United Kingdom-Northampton: ITT269 Provision of a Student Record System

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2019/S 086-205543/EN)
Nature of contract: Supply contract
Procedure: Restricted procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Global bid

Contract notice
Supplies

Section I: Contracting authority
I.1) Name and addresses
Official name: University of Northampton
Postal address: University Drive
Town: Northampton
Postal code: NN1 5PH
Country: United Kingdom
Contact Person: Julia Gough
Telephone: +44 1604892663
Email: julia.gough@northampton.ac.uk
Internet address(es):
Main address: www.northampton.ac.uk
Address of the buyer profile:

I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge,at:
Additional information can be obtained from:
the above mentioned address
Tenders or requests to participate must be submitted:
electronically via:
Electronic communication requires the use of tools and devices that are not generally available.
Unrestricted and full direct access to these tools and devices is possible,free of charge,at:
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education

Section II: Object
II.1) Scope of the procurement
II.1.1) Title: ITT269 Provision of a Student Record System

Reference number: ITT269
II.1.2) Main CPV code: 48000000
II.1.3) Type of contract: Supplies
II.1.4) Short Description: The University of Northampton is seeking to acquire a new Student Record System for an initial period of five years from October 2019 with the possibility of 5 additional 1 year extensions. The University has been using its current system since 2006. It has been the key product supporting application and admissions processing, student records, assessment, awards and student communications during this time. With its move to the brand new “Waterside” campus in September 2018, the University is now looking for a system that covers the full student management and administration lifecycle from application to graduation and beyond; that provides an efficient processing tool for staff and a high quality interface to enhance the student and staff experience, can provide flexibility to support the University’s range of Higher Education provision, supports changes and compliance requirements of the UK Higher Education sector.
II.1.5) Estimated total value:
Value excluding VAT: 2670000 Currency: GBP
II.1.6) Information about lots:
The contract is divided into lots: no
II.2) Description
II.2.2) Additional CPV code(s)
48000000, 48611000

II.2.3) Place of performance
Nuts code: UKF24
Main site or place of performance:Northampton.
II.2.4) Description of the procurement:
The University of Northampton is seeking to acquire a new Student Record System for an initial period of five years from October 2019 with the possibility of 5 additional 1 year extensions. The University has been using its current system since 2006. It has been the key product supporting application and admissions processing, student records, assessment, awards and student communications during this time. The University is looking for a system that covers the full student management and administration lifecycle from application to graduation and beyond that: provides an efficient processing tool for staff and a high quality interface to enhance the student experience, can provide flexibility to support the University’s range of Higher Education provision, supports changes and compliance requirements of the UK Higher Education sector. The new system will need to integrate seamlessly with a large number of applications such as the University’s Virtual Learning Environment, Customer Relationship Management Dynamics, Business Intelligence Suite, Unit4 Business World applications for Human Resources and Finance, Scientia Syllabus Plus, Kinetic’s Room Service, Haplo PhD Manager as the student records system is the pivotal link to University systems. The system will need to integrate with UCAS systems and enable the University to undertake its statutory reporting duties. The University is seeking a student record system that will also include the ability to manage automatic workflow, support self-service, deliver a range of external and statutory reporting requirements and directly support tuition fee processing which is undertaken outside of the current system. In 2017/18 there were approximately 13 400 undergraduate students studying in full time or part time mode on single honours or joint honours programmes. An additional 3 400 students were also studying full time, part time or Distance Learning postgraduate taught programmes and 200 students were taking research programmes on a full time or part time basis. The University also works with a number of partner institutions and has recently begun increasing its number of apprenticeship programmes. Approximately 6 500 students apply through the current self-service application tool and most students (approximately 15 000) use the current self-service portal to pre-enrol each year. There are over 1 300 staff with a variety of management, academic and administrative roles across the University involving student recruitment, admissions, teaching, assessment, quality assurance and personal tutor and student support who need to access different levels of student data. The University recognises that the student records system is a key and critical system in enabling it to support its future growth, to adapt to changing environments and markets and therefore ensure its financial sustainability.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 2670000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewalyes Description of renewals:The contract may be extended entirely at the University discretion for a further 5 additional 1 year extensions.

II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 6
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) Additional information: Tender is published on
Register your organisation, once accepted you can access the tender documents. Contract value in II.1.5) and II.2.6) is an estimate for the contract length.The University envisages entering a 5 year contract with the option to extend entirely at the University discretion for a further 5 x 1 year extensions.

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity,including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Restricted procedureIV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2019-05-30 Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 2019-06-18
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.6) Minimum time frame during which the tender must maintain the tender
Duration in months:3(from the date stated for receipt of tender)

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: no
VI.2) Information about electronic workflows
Electronic payment will be used
VI.3) Additional information:
The University reserves the right to cancel or amend the tendering process at any stage, not to award the contract in whole or in part and does not bind itself to accept any tender. The University shall not be liable in any circumstances for any costs or expenses incurred by any prospective service provider in responding to this notice or in tendering for the proposed contract.
VI.4) Procedures for review
VI.4.1) Review body
Official name: High Court
Town: London
Country: United Kingdom

VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The procurement process will incorporate a standstill period at the point that notification of the proposed award of the contract is communicated to tenderers. That notification will provide information on the award decision as is required by Regulation 86 of the Public Contracts Regulations 2015.

VI.5) Date of dispatch of this notice:2019-04-30