Section one: Contracting authority
one.1) Name and addresses
Bath Spa University
Newton Park, Newton St Loe
Bath
BA2 9BN
Telephone
+44 1225875875
Country
United Kingdom
Region code
UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
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
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
Timetabling and Resourcing System
Reference number
BSU/005/2024
two.1.2) Main CPV code
- 72200000 - Software programming and consultancy services
- FA01 - For educational use
- JA02 - For computer software
- TA39 - For timetables
two.1.3) Type of contract
Services
two.1.4) Short description
Bath Spa University (BSU) is undertaking a procurement exercise for an end-to-end timetabling and resource booking solution. Full details are available via our etendering system.
two.1.5) Estimated total value
Value excluding VAT: £600,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Main site or place of performance
Bath and North East Somerset, North Somerset and South Gloucestershire
two.2.4) Description of the procurement
BSU’s timetabling team manage all aspects of student timetabling, producing teaching timetables for all of the University's modules, individual, personalised timetables to staff who teach on timetabled module sessions and the students who are enrolled on them. BSU requires a solution for the management of their entire, end to end timetabling and resourcing process. The solution should provide functionality to digitise timetable planning and
publishing activity, through a single platform which offers user self-service. The solution should provide automation of key processes and the integration of student data. All actions should be managed in-system, and there should be no requirement for manual activities in third-party applications. Room and resource booking functionality should be incorporated into the platform as an integrated software. Additionally, there should be integrated analytic functionality and the ability for users to define constraints as they apply to the timetable, integrated room booking functionality, and allow for one-off requirements. It is anticipated that any new solution will be implemented during 2025, and system fully live by the semester starting February 2026. Key integrations are required with our existing systems including: - Student Record System - Attendance Monitoring - Learning Analytics
Platform - Virtual Learning and video conferencing platform - Lecture Capture and Recording Platform - MS Data Reporting Platform - Employee Records System - Workload Allocation Management System - MS and IOS Calendar functionality - Estate Management Platform which maintains room floor plan data.
Mandatory requirements are clearly stated within the Supplier Questionnaire (Pass/Fail) and Invitiation To Tender documenation. Suppliers should consider these before applying.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £600,000
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
Optional extension periods of 36 months and 24 months subject to performance, requirement and cost.
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
In accordance with Regulations 57, 58 and 60 of the Public Contracts Regulations 2015, applicants will be assessed in accordance with the Public Contract Regulations 2015, on the basis of information provided in response to the Selection Questionnaire.
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
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.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-022141
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
18 October 2024
Local time
2:00pm
Changed to:
Date
5 November 2024
Local time
11:00am
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
31 October 2024
Local time
11:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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 contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/B963BVKTYC
GO Reference: GO-2024926-PRO-27831871
six.4) Procedures for review
six.4.1) Review body
EWHC
London
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The contracting authority will operate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to provide time for unsuccessful tenderers to
challenge the award decision before the contract is entered into. Unsuccessful tenderers shall be notified by the contracting authority as soon as possible after the decision is made as to the reasons why they
were unsuccessful. The Public Contracts Regulations 2015 provide that aggrieved parties who have been harmed, or are at risk of harm, by breach of the rules are to take action in the High Court (England, Wales and Northern Ireland).