Section one: Contracting authority/entity
one.1) Name and addresses
THE UNIVERSITY OF BIRMINGHAM
EDGBASTON
BIRMINGHAM
B152TT
Contact
Karen Aird
Telephone
+44 1214158491
Country
United Kingdom
Region code
UKG31 - Birmingham
Companies House
RC000645
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
H&S Software for HR
Reference number
SC11767/23
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
Health and Safety Software Portal for logging & managing incidents electronically.
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: £480,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
two.2.4) Description of the procurement
Health and Safety Software Portal for logging & managing incidents electronically.
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Serenity is the most economically viable option in the long term. The quote from Serenity is for an all-user model, which doesn't limit the number of university users. The university needs to have large numbers of users to allow a range of colleagues across the institution to have access to the system- the majority of whom will need to complete risk assessments. The system will be easy to administer on a day-to-day basis and can be managed with existing resource. Serenity includes other modules that we would also want to implement in the future.
Due to Serenity being built upon the ServiceNow platform the implementation costs would be significantly lower and could be managed in-house with existing resource. The existing feeds of student and staff data into ServiceNow could be used to avoid the need for a new integration build, which again would further reduce additional costs.
Serenity can also be implemented in phases, due to the modular nature, which would allow the in-house resources to be planned and utilised- again removing the need for additional expense.
An alternative system, which was demonstrated to the University, could require significant in-house resources to set up and implement. The general day to day management of the system may also require an administrator post and with it being a standalone system it is likely to need more additional support and training, compared to a system based upon an existing University platform. The quote received is for 600 users, compared with the all-user model quoted for by Serenity. Additional users would push the cost above that quoted by Serenity.
There would also be the need to build an integration to allow the feed of student and staff data into this standalone system- that further adds to the implementation costs for this alternative system (and most others that are not build upon existing platforms).
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
Contract No
SC11767/23
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
26 June 2023
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
Serenity EHS
San Diego
Country
United States
NUTS code
- US - United States
Serenity EHS - United States of America
United States of America
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: £480,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
University of Birmingham
Birmingham
Country
United Kingdom