Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Alex Oakley
Country
United Kingdom
NUTS code
UKJ32 - Southampton
Internet address(es)
Main address
https://www.southampton.ac.uk/
Buyer's address
https://in-tendhost.co.uk/universityofsouthampton/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/universityofsouthampton/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
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
Faculty of Medicine Assessment Management System
Reference number
2021UoS-0263
two.1.2) Main CPV code
- 72268000 - Software supply services
two.1.3) Type of contract
Services
two.1.4) Short description
This Tender opportunity is to procure an electronic system or systems to support our clinical assessments. As part of clinical practice, students must meet standards and pass exams to be able to practice after their degree is awarded. A new system is required to support these clinical assessments to ensure we will be unable to meet the necessary KPIs that the General Medical Council (GMC) will be introducing with the new Medical Licensing Assessment (MLA).
two.1.5) Estimated total value
Value excluding VAT: £595,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Tenderers may apply for one or both Lots under this procurement. The University will award each Lot to the highest scoring Tenderer. Tenderers are able to be awarded a Contract for one or both Lots if successful.
two.2) Description
two.2.1) Title
Lot 1: OSCE, Practical, Written and Anatomy Papers
Lot No
1
two.2.2) Additional CPV code(s)
- 72268000 - Software supply services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
Main site or place of performance
University of Southampton
South Academic Block
Southampton General Hospital
Tremona Road
Southampton
SO16 6YD
two.2.4) Description of the procurement
This Tender opportunity is to procure an electronic system or systems to support our clinical assessments. As part of clinical practice, students must meet standards and pass exams to be able to practice after their degree is awarded. A new system is required to support these clinical assessments to ensure we will be unable to meet the necessary KPIs that the General Medical Council (GMC) will be introducing with the new Medical Licensing Assessment (MLA).
The system should enable the faculty to:
• Ensure compliance with GMC requirements for delivery of assessments, particularly for the MLA.
• Provide detailed individual student and examiner feedback.
• Reduce errors and improve quality.
• Improve student and examiner experience
• Electronically support the delivery of OSCE, multiple choice written papers and practical papers
A new system is required to support these clinical assessments to ensure we will be unable to meet the necessary KPIs that the GMC will be introducing with the new Medical Licensing Assessment (MLA), consisting of the Applied Knowledge Test (AKT) and the Clinical & Procedural Skills Assessment (CPSA). The new AKT will replace our current Multiple-Choice Question (MCQ) papers and the new CPSA will replace our current Objective Structured Clinical Examination (OSCE).
Lot 1 is for the provision of a system to support OSCE (Objective Structured Clinical Exam), Practical, Written and Anatomy Papers. These assessments are managed by the University and take place at Southampton General Hospital or at another University setting.
two.2.5) Award criteria
Quality criterion - Name: Section 1 - Functional Requirements (Mandatory Requirements) / Weighting: Pass/Fail
Quality criterion - Name: Section 2 - Non-Functional Requirements (Mandatory Requirements) / Weighting: Pass/Fail
Quality criterion - Name: Section 3 - Compliance with the Qualitative Requirements, 3.1 Relevant Experience of Services Carried Out Within the Last Three Years / Weighting: Pass/Fail
Quality criterion - Name: Section 1 - Functional Requirements / Weighting: 40%
Quality criterion - Name: Section 2 - Non-Functional Requirements / Weighting: 10%
Quality criterion - Name: Section 3 - Compliance with Qualitative Requirements / Weighting: 5%
Quality criterion - Name: Section 4 - Compliance with the SLAs and KPIs / Weighting: 5%
Quality criterion - Name: Demonstrations / Weighting: 20%
Cost criterion - Name: Costs for Providing the Solution / Weighting: 20%
Cost criterion - Name: Additional/Optional Items / Weighting: Information Only
Cost criterion - Name: Costs for the Extension Period / Weighting: Information Only
Cost criterion - Name: Payment Plan - Payment by Milestones / Weighting: Information Only
two.2.6) Estimated value
Value excluding VAT: £400,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
The University proposes to enter into a Contract for 7 years / 84 months - this will be the maximum contract period, including any potential extensions with the successful tenderer(s).
This will comprise of an initial contract period of 5 years / 60 months with an option to extend by a further 2 years / 24 months in two 1 year / 12 month increments, subject to satisfactory performance and at the discretion of the University.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot 2: ACC (Assessments of Clinical Competence)
Lot No
2
two.2.2) Additional CPV code(s)
- 72268000 - Software supply services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
Main site or place of performance
University of Southampton
South Academic Block
Southampton General Hospital
Tremona Road
Southampton
SO16 6YD
two.2.4) Description of the procurement
This Tender opportunity is to procure an electronic system or systems to support our clinical assessments. As part of clinical practice, students must meet standards and pass exams to be able to practice after their degree is awarded. A new system is required to support these clinical assessments to ensure we will be unable to meet the necessary KPIs that the General Medical Council (GMC) will be introducing with the new Medical Licensing Assessment (MLA).
The system should enable the faculty to:
• Ensure compliance with GMC requirements for delivery of assessments, particularly for the MLA.
• Provide detailed individual student and examiner feedback.
• Reduce errors and improve quality.
• Improve student and examiner experience
• Electronically support the delivery of OSCE, multiple choice written papers and practical papers
A new system is required to support these clinical assessments to ensure we will be unable to meet the necessary KPIs that the GMC will be introducing with the new Medical Licensing Assessment (MLA), consisting of the Applied Knowledge Test (AKT) and the Clinical & Procedural Skills Assessment (CPSA). The new AKT will replace our current Multiple-Choice Question (MCQ) papers and the new CPSA will replace our current Objective Structured Clinical Examination (OSCE).
Lot 2 is for the provision of a system to support ACC (Assessment of Clinical Competence) assessments. ACC assessments are a type of workplace based assessment undertaken by students on placement at a variety of locations which are not managed by the University.
two.2.5) Award criteria
Quality criterion - Name: Section 1 - Functional Requirements (Mandatory Requirements) / Weighting: Pass/Fail
Quality criterion - Name: Section 2 - Non-Functional Requirements (Mandatory Requirements) / Weighting: Pass/Fail
Quality criterion - Name: Section 3 - Compliance with the Qualitative Requirements, 3.1 Relevant Experience of Services Carried Out Within the Last Three Years / Weighting: Pass/Fail
Quality criterion - Name: Section 1 - Functional Requirements / Weighting: 40%
Quality criterion - Name: Section 2 - Non-Functional Requirements / Weighting: 10%
Quality criterion - Name: Section 3 - Compliance with Qualitative Requirements / Weighting: 5%
Quality criterion - Name: Section 4 - Compliance with the SLAs and KPIs / Weighting: 5%
Quality criterion - Name: Demonstrations / Weighting: 20%
Cost criterion - Name: Costs for Providing the Solution / Weighting: 20%
Cost criterion - Name: Additional/Optional Items / Weighting: Information Only
Cost criterion - Name: Costs for the Extension Period / Weighting: Information Only
Cost criterion - Name: Payment Plan - Payment by Milestones / Weighting: Information Only
two.2.6) Estimated value
Value excluding VAT: £195,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
The University proposes to enter into a Contract for 7 years / 84 months - this will be the maximum contract period, including any potential extensions with the successful tenderer(s).
This will comprise of an initial contract period of 5 years / 60 months with an option to extend by a further 2 years / 24 months in two 1 year / 12 month increments, subject to satisfactory performance and at the discretion of the University.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe.
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Public Liability - £5 million GBP per occurrence.
Product Liability - £5 million GBP per occurrence.
Employers (Compulsory) Liability - £5 million GBP per occurrence.
Professional Indemnity - £2 million GBP per occurrence.
Cyber Liability - £5 million GBP per occurrence.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderers attention is drawn to the MANDATORY requirements of the award criteria:
Section 1 - Functional Requirements:
Requirements in this section with a priority rating of M (Mandatory) are Pass/Fail.
Section 2 - Non-Functional Requirements:
Requirements in this section with a priority rating of M (Mandatory) are Pass/Fail.
Section 3 - Qualitative Requirements
3.1 Tenderers must be able to evidence that they have an existing solution that meets the University's requirements for Assessment Management System that has been deployed in a similar environment within the last three years. The University will not accept bids from Tenderers who are seeking to develop a fully bespoke solution. The University will not accept bids from Tenderers who cannot provide evidence that their solution is in place within an equivalent environment to the Tender specification.
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
Date
15 February 2022
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
15 February 2022
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
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
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in
2. Click 'Tenders'
3. Locate the relevant project
4. View details
5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
Lot Structure: In order to review a full range of available options and identify the most suitable solution(s) for the University, in terms of both meeting the University's specification requirements and obtaining best value for money, this procurement has been divided into 2 lots:
Lot 1: OSCE (Objective Structured Clinical Examination), Practical, Written and Anatomy Papers
Lot 2: ACC (Assessments of Clinical Competence)
Tenderers may apply for one or both Lots under this procurement. The University will award each Lot to the highest scoring Tenderer. Tenderers are able to be awarded a Contract for one or both Lots if successful.
Tenderers applying for both Lots should note that each Lot will be evaluated separately and that a full submission is required for each Lot.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
Southampton
Country
United Kingdom