Tender

Conference Booking Management System

LEEDS TRINITY UNIVERSITY

This public procurement record has 1 release in its history.

Tender

22 Oct 2019 at 11:46

Tender Notice
Summary of the contracting process

Leeds Trinity University is seeking a Conference Booking Management System through a limited procurement method, specifically via competitive quotation, targeting the software package and information systems industry. The tender period commenced at 17:00 on 22nd October 2019 and submissions are due by noon on 11th November 2019. The contract is expected to start on 3rd December 2019 and will last until 3rd December 2024. The university is located in Leeds, England, with a postal code of LS18 5HD.

This tender presents a significant opportunity for small to medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) to enhance their business offerings by providing a robust conference management system. Companies that specialise in software development, particularly those experienced in booking and scheduling systems, will find that they are well-suited to compete for this contract. The successful implementation of this system will enable Leeds Trinity University to streamline its management of teaching and function room bookings, potentially leading to increased demand for their facilities from local businesses and community groups.

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Notice Information

Notice Title

Conference Booking Management System

Notice Description

A conference system is required to assist in the management of teaching rooms at Leeds Trinity University for commercial hire, from the point of initial customer enquiry through to quotation, contracting and delivery of an event. Leeds Trinity University offer 80 teaching and function and other rooms for hire on one self-contained campus, for commercial and community usage. Room bookings can be as small as a local business hiring a room for interviews up to hire of multiple rooms and associated facilities for residential conferences. The requirement is for an easy to use conference system which primarily provides; - Simple to use diary view for room bookings and checks - Ability to book multiple rooms and/or dates at once - Ease of moving bookings around - Show status of booking, i.e. enquiry/provisional/confirmed - Track when resources have been requested and confirmed, e.g. academic room bookings, catering, portering requirements, conference IT support, etc. - Record all correspondence, including email, phone, face to face, etc. and who with. - Record multiple contacts and positions - Report by client, event, date and room(s) - Prepare jobsheets for circulation - Allow multiple system users, with different levels of access - Means of deleting customer / client data - Preparation of quotations, receipts and advice notes - Helpline support - Training The conference system should be fully configured, installed and staff appropriately trained by 1st April 2020, prior to the busy summer conference period. ******************************************************************************* The procurement will be conducted exclusively via the university's e-tendering website, where all documentation can be found and downloaded: https://neupc.delta-esourcing.com/members/leeds-trinity-university/ ******************************************************************************* The invitation to tender opens at 1700h on 22 October 2019 The tender submission deadline is NOON on 11th November 2019 ******************************************************************************* Accessing a Tender Opportunity via the university's e-tendering website: Once you have created a supplier profile, to respond to an opportunity, click 'Response Manager' or 'View Invites' and Responses. You will then be presented with a list of all opportunities your organisation has previously worked on and be given the option of viewing current invites or entering the access code to begin responding to a new opportunity ******************************************************************************* The Access Code is 3834Z36359 ******************************************************************************* Additional information: please note the deadline for tender returns is NOON on 11th November 2019 presentation stage to be held 25th November 2019 if required.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/64ed52cc-e171-4cef-b35d-f77b28e2ba1b
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Limited
Procurement Method Details
Competitive quotation (below threshold)
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Oct 20196 years ago
Submission Deadline
11 Nov 2019Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
3 Dec 2019 - 3 Dec 2024 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LEEDS TRINITY UNIVERSITY
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEEDS
Postcode
LS18 5HD
Post Town
Leeds
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE42 Leeds
Delivery Location
Not specified
Local Authority
Leeds
Electoral Ward
Horsforth
Westminster Constituency
Leeds North West

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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