Section one: Contracting authority
one.1) Name and addresses
University of the Highlands and Islands
12b Ness Walk
Inverness
IV3 5SQ
Telephone
+44 1463279000
Fax
+44 1463279001
Country
United Kingdom
NUTS code
UKM6 - Highlands and Islands
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00101
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
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
Provision of an Integrated Student Admissions System
Reference number
CS-UHI-26081
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 of the Highlands and Islands (UHI) has a requirement for the Provision of an Integrated Student Admissions System. It should be noted that this contract is being tendered by the University of the Highlands and Islands, on behalf of all UHI Academic Partners. UHI Academic Partners include:
UHI Argyll
UHI Inverness
UHI Moray
UHI North Highland
Orkney College UHI
UHI Outer Hebrides
UHI Perth
UHI Shetland
UHI West Highland
Highland Theological College
Sabhal Mor Ostaig
Scottish Association for Marine Science
UHI Executive Office
Please note that UHI North Highland, UHI Outer Hebrides and UHI West Highland will be merging to become UHI North, West and Hebrides in August 2023, subject to Scottish Government approval. The merged college will have access to the System.
two.1.5) Estimated total value
Value excluding VAT: £350,500
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48445000 - Customer Relation Management software package
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
The University of the Highlands and Islands (UHI) has a requirement for the Provision of an Integrated Student Admissions System. It should be noted that this contract is being tendered by the University of the Highlands and Islands, on behalf of all UHI Academic Partners. UHI Academic Partners include:
UHI Argyll
UHI Inverness
UHI Moray
UHI North Highland
Orkney College UHI
UHI Outer Hebrides
UHI Perth
UHI Shetland
UHI West Highland
Highland Theological College
Sabhal Mor Ostaig
Scottish Association for Marine Science
UHI Executive Office
Please note that UHI North Highland, UHI Outer Hebrides and UHI West Highland will be merging to become UHI North, West and Hebrides in August 2023, subject to Scottish Government approval. The merged college will have access to the System.
two.2.5) Award criteria
Quality criterion - Name: Compliance with Specification / Weighting: 15%
Quality criterion - Name: User Evaluation and Testing / Weighting: 15%
Quality criterion - Name: Core System Functionality / Weighting: 10%
Quality criterion - Name: Systems Integration / Weighting: 10%
Quality criterion - Name: Implementation Plan / Weighting: 15%
Quality criterion - Name: Phase-Out Plan and Exit Strategy / Weighting: 10%
Quality criterion - Name: Support Services / Weighting: 10%
Quality criterion - Name: Fair Work Practices / Weighting: 5%
Price - Weighting: 10%
two.2.6) Estimated value
Value excluding VAT: £350,500
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 commence for a period of three (3) years (not including the implementation period).
The Authority reserves the right to extend the contract for two (2) x one (1) year periods, subject to satisfactory performance and continued requirement of the Authority.
two.2.10) Information about variants
Variants will be accepted: No
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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Minimum level(s) of standards possibly required
The following evidence will be requested with tender submissions in order to conduct analysis of organisation’s financial standing.
- Contractors are required to submit 2 years audited accounts including profit and loss statements, or equivalent before the tender submission deadline.
Alternatively, if you are unable to provide the required accounting information – e.g., a new business without the required accounts, please provide a banker’s letter demonstrating their willingness to support your organisation over the term of the Contract.
Bidders must confirm they can provide the following supporting evidence prior to award:
- Employer's (Compulsory) Liability Insurance = 5 000 000 GBP or as required by statute
- Product Liability Insurance = 5 000 000 GBP
- Public Liability Insurance = 5 000 000 GBP
- Professional Indemnity Insurance = 2 000 000 GBP
Please refer to Part IV Selection Criteria of the SPD.
three.1.3) Technical and professional ability
Minimum level(s) of standards possibly required
Bidders must provide at least one (1) relevant example within the last three (3) years. It should be noted that the Contractor’s system shall be required to handle a minimum of 35,000 applications annually. The Contractor must be able to demonstrate that the volume listed above has been handled before, with descriptions of the related system hardware/architecture.
Examples from both public and/or private sector customers and clients may be provided.
In order to ensure that newer or start-up companies have a chance to demonstrate any experience relevant to the current requirement, examples may be provided from:
- Within their organisation (bidders may rely on the experience of personnel that they intend to use to carry out the current requirement, even if that experience was gained whilst working for a different organisation)
- Other consortium members (where a consortium bid is being proposed)
- Named entities upon whose capacity and capability the bidder is relying in order to meet the selection criteria
Bidders should be aware that they may be asked to confirm at the Invitation to Tender stage that there has been no material change to the skills, experience and resources available to them since submitting their SPD response.
Please refer to Part IV Selection Criteria of the SPD.
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing 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.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
11 August 2023
Local time
9:00am
Changed to:
Date
14 August 2023
Local time
9:00am
See the change notice.
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
11 August 2023
Local time
9:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: It is not possible to advise an estimated time for a contract notice to be published at this exact moment.
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 below documentation requires to be submitted as part of the tender submission:
Appendix A - Form of Tender
Appendix B - Freedom of Information
Appendix D - Supply Chain Code of Conduct
Appendix E - Commercial Questionnaire (Pricing Schedule)
Appendix F - Technical Questionnaire (including Appendix J - Compliance with Specification)
Appendix G - GDPR Vendor Data Processor Assurance Assessment
Appendix I - Conflict of Interest
Appendix L - Cloud Risk Evaluation Questionnaire
Single Procurement Document
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations in 2015.
It should be noted that the maximum value/budget of the Authority, across a period of five (5) years, including implementation but not inclusive of potential contract amendments during the contract term, is 350,500 GBP (excluding VAT).
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 24502. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:736091)
six.4) Procedures for review
six.4.1) Review body
Inverness Sheriff and Justice of the Peace Court
Inverness
IV2 3EG
Country
United Kingdom