Section one: Contracting authority
one.1) Name and addresses
Coventry University
Priory Street
COVENTRY
CV15FB
Contact
Thomas Hasson
Country
United Kingdom
Region code
UKG33 - Coventry
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/coventryuniversity/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/coventryuniversity/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned 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
EMAIL ARCHIVE FOR COVENTRY UNIVERSITY LEGAL SERVICES DEPARTMENT
Reference number
FRAM-1373-24-TH
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Coventry University Group are seeking proposals from qualified vendors for the supply, installation, and support of a cloud-based email archiving solution. The solution should securely archive email communications for a maximum period of 13 years, support exporting emails to PDF for legal cases, investigations and Freedom of information requests. It must be capable of handling an existing archive of 110TB. The solution should support Office 365 (O365) and Google Workspace connectors and must accommodate user licensing for 70,000 users, including both staff and students. The system should be able to handle an average of 300,000 emails daily.
Submission Requirements:
Vendors interested in submitting a proposal must include the following:
Company Profile: Overview of the company, including experience in providing similar solutions.
Technical Proposal: Detailed description of the proposed solution, including software and hardware specifications.
Implementation Plan: Timeline and plan for deploying the solution, including data migration.
Support and Maintenance: Description of support services, including response times and SLAs.
Pricing: Detailed pricing breakdown, including software licenses, implementation costs, support fees, and any other relevant charges for initial archive copy.
References: Provide at least three references from organizations of similar size and scope.
Below Tenderers can find details of how Coventry University intends to administer the evaluation of submitted proposals.
This Email Archive solution is required for a period of five years. Following a successful contract review, there may be a possibility of extending the contract for a further five, one-year periods.
Tender documents and submissions can be located and uploaded at: https://in-tendhost.co.uk/coventryuniversity/
Please see sections 5 and 9 of the ITT for further detail on the product and service requirements related to this contract.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
two.2.4) Description of the procurement
Coventry University Group are seeking proposals from qualified vendors for the supply, installation, and support of a cloud-based email archiving solution. The solution should securely archive email communications for a maximum period of 13 years, support exporting emails to PDF for legal cases, investigations and Freedom of information requests. It must be capable of handling an existing archive of 110TB. The solution should support Office 365 (O365) and Google Workspace connectors and must accommodate user licensing for 70,000 users, including both staff and students. The system should be able to handle an average of 300,000 emails daily.
Submission Requirements:
Vendors interested in submitting a proposal must include the following:
Company Profile: Overview of the company, including experience in providing similar solutions.
Technical Proposal: Detailed description of the proposed solution, including software and hardware specifications.
Implementation Plan: Timeline and plan for deploying the solution, including data migration.
Support and Maintenance: Description of support services, including response times and SLAs.
Pricing: Detailed pricing breakdown, including software licenses, implementation costs, support fees, and any other relevant charges for initial archive copy.
References: Provide at least three references from organizations of similar size and scope.
Below Tenderers can find details of how Coventry University intends to administer the evaluation of submitted proposals.
This Email Archive solution is required for a period of five years. Following a successful contract review, there may be a possibility of extending the contract for a further five, one-year periods.
Tender documents and submissions can be located and uploaded at: https://in-tendhost.co.uk/coventryuniversity/
Please see sections 5 and 9 of the ITT for further detail on the product and service requirements related to this contract.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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
Initial 5 years plus 1+1+1+1+1 years at the discretion of Coventry University.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
26 September 2024
Local time
12:00pm
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: 60 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
26 September 2024
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Coventry University
Coventry
Country
United Kingdom