Award

Timetable Scheduling & Booking Software Service

UNIVERSITY OF SOUTH WALES

This public procurement record has 1 release in its history.

Award

14 Jan 2022 at 00:00

Summary of the contracting process

The University of South Wales has recently completed a procurement process for the "Timetable Scheduling & Booking Software Service". This project falls within the education sector and is located in Pontypridd, UK. The tender, initiated as an open procedure, aimed to find a suitable Software as a Service (SaaS) solution to replace a fragmented and labour-intensive timetable scheduling process. The key deadline for bids was July 13, 2021, followed by the award period commencing on the same date. The winning contract was awarded to Eventmap Limited, allowing them to provide the necessary software solutions.

This procurement presents significant opportunities for businesses involved in software development, particularly in the realm of educational technology and SaaS solutions. Companies that specialise in developing automated scheduling, resource management systems, and those offering integration services would be well-positioned to compete for future tenders of a similar nature. Moreover, businesses that can demonstrate commitment to community benefits and support for students and educational initiatives may find themselves at a competitive advantage in the bidding process.

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Notice Title

Timetable Scheduling & Booking Software Service

Notice Description

The University of South Wales is inviting tenders for the supply, installation and configuration of a replacement timetable scheduling and resource booking solution. The University is seeking a SaaS based service to reduce the burden on IT while supporting the needs of staff and students. Timetabling activity is a highly labour-intensive process that is currently fragmented across multiple systems and administrative teams, and currently demands a high level of manual intervention. It is anticipated that the new system will provide a highly automated scheduling and booking service encompassing venues, all curricula activities, students and staff, with the provision of reporting capabilities, timely notifications, and the ability to effect change quickly and efficiently. The scheduling of all activity is important as well as personal calendar views for staff and students.

Lot Information

Lot 1

The University is seeking to replace their largely on-premise timetable scheduling and booking software with a single SaaS offering to reduce the burden on IT and ensure a fit-for-purpose service is implemented. Using a SaaS is expected to deliver the following: Maintenance and operational responsibility remain with the supplier. New feature development and system improvements by the supplier are driven by market and customer requirements. Simple implementation with no or low local installation. Scalability to ensure the service can be utilised across the university. Data security meets industry and regulatory standards and is regularly reviewed and maintained. Access without spatial restriction to allow any-time, anywhere, any-device access. Overall cost efficiency. Easy adoption for all users. Intrinsic data analytics and reporting. Supports business continuity. Environmental benefits through lower carbon footprint of service provision. The University schedules approximately 1,700 teaching activities a year with up to 300 students per session, plus teaching staff for each activity. In addition to this there are many other bookings made for staff, students, and operational needs, as well as public and corporate bookings for both internal and external rooms and spaces

Publication & Lifecycle

Open Contracting ID
ocds-kuma6s-111177
Publication Source
Sell2Wales
Latest Notice
https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=111177
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support


CPV Codes

48000000 - Software package and information systems

72268000 - Software supply services

Notice Value(s)

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

Notice Dates

Publication Date
14 Jan 20224 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
22 Oct 20214 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SOUTH WALES
Contact Name
Sharon Jenkins
Contact Email
sharon.jenkins@southwales.ac.uk
Contact Phone
+44 1443482385

Buyer Location

Locality
PONTYPRIDD
Postcode
CF37 1DL
Post Town
Cardiff
Country
Wales

Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
TLL15 Central Valleys

Local Authority
Rhondda Cynon Taf
Electoral Ward
Treforest
Westminster Constituency
Pontypridd

Supplier Information

Number of Suppliers
1
Supplier Name

EVENTMAP

Further Information

Notice Documents

  • https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=JAN385211
    Timetable Scheduling & Booking Software Service - The University of South Wales is inviting tenders for the supply, installation and configuration of a replacement timetable scheduling and resource booking solution. The University is seeking a SaaS based service to reduce the burden on IT while supporting the needs of staff and students. Timetabling activity is a highly labour-intensive process that is currently fragmented across multiple systems and administrative teams, and currently demands a high level of manual intervention. It is anticipated that the new system will provide a highly automated scheduling and booking service encompassing venues, all curricula activities, students and staff, with the provision of reporting capabilities, timely notifications, and the ability to effect change quickly and efficiently. The scheduling of all activity is important as well as personal calendar views for staff and students.

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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