TenderlineUK
Procurement Intelligence
Search
Find a TenderAwarded
Published 8 Jun 2021, 16:15 BST

Official UK procurement notice

Timetable Scheduling & Booking Software Service

Official notice

Authority: University of South Wales (Education)

ServicesOpen procedureSME suitable
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Wales (UKL15)
Budget not disclosedValue not published
Submissions closed 13 Jul 2021awarded 22 Oct 2021
Awarded to Eventmap Limited

What is being bought

Published requirement 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.

CPV: Software package and information systems · Software supply services

The lotProcurement structure

single lot · no lot value published
Lot #1The University is seeking to replace their largely on-premise timetable scheduling and…AwardedRenewal

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

Delivery: Wales
Extensions: The initial contract period shall be four years with the option to extend for further 12-month periods up to six years in total, subject to performance and agreement between the parties.Variant bids: not allowed
48000000 Software package and information systems

What it takes to win
i

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 more
How bids were scored
Quality: 100Price: 30
Published sub-criteria (12)
  • Supports Key Scheduling Requirements: 30
  • Automation: User Scenarios: 10
  • Automation: Scheduling Complexities: 10
  • Business Data Management: 5
  • Change Control & User Rights Management: 5
  • Schedule Viewing/Review: 5
  • Alerts: 5
  • Reporting Capabilities: 5
  • Core IT Requirements: 10
  • Implementation: 10
  • Provider/Solution Suitability & Roadmap: 5
  • price: 30
Published award criteria (12)
  • Supports Key Scheduling Requirements: 30%
  • Automation: User Scenarios: 10%
  • Automation: Scheduling Complexities: 10%
  • Business Data Management: 5%
  • Change Control & User Rights Management: 5%
  • Schedule Viewing/Review: 5%
  • Alerts: 5%
  • Reporting Capabilities: 5%
  • Core IT Requirements: 10%
  • Implementation: 10%
  • Provider/Solution Suitability & Roadmap: 5%
  • Price: 30%
What this means for your bid
  • Price carries 30 of 130 points: a 10% discount moves about 3 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
Services
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
No (one-off requirement)
First published
8 Jun 2021, 16:15 BST
Last source update
14 Jan 2022, 14:25 GMT
Award evaluation window
13 Jul 2021 – …
Authority reference
Tender 1695
FTS notice number
2022/S 000-001192
Classification (CPV)
Software package and information systemsSoftware supply services
Delivery area
Wales (UKL15)
Official registry OCID
ocds-h6vhtk-02b9a1 Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment

Publisher note: (WA Ref:117106)

How it was run

Official notice
Run through: Sell2Wales · Who buys & how to bid on Sell2Wales
Supplier login requiredLanguage: EN
Access & registration note: Free Wales registration; eTenderWales runs on Jaggaer
Submission deadline
13 Jul 2021, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
540 days from the deadline
Bids opened
13 Jul 2021, 13:00 BST
Detailed submission instructions & authority contactsFrom official release

sell2wales.gov.wales ↗

Timeline

13 Jul 2021 → 14 Jan 2022 · 3 dates
  1. Submission deadline
    13 Jul 2021, 12:00 BST
  2. Bids opened
    13 Jul 2021, 13:00 BST
  3. Notice published
    14 Jan 2022, 14:25 GMT

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    14 Jan 2022, 14:25 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Bids received 55 from SMEs
Contracts signed 1latest 22 Oct 2021
Awarded toValueDateStatus
Eventmap Limited——Awarded

Contracts

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
The University is seeking to replace their largely on-premise timetable scheduling and…5bids · 5 electronic · 5 from abroad5—£125,000 – £525,000
Whole notice———£125,000 – £525,000

Contracting authority & participating public bodies

University of South Wales

Contracting authorityEducationBody governed by public lawEducation Procurement Manager, University of South Wales, Finance Dept, Llantwit Road, Pontypridd, Wales, CF37 1DLContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice
  • Eventmap LimitedAwarded supplier 25 Talbot Street, Belfast, Northern Ireland, BT12LDContact phone

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria