Official UK procurement notice
The Provision of an Engagement Monitoring Software Solution
Authority: University of Southampton (Charity / VCSE)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionThe University would like to be able to monitor the academic engagement of students, whilst partaking in academic activities on campus, off campus or academic activities whilst working online.
Monitoring academic engagement has also been introduced as part of the new immigration system on 5 October 2020 by the Home Office (UKVI). The new academic engagement policy requires sponsors (University of Southampton) to ensure that all sponsored students are academically engaged for the entirety of their course, including activities they consider would indicate academic engagement such as:
- Attending required lectures, seminars, or tutorials
- Undertaking required laboratory work
- Undertaking research or fieldwork
- Submitting essays, assignments and attending examinations
The monitoring needs to be simple for students to use and give visibility to the student of academic engagement information being collected. The university needs to be able collect the data required, use appropriate technology and to be able to report on the data quickly and efficiently.
Our plan is to have the appropriate, technological solution in place for September 2023.
- Recurrence: This is likely to be re-procured in 2029
CPV: Software package and information systems · System for recording attendance
The lotProcurement structure
single lot · value publishedLot #1To implement a new engagement monitoring system for all students across the university…AwardedPublished value£500,000
To implement a new engagement monitoring system for all students across the university to ensure that the data which is collected is consistent across all faculties and schools and it is fully inclusive.
The system would need to:
- Be a cloud-based SaaS solution.
- Have an end-to-end solution operating over Wi-Fi or Mobile Data connections requiring no hardware such as beacons or card readers.
- Be accessible from mobile device, tablet or laptop or university owned device.
- Have the ability for staff to manually amend the record where students do not have any IT device access for the class.
- Be compliant with Student visa/Tier 4 reporting requirements and have recent proven acceptance from the Home Office.
- Integrate with other University systems such as student records, timetabling, VLE, Lecture Capture, Library Management, Reading list software, Blackboard and MS365.
- Provide a comprehensive range of reports which can be used in visualisations for different audiences such as Student Hub, Visa Compliance, Student Engagement.
- Must be able to record several university attendance parameters such as attended/absent/late/left early/not required.
- Have notifications feature to highlight low attendance of a student.
- Able to produce data to enable an email to be sent from the system or from the University CRM.
- Able to extract attendance data from the system to use as part of institutional workflows.
- Ability to add 'adhoc' events directly into the system.
- Be currently used by several UK Universities with a proven track record of providing user groups.
- Be continually developed to adapt to the changing needs of the University.
- Ensure that the University has sufficient oversight of student attendance to instigate an early warning system for unauthorised absent students.
Procurement Process: This procurement process was being conducted as an Open procedure.
Contract Period: five years - this will be the maximum contract period, including any potential extensions; an initial contract period of three (3) years with an option to extend by a further two (2) 12 month periods subject to satisfactory performance and at the discretion of the University. Additional information: Lots: This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Qualitative Response: 75%
- Commercial Response: 25%
Published award criteria (2)
- Qualitative Response: 75%
- Commercial Response: 25%
- Economic & financial standing
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum: Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels: Employers (Compulsory) Liability: £10 million GBP per occurrence. Public Liability: £10 million… - Technical & professional ability
As stated in the tender documents
- Price carries 25 of 100 points: a 10% discount moves about 2.5 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · This is likely to be re-procured in 2029
- First published
- 3 Feb 2023, 14:53 GMT
- Last source update
- 30 May 2023, 15:07 BST
- Award evaluation window
- 6 Mar 2023 – …
- Authority reference
2022UoS-0646- FTS notice number
2023/S 000-015274- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03a2dbFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://in-tendhost.co.uk/universityofsouthampton/aspx/Home ) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the potential supplier/tenderer. If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation. Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. Further instructions for the submission of responses are below: To submit your return: 1. Log in 2. Click 'Tenders' 3. Locate the relevant project 4. View details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return. 8. Click the red 'Submit Return' button. Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.
How it was run
Official notice- Submission deadline
- 6 Mar 2023, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 6 Mar 2023, 12:01 GMT
Timeline
6 Mar 2023 → 30 May 2023 · 3 dates- Submission deadline6 Mar 2023, 12:00 GMT
- Bids opened6 Mar 2023, 12:01 GMT
- Notice published30 May 2023, 15:07 BST
Notice history
2 events · 2 releases on Find a Tender · since 30 May 2023- Status changed to complete30 May 2023, 15:07 BST
- Buyer details updated30 May 2023, 15:07 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SEAtS Software LtdSME | £809,995 † | — | Awarded |
Contracts
Contract 015274-2023-1 · SEAtS Software LtdSME
- Signed
- 5 May 2023
- Value
- £809,995
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2bids | — | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeBidders & participating suppliers
1 commercial party on the notice- SEATS SOFTWARE LIMITEDAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.