Award

The Provision of Lecture Capture System

  • THE UNIVERSITY OF BIRMINGHAM

F15: Voluntary ex ante transparency notice

Notice identifier: 2024/S 000-021771

Procurement identifier (OCID): ocds-h6vhtk-047da3

Published 16 July 2024, 11:09am



Section one: Contracting authority/entity

one.1) Name and addresses

THE UNIVERSITY OF BIRMINGHAM

Edgbaston

BIRMINGHAM

B152TT

Contact

Christopher Morgan

Email

c.morgan.2@bham.ac.uk

Telephone

+44 1214151109

Country

United Kingdom

Region code

UKG31 - Birmingham

Companies House

RC00645

Internet address(es)

Main address

https://www.birmingham.ac.uk

Buyer's address

https://birmingham.ac.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

The Provision of Lecture Capture System

two.1.2) Main CPV code

  • 48730000 - Security software package

two.1.3) Type of contract

Supplies

two.1.4) Short description

The University of Birmingham uses the Panopto software tool to provide lecture capture in all teaching spaces, to provide video capture software for teaching events, and to provide video playback for students of teaching content.

The system is integrated to Canvas VLE and linked through in house developed code to the University's timetabling system, student records system, learner analytics system, and VLE Administration system.

During the last 12 months the coding has been significantly rewritten to work with the University's new timetabling system to ensure that lectures can be recorded and then automatically correctly located within Canvas.

StARS+ (Student Administration Refresh and Simplification+) is a University-wide programme to simplify,standardise and improve our student administration services, enabled by a replacement and upgrade of our student record system. Due to the ongoing complexity of the StARS+ programme, and that the project will affect transformational change across many key areas and include changes to a number of applications including those associated with Panopto, the University won't have the capacity to implement new systems and associated process and change during this time (now to 2025/6), should we choose to change supplier. This would also introduce substantial risk and additional training requirements during with the very real possibility of overloading programme teams. We need to be certain that University resources will be available to support the delivery of this work as required, and it would be important to align the development, change, and implementation road map of this project with other University and ITS projects through the normal prioritisation process. Therefore, we are looking to extend the current contract for a period of two years, up to 31/07/2026 (current contract expires in July 2024). The University plans to re-tender during this time.

Removing or replacing Panopto at this stage would adversely impact our immediate strategic goals, and would directly have a detrimental impact on the staff and student experience and would require significant time and staff resourcing.

The Business Owner will undertake an options re-appraisal and associated procurement process 18 months before the end of this two-year period in order to obtain the best future fit in terms of requirements and also value for money.

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: £320,000

two.2) Description

two.2.3) Place of performance

NUTS codes
  • UKG31 - Birmingham

two.2.4) Description of the procurement

The University of Birmingham uses the Panopto software tool to support lecture capture. StARS+ (Student

Administration Refresh and Simplification+)

two.2.11) Information about options

Options: No


Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Award of a contract without prior publication of a call for competition in the cases listed below

  • The procurement falls outside the scope of application of the regulations

Explanation:

Due to the expanded scope of the StARS+ programme, and that the project will affect transformational change across many key areas and include changes to a number of applications including Panopto, the University won't have the capacity to implement new systems and associated process and change during this time (now to 2024/6), should we choose to change supplier.

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

A contract/lot is awarded: Yes

five.2) Award of contract/concession

five.2.1) Date of conclusion of the contract

16 July 2024

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

Panopto

London

EC1Y 8AF

Country

United Kingdom

NUTS code
  • UKI - London
Justification for not providing organisation identifier

Not on any register

The contractor/concessionaire is an SME

No

five.2.4) Information on value of contract/lot/concession (excluding VAT)

Initial estimated total value of the contract/lot/concession: £320,000

Total value of the contract/lot/concession: £320,000


Section six. Complementary information

six.4) Procedures for review

six.4.1) Review body

University of Birmingham

Birmingham

Country

United Kingdom