Enquiry Management, Conversion & Admissions Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-03d78f-2023-07-12T14:03:50+01:00",
    "date": "2023-07-12T14:03:50+01:00",
    "ocid": "ocds-h6vhtk-03d78f",
    "description": "Tender submissions: Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Clarifications and Demonstrations: Post submission, the University will invite tenderers to respond to any clarification questions we may have relating to their bid. Following assessment, we will seek to invite up to five of the highest scoring vendors to demonstrate their product and offer. This will enable us to consolidate our understanding of how the proposed solutions will meet our requirements. Whilst full details of the arrangements will be provided nearer the time, due to University colleagues' diary constraints, tenderers must confirm their availability for the date(s) noted in the Procurement Timetable. Award of multiple lots: Within this tender, there are two individual lots available for contract with USW. However, USW is also open to receiving 'bundled bids' from potential suppliers, where both services can be provided by them. Tenderers can therefore bid for one or two lots. In this situation, the supplier should ensure their submitted costs at ITT stage clearly demonstrate the commercial benefits and other benefits and opportunities to USW in awarding both lots to one supplier. This you should consider when responding to the ITT. USW is open minded as to how the lots are awarded but the decision will be made using the specified quality and cost evaluation criteria defined within the ITT documents. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=132480. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: For this tender Community Benefits are a core approach and therefore evaluated and scored in line with the evaluation criteria. See ITT for specifics. (WA Ref:132480)",
    "initiationType": "tender",
    "tender": {
        "id": "1812",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Enquiry Management, Conversion & Admissions Services",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "75121000",
            "description": "Administrative educational services"
        },
        "mainProcurementCategory": "services",
        "description": "Lot 1: The supply of a service that will seek to optimise and manage both 'UK' and 'International' enquiries from prospective students and facilitate and drive a higher rate of conversion from enquiry to application and from offer to enrolment. The University anticipates that the service will be intensely utilised during key student recruitment periods, but will remain engaged throughout the year, to ensure support is available for key enquiry management and conversion activities. To achieve the above, USW anticipates that the service will work in close collaboration with in-house UK and International teams to deliver an integrated conversion plan. The University is seeking to procure and embed this service, at pace, with all activity up and running by Early October 2023. Lot 2: The University also wishes to obtain a service to handle Admissions processing and associated communications that are needed post application. The successful partner will be required to support the in-house Admissions Team with decision making and associated communications across a range of key markets. In the first instance, this will be international markets but there may be a need to extend this to UK admissions processing should our business needs require this. Consideration for extended working days and hours, including weekends is required. This may also include the Christmas and New Year period. The service will be delivered in close partnership with existing in-house teams and will be required to provide visibility of processing activity and key service metrics, through the regular provision of management information.",
        "value": {
            "amount": 1400000,
            "currency": "GBP"
        },
        "lotDetails": {
            "maximumLotsAwardedPerSupplier": 2,
            "awardCriteriaDetails": "Lot 1 & Lot 2"
        },
        "lots": [
            {
                "id": "1",
                "title": "Enquiry Management - UK and International",
                "description": "The supply of a service that will seek to optimise and manage both 'UK' and 'International' enquiries from prospective students and facilitate and drive a higher rate of conversion from enquiry to application and from offer to enrolment. The University anticipates that the service will be intensely utilised during key student recruitment periods, but will remain engaged throughout the year, to ensure support is available for key enquiry management and conversion activities. To achieve the above, USW anticipates that the service will work in close collaboration with in-house UK and International teams to deliver an integrated conversion plan. The University is seeking to procure and embed this service, at pace, with all activity up and running by Early October 2023.",
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Enquiry Capture, Analysis and Tracking",
                            "type": "quality",
                            "description": "15"
                        },
                        {
                            "name": "Nurturing & Conversion",
                            "type": "quality",
                            "description": "35"
                        },
                        {
                            "name": "Reporting & Improvement",
                            "type": "quality",
                            "description": "15"
                        },
                        {
                            "name": "Core IT Requirements",
                            "type": "quality",
                            "description": "10"
                        },
                        {
                            "name": "Implementation",
                            "type": "quality",
                            "description": "15"
                        },
                        {
                            "name": "Provider/Solution Suitability & Roadmap",
                            "type": "quality",
                            "description": "5"
                        },
                        {
                            "name": "Clarification Questions and Demos",
                            "type": "quality",
                            "description": "0"
                        },
                        {
                            "name": "Community Benefits",
                            "type": "quality",
                            "description": "5"
                        },
                        {
                            "type": "price",
                            "description": "30"
                        }
                    ]
                },
                "contractPeriod": {
                    "durationInDays": 720
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "option to extend this contract for a further 12-month period"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": true,
                "options": {
                    "description": "option to extend this contract for a further 12-month period"
                },
                "status": "active"
            },
            {
                "id": "2",
                "title": "Admissions services",
                "description": "The University also wishes to obtain a service to handle Admissions processing and associated communications that are needed post application. The successful partner will be required to support the in-house Admissions Team with decision making and associated communications across a range of key markets. In the first instance, this will be international markets but there may be a need to extend this to UK admissions processing should our business needs require this. Consideration for extended working days and hours, including weekends is required. This may also include the Christmas and New Year period. The service will be delivered in close partnership with existing in-house teams and will be required to provide visibility of processing activity and key service metrics, through the regular provision of management information.",
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Application processing capability",
                            "type": "quality",
                            "description": "75"
                        },
                        {
                            "name": "Reporting & Improvement",
                            "type": "quality",
                            "description": "10"
                        },
                        {
                            "name": "Implementation",
                            "type": "quality",
                            "description": "5"
                        },
                        {
                            "name": "Provider Suitability",
                            "type": "quality",
                            "description": "5"
                        },
                        {
                            "name": "Clarification Questions and Demos",
                            "type": "quality",
                            "description": "0"
                        },
                        {
                            "name": "Community Benefits",
                            "type": "quality",
                            "description": "5"
                        },
                        {
                            "type": "price",
                            "description": "30"
                        }
                    ]
                },
                "contractPeriod": {
                    "durationInDays": 720
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "option to extend this contract for a further 12-month period"
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": true,
                "options": {
                    "description": "option to extend this contract for a further 12-month period"
                },
                "status": "active"
            }
        ],
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "75121000",
                        "description": "Administrative educational services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL"
                    }
                ],
                "deliveryLocation": {
                    "description": "Treforest, Pontypridd"
                },
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "75121000",
                        "description": "Administrative educational services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL"
                    }
                ],
                "deliveryLocation": {
                    "description": "Treforest, Pontypridd"
                },
                "relatedLot": "2"
            }
        ],
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://www.sell2wales.gov.wales/",
        "documents": [
            {
                "id": "economic",
                "documentType": "economicSelectionCriteria"
            },
            {
                "id": "technical",
                "documentType": "technicalSelectionCriteria"
            }
        ],
        "contractTerms": {
            "performanceTerms": "The University will monitor the performance of the service provider against contractually agreed SLA's and KPI's by means of regular meetings with the Appointee. Service providers are asked to propose suitable monitoring arrangements and performance measures.",
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
        },
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
            "GPA"
        ],
        "tenderPeriod": {
            "endDate": "2023-07-20T12:00:00+01:00"
        },
        "submissionTerms": {
            "languages": [
                "en",
                "cy"
            ],
            "bidValidityPeriod": {
                "durationInDays": 120
            }
        },
        "awardPeriod": {
            "startDate": "2023-07-20T12:00:00+01:00"
        },
        "bidOpening": {
            "date": "2023-07-20T12:00:00+01:00"
        },
        "hasRecurrence": false,
        "amendments": [
            {
                "id": "1",
                "description": "Additional information Additional information The below information is available to inform your tender submission. 1) Volumes of enquiries to be handled annually as part of the service We would anticipate approximately 80,000-90,000 pre applicants being managed annually as part of this service. 2) Volumes of (international) applications to be processed annually for the service (Lot 2) We anticipate that the admissions consultants will be required to assess and make decisions on between 300 and 400 applications a week based on current demand but please note that we are looking for some degree of flexibility in the arrangement and would like to be able to adjust this according to business need. 3) Volumes of offer-holders that will require conversion in the service annually We would expect around 40,000-45,000 offer holders to be engagement with via this service annually."
            }
        ]
    },
    "parties": [
        {
            "id": "GB-FTS-9366",
            "name": "University of South Wales",
            "identifier": {
                "legalName": "University of South Wales"
            },
            "address": {
                "streetAddress": "Procurement Manager, University of South Wales, Finance Dept, Llantwit Road",
                "locality": "Pontypridd",
                "region": "UKL",
                "postalCode": "CF37 1DL",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Tina Struebig",
                "email": "tina.struebig@southwales.ac.uk",
                "url": "https://www.sell2wales.gov.wales/"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.southwales.ac.uk",
                "buyerProfile": "https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law"
                    },
                    {
                        "scheme": "COFOG",
                        "id": "09",
                        "description": "Education"
                    }
                ]
            }
        },
        {
            "id": "GB-FTS-111",
            "name": "High Court",
            "identifier": {
                "legalName": "High Court"
            },
            "address": {
                "streetAddress": "Royal Courts of Justice, The Strand",
                "locality": "London",
                "postalCode": "WC2A 2LL",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "telephone": "+44 2079477501"
            },
            "roles": [
                "reviewBody"
            ]
        }
    ],
    "buyer": {
        "id": "GB-FTS-9366",
        "name": "University of South Wales"
    },
    "language": "en"
}