) Description
two.2.2) Additional CPV code(s)
- 31711310 - System for recording attendance
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
To implement a new engagement monitoring system for all students across the university to ensure that the data which is collected is consistent across all faculties and schools and it is fully inclusive.
The system would need to:
• Be a cloud-based SaaS solution.
• Have an end-to-end solution operating over Wi-Fi or Mobile Data connections requiring no hardware such as beacons or card readers.
• Be accessible from mobile device, tablet or laptop or university owned device.
• Have the ability for staff to manually amend the record where students do not have any IT device access for the class.
• Be compliant with Student visa/Tier 4 reporting requirements and have recent proven acceptance from the Home Office.
• Integrate with other University systems such as student records, timetabling, VLE, Lecture Capture, Library Management, Reading list software, Blackboard and MS365.
• Provide a comprehensive range of reports which can be used in visualisations for different audiences such as Student Hub, Visa Compliance, Student Engagement.
• Must be able to record several university attendance parameters such as attended/absent/late/left early/not required.
• Have notifications feature to highlight low attendance of a student.
• Able to produce data to enable an email to be sent from the system or from the University CRM.
• Able to extract attendance data from the system to use as part of institutional workflows.
• Ability to add 'adhoc' events directly into the system.
• Be currently used by several UK Universities with a proven track record of providing user groups.
• Be continually developed to adapt to the changing needs of the University.
• Ensure that the University has sufficient oversight of student attendance to instigate an early warning system for unauthorised absent students.
Procurement Process: This procurement process was being conducted as an Open procedure.
Contract Period: five years - this will be the maximum contract period, including any potential extensions; an initial contract period of three (3) years with an option to extend by a further two (2) 12 month periods subject to satisfactory performance and at the discretion of the University.
two.2.5) Award criteria
Quality criterion - Name: Qualitative Response / Weighting: 75%
Cost criterion - Name: Commercial Response / Weighting: 25%
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 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: 2023/S 000-003458
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
5 May 2023
five.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
SEATS SOFTWARE LIMITED
111 MAIN STREET
BRAY
A98 E9N2
Country
United Kingdom
NUTS code
- UKJ32 - Southampton
Companies Registration Office (CRO) - (Republic of) Ireland
563747
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £809,995
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
University of Southampton
Southampton
SO17 1BJ
Country
United Kingdom