Student Recruitment and Admissions Enquiry System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000574517-2019-03-01T00:00:00Z",
    "date": "2019-03-01T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000574517",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-39",
            "name": "University Of Edinburgh",
            "identifier": {
                "legalName": "University Of Edinburgh"
            },
            "address": {
                "streetAddress": "Charles Stewart House, 9-16 Chambers Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH1 1HT"
            },
            "contactPoint": {
                "email": "procurement.office@ed.ac.uk",
                "telephone": "+44 1316502508"
            },
            "roles": [
                "buyer",
                "reviewBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Body governed by public law",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "09",
                        "description": "Education",
                        "scheme": "COFOG"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "name": "University Of Edinburgh",
        "id": "org-39"
    },
    "tender": {
        "id": "EC0842",
        "title": "Student Recruitment and Admissions Enquiry System",
        "description": "The University of Edinburgh is seeking a supplier to provide and implement a SaaS (Software as a Service) Enquiry Management solution to support our Student Recruitment and Admissions processes as well as providing an improved service for staff and prospective students. The tool will replace existing ad hoc student enquiry tracking currently done in outlook and local databases, managed by multiple service areas and teams across the University. The University of Edinburgh will initially seek to procure licencing for up to 300 concurrent users however over the term of the contract the University may scale up licencing requirements to cover up to 1000 concurrent users.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "deliveryLocation": {
                    "description": "University of Edinburgh Central Area, Edinburgh."
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM75"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 1500000,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure",
        "mainProcurementCategory": "goods",
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html",
        "tenderPeriod": {
            "endDate": "2019-04-02T12:00:00Z"
        },
        "documents": [
            {
                "id": "MAR347060",
                "documentType": "contractNotice",
                "title": "Student Recruitment and Admissions Enquiry System",
                "description": "The University of Edinburgh is seeking a supplier to provide and implement a SaaS (Software as a Service) Enquiry Management solution to support our Student Recruitment and Admissions processes as well as providing an improved service for staff and prospective students. The tool will replace existing ad hoc student enquiry tracking currently done in outlook and local databases, managed by multiple service areas and teams across the University. The University of Edinburgh will initially seek to procure licencing for up to 300 concurrent users however over the term of the contract the University may scale up licencing requirements to cover up to 1000 concurrent users.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR347060",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "The University of Edinburgh is seeking a supplier to provide and implement a SaaS (Software as a Service) Enquiry Management solution to support our Student Recruitment and Admissions processes as well as providing an improved service for staff and prospective students. The tool will replace existing ad hoc student enquiry tracking currently done in outlook and local databases, managed by multiple service areas and teams across the University. The University of Edinburgh will initially seek to procure licencing for up to 300 concurrent users however over the term of the contract the University may scale up licencing requirements to cover up to 1000 concurrent users. The solution will be managed by a specialist newly created enquiry handling team and utilised by key users across multiple service areas. The new tool is expected to enable queue management, provide management information and market intelligence through the use of categorisation and customisable template responses. Duplicates will be removed and forwarding will be reduced and a full conversation history will be available to staff in order to contextualise responses. The tool will be linked to our SITS solution in order to utilise key information from the application record where appropriate. The contract award is anticipated to be September 2019 with the Implementation commencing October 2019 running through to a completion in May 2020. Please note these are indicative timescales and may be subject to change.",
                "status": "active",
                "value": {
                    "amount": 1500000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "75"
                        },
                        {
                            "type": "price",
                            "description": "25"
                        }
                    ]
                },
                "options": {
                    "description": "The University of Edinburgh may chose an option to scale up licencing requirements to cover up to 1000 concurrent users extending the software application to include the academic community e.g. creation of enquiries sent directly to academics."
                },
                "hasOptions": true,
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 5
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Option to extend the contract term for a further 24 months."
                }
            }
        ],
        "contractTerms": {
            "hasElectronicPayment": true,
            "hasElectronicOrdering": true
        },
        "coveredBy": [
            "GPA"
        ],
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "secondStage": {
            "invitationDate": "2019-05-20T00:00:00Z"
        },
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "economic",
                    "description": "ESPD 4B.5 It is a requirement that the bidder holds or can commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below: Professional Risk Indemnity: 5m (GBP) Employer's (Compulsory) Liability: 5m (GBP) Public Liability: 10m (GBP) Product Liability: 5m (GBP) Cyber Liability Insurance: 10m (GBP) ESPD 4B.6 Statement 1 Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee in a form acceptable to the University of Edinburgh prior to the commencement of any subsequently awarded contract. ESPD 4B.6 Statement 2 Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations. Bidders must provide their three most recent sets of annual audited accounts, including profit and loss information, and the following ratios: Current Ratio Quick Ratio Debtors Turnover Ratio Return on Assets Working Capital Debt to Equity Ratio Gross Profit Ratio A review of your ratios and audited accounts will be undertaken. In some cases this review may lead to an additional request for further financial information to clarify any potential issues raised. This information will be used to assess financial sustainability."
                },
                {
                    "type": "technical",
                    "description": "ESPD Section 4C.1.1 Processes and Data Models Please describe your experience of providing and implementing a system in which the processes and data models within your solution align to student recruitment linked to agents and school careers advisers e.g. one-to-many and many-to-one? ESPD Section 4C.1.2 User Access Management Describe your experience of providing and implementing a solution where user access management has the capability to restrict access to sensitive data? ESPD Section 4C.1.3 Publishing of articles for customer service agent Describe your experience of providing and implementing a system which includes a knowledgebase, or similar, that supports the publishing of articles for customer service agents and your experience of using AI to provide recommended responses and develop frequently asked questions? ESPD Section 4C.1.4 Outbound Marketing Information Describe your experience of providing and implementing a system which can send outbound marketing information to prospective students? The University of Edinburgh currently uses Dotmailer to carry out this activity. ESPD Section 4C.1.5 Recruitment Events for Prospective Students Describe your experience of providing and implementing a system which can run recruitment events for prospective students, including Open Days? The University of Edinburgh currently uses Gecko Engage to carry out this activity. ESPD Section 4C.1.6 Development and Alumni Activity Describe your experience of providing and implementing a system which can undertake development and alumni activity? The University of Edinburgh currently uses ThankQ to carry out this activity. ESPD Section 4C.1.7 Multiple Contact Types Describe your experience of providing a solution for multiple contact types that can be affiliated with or related to other contacts e.g. agent, student, parent, academic? ESPD Section 4C.1.8 Integration with Tribal Student Information System Describe your experience of integrating your solution with Tribal Student Information System? ESPD Section 4C.1.9 Implementing Live Chat Describe your experience of implementing live chat as part of your solution? ESPD Section 4C.1.10 Creation of New Contact Records Describe your experience in using your solution to automate the creation of new contact records and enquiry related tasks based on the information contained in a submitted webform or email enquiry? ESPD Section 4C.1.11 Creation of Multiple Templated Responses Describe your experience of using your solution to create templated responses that can be triggered automatically when specific parameters are met upon receipt of an enquiry across various channels? ESPD Section 4C.1.12 Offline use of Webforms Describe your experience of using your solution to support the offline use of webforms for registration at events and subsequent secure sync when a network service (e.g. wifi) is available? ESPD Section 4C.2 Relevant Experience Bidders are required to provide three examples that demonstrate you have the relevant experience to deliver the services / supplies as described in part II.2.4 of the OJEU Contract Notice, which are similar in value and complexity. Examples used must have been successfully implemented within the previous five years. Examples from the Higher Education environment will receive higher scores. ESPD Section 4C.3.1 Professional Expertise and Capacity Bidders are required to demonstrate they hold the professional expertise and capacity within your organisation to implement a system of the size and complexity of this requirement including relevant staff skills and qualifications?"
                }
            ]
        },
        "submissionTerms": {
            "languages": [
                "en"
            ]
        },
        "classification": {
            "id": "48100000",
            "scheme": "CPV"
        },
        "hasRecurrence": false,
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        }
    },
    "language": "EN",
    "description": "Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015. Bidders engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D). Without prejudice to any relevant obligations, suppliers should note that this includes obligations for certain organisations under: -the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted), -the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN) -the Equality Act 2010 (available at https://www.legislation.gov.uk/ukpga/2010/15/contents) -the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) - this is grounds for mandatory exclusion or termination at any procurement or contract stage. At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over. The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 12979. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason: Community Benefits will be incorporated into Main Contract. Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361 A summary of the expected community benefits has been provided as follows: 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 nature of the Community Benefits to be delivered will be set out in the tender documents. The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 12979. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 (SC Ref:574517)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000574517"
        }
    ],
    "noticetype": "OJEU - F2 - Contract Notice"
}