Section one: Contracting authority
one.1) Name and addresses
Kingston-Upon-Hull City Council
The Guildhall, Alfred Gelder Street, Hull
HULL
HU1 1AA
Contact
Ben Holtby
Telephone
+44 1482613328
Country
United Kingdom
NUTS code
UKE11 - Kingston upon Hull, City of
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Procurement of Education Management System
Reference number
DN497495
two.1.2) Main CPV code
- 48190000 - Educational software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Hull City Council are looking to procure a cloud based Education Management System for use within the authority with a focus on interoperability between internal services and external public bodies.
two.1.5) Estimated total value
Value excluding VAT: £1,120,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKE11 - Kingston upon Hull, City of
Main site or place of performance
Hull
two.2.4) Description of the procurement
Hull City Council is looking to procure a deployable, cloud based Education Management System (EMS) and Client Caseload Information System (CCIS) for use across the education team within the authority.
The Council is looking for providers who are interested in bidding for this contract who have a developed solution currently deployed within other Local Authority environments of a similar size to Hull and whose solution can provide a data driven approach to support and help deliver the service areas requirements with its internal and external stakeholders.
The programme aims to deliver;
• deliver efficiencies through the improved use of IT systems, particularly through improving the connection between School MIS and the EMS.
• improve accessibility and usability of management information.
• increase face to face time with children, young people and their families.
• support agile working.
• reduce the administration burden on front line staff.
• reduce the total cost of systems and provide seamless integration with other council IT systems as required.
• Provide a single point of access to all the relevant internal and external users including but not limited to children, parents, professionals or carers.
The solution itself must be able to at least offer the following services, complying with all statutory guidance as required;
• Address Management
• Admissions & Transport
• Attainment & Results
• Business to Business Data Exchange (B2B) & Data Management
• Children's Support Services Case Management
o Child Missing Education
o Children Looked After Virtual School
o Education Welfare
o Education Welfare Prosecutions
o Education Phycology
o Elective Home Education
o IPASS - Integrated Physical & Sensory Support Service (Hearing, Vision & Sensory)
o Priority Families
• Children in Entertainment and Employment
• Data Collection & Management
• Early Years
• Fair Access and Exclusions
• Family information service
• Free School Meals
• GIS Routing and Distance Calculations.
• Governors
• Pupil Planning
• Safeguarding Children in Education
• SEN & EHCP
• SEND Parent Portal
• SEND Professionals Portal - for professionals use for plans
• SQL, Scheduled Tasks and Email Functionality
• Reporting and Business Intelligence (SQL, SSRS & Crystal Reports)
• System Administration
• Training Manager (used by Governors and Early Years)
• Transport (Home to School Bus Passes)
• Virtual Schools and ePEP
The authority is also seeking to procure its CCIS as part of this tender, with the goal of improving data flows between the services ensuring that all involved parties are presented with up to date and accurate information that they need to deliver an effective service.
two.2.6) Estimated value
Value excluding VAT: £1,120,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
The contract will have 3 further extensions as below;
2 x 24 Month Period Extensions
1 x 12 Month Period extension.
This shall be structured as a 5+2+2+1 taking the maximum duration of the contract to 10 years should the extensions be exercised.
two.2.11) Information about options
Options: Yes
Description of options
The contract will have 3 further extensions as below;
2 x 24 Month Period Extensions
1 x 12 Month Period extension.
This shall be structured as a 5+2+2+1 taking the maximum duration of the contract to 10 years should the extensions be exercised.
two.2.14) Additional information
Only those suppliers who pass a Selection Questionnaire stage will be invited to tender.
The Selection Questionnaire will include a small number of project specific questions which will have a threshold score of 3 for each question.
Where suppliers have been invited to tender (ITT) stage and initial tenders have not been accepted a recourse to staged procedure to gradually reduce the number of tenders to be negotiated will be implemented. A threshold score of 3 will also apply to the quality assessment questions at the ITT stage.
Please Note: The Council is currently in the process of migrating to a new Procurement solution, preliminarily set for October 2021, which may impact during this process. The Council will notify suppliers of any changes to the process closer to the migration date and how it will impact on the procurement.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Kingston-Upon-Hull City Council are looking for expressions of interest from providers who currently supply an Education Management System within other organisations of a similar size and scale to that of Hull.
The Council will not consider those suppliers who are looking to develop a solution that is not demonstrably in use with another local authority already.
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.1.8) 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 expressions of interest
Date
2 September 2021
Local time
12:00am
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The time limit to respond to this pin notice shall be 35 days from the day it is published. Suppliers will be invited to complete the Selection Questionnaire which will be available to access through YORtender in September 2021 to the suppliers who have declared an interest within the initial 35 day period.
six.4) Procedures for review
six.4.1) Review body
The Monitoring Officer
The Guildhall, Alfred Gelder Street
Hull
HU1 1AA
Telephone
+44 1482300300
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
As Above
Hull
HU1 1AA
Country
United Kingdom