Find a TenderAwarded
Published 1 Feb 2024, 15:19 GMT

Official UK procurement notice

Welsh Examinations Database · UK public procurement notice

Official notice

Authority: Llywodraeth Cymru / Welsh Government (Central government)

ServicesOpen procedureSME suitable
Published estimate£375,000exc. VAT4% below published estimate
Submissions closed 29 Apr 2024awarded 18 Jun 2024
Awarded to FFT Education

What is being bought

Published requirement description

The Welsh Government is seeking a contractor to collect, validate, match and provide an annual data set of all approved qualifications in public examinations (e.g. GCSEs and A levels) achieved by students at examination centres in Wales (e.g. schools, FE colleges).

The contractor will be expected to demonstrate an in-depth knowledge of the public examinations system in Wales , have experience of securely processing and matching large volumes of personal data and be able to communicate with schools verbally and in writing in both English and Welsh. The successful supplier will be awarded an initial 3 year contract valued at GBP375,000 with the possibility of a 2 year extension valued at GBP250,000.

The main services that the contractor will be expected to provide are:

(a) Work with at least 20 awarding organisations (but the number may vary annually) e.g. WJEC, Pearson, AQA to:

i. Agree an annual timetable of data transfers

ii. Agree a data format, and as far as possible working within existing data sharing formats used by awarding bodies

iii. Provide a secure data transfer system (see (e) below) for the transfer of data from awarding organisations to the contractor or agree an alternative secure data transfer method.

(b) match individual level data across different awarding organisations, different establishments and across time (in the cases where some examinations have been taken earlier than normal) to produce a complete and historical record for each student’s qualifications.

(c) provide the Client with this matched data set in a pre-defined format and according to an agreed timetable.

(d) provide a bilingual (Welsh and English) telephone and e-mail help desk function. The help desk will field enquiries from schools and colleges.

(e) Provide a secure on-line data transfer and help desk system with individual accounts for all schools, colleges and awarding organisations (300-400 users). This system will allow awarding organisations to provide data to the contractor and for schools to raise queries and upload documents or evidence where they do not agree with the data provided to them during the data checking periods.

(f) Unless exempt, the contractor must be registered with the Information Commissioner’s Office for the processing of personal data.

(g) The contractor must possess a current Cyber Essentials Plus accreditation or equivalent for the full duration of the contract.

  • Recurrence: in 5 years time

CPV: Data collection and collation services · Data services · Data-processing services · Database and operating software development services · Database services · Database systems · Statistical services

The lotProcurement structure

single lot · value published
Lot #1The successful supplier will be awarded an initial 3 year contract with the…AwardedRenewalPublished value£375,000

The successful supplier will be awarded an initial 3 year contract with the possibility of a 2 year extension with a potential total contract value of GBP 625,000 exc. VAT. The contract will be procured via the FTS Open tender procedure through e-Tender Wales. Further information on the intended process will be provided in the tender documentation with access outlined below.

E-Tender Information:

etenderwales.bravosolution.co.uk ↗

  • The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
  • Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
  • The User who performs the Registration becomes the Super User for the Organisation.
  • On registering on the Platform the Super User will select a Username and will receive a password.
  • The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.
  • In order to log-in to the Platform please enter your Username and Password.
  • Note: If you forget your Password then visit the homepage and click “Forgot your password?”
  • Registration should only be performed once for each Organisation.
  • If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
  • Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
  • Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
  • Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
  • Tenders must be uploaded to the BravoSolution portal by 2pm

How To Find The ITT:

  • Once logged in you must click on ‘ITT’s Open to all Suppliers’
  • The e-tender references for this contract are: project_xxxx, itt_xxxx.
  • Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
  • You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.
  • Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly – Please do not contact the named person at the top of this notice.
Delivery: Wales
Extensions: 2 year extension optionVariant bids: not allowed

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: 80%Price: 20%
Published sub-criteria (2)
  • Technical: 80%
  • price: 20%
Published award criteria (2)
  • Technical: 80
  • Price: 20
What this means for your bid
  • Price carries 20 of 100 points: a 10% discount moves about 2 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
Yes · in 5 years time
First published
1 Feb 2024, 15:19 GMT
Last source update
2 Jul 2024, 15:07 BST
Award evaluation window
30 Apr 2024 – …
Authority reference
C096/2023/2024
FTS notice number
2024/S 000-020138
Classification (CPV)
Data collection and collation servicesData servicesData-processing servicesDatabase and operating software development servicesDatabase servicesDatabase systemsStatistical services
Delivery area
Wales (UKL)
Official registry OCID
ocds-h6vhtk-043672 Find a Tender

Publisher note: (WA Ref:140674)

How it was run

Official notice
Run through: Jaggaer · Who buys & how to bid on Sell2Wales
Supplier login requiredLanguage: EN
Access & registration note: Free; latest Chrome/Edge/Firefox only — corporate browsers fail

Tender documents are also served through a separate tool: https://etenderwales.bravosolution.co.uk/web/login.shtml ↗

Submission deadline
29 Apr 2024, 14:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Participation fee
document
Bid validity
180 days from the deadline
Bids opened
30 Apr 2024, 14:00 BST
Detailed submission instructions & authority contactsFrom official release

Timeline

19 Feb 2024 → 2 Jul 2024 · 4 dates
  1. Next notice expected
    19 Feb 2024
  2. Submission deadline
    29 Apr 2024, 14:00 BST
  3. Bids opened
    30 Apr 2024, 14:00 BST
  4. Notice published
    2 Jul 2024, 15:07 BST

Notice history

4 events · 3 releases on Find a Tender · since 12 Apr 2024
  1. Status changed to active
    12 Apr 2024, 15:49 BST
  2. Procurement method changed
    12 Apr 2024, 15:49 BST
  3. Deadline published: 29 Apr 2024, 14:00 BST
    12 Apr 2024, 15:49 BST
  4. Status changed to complete
    2 Jul 2024, 15:07 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £360,1951 contract exc. VAT
Bids received 33 from SMEs
Contracts signed 1latest 18 Jun 2024
Awarded toValueDateStatus
FFT EducationSME£360,195 †—Awarded

Contracts

  • Contract 020138-2024-C096/2023/2024-1 · FFT EducationSME

    Signed
    18 Jun 2024
    Value
    £360,195
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
3bids · 3 electronic · 3 from abroad3——

Contracting authority & participating public bodies

Llywodraeth Cymru / Welsh Government

Contracting authorityCentral GovernmentMinistry or any other national or federal authority, including their regional or local subdivisionsGeneral public services Gwasanaethau Caffael Corfforaethol / Corporate Procurement Services, Parc Cathays / Cathays Park, Caerdydd / Cardiff, Wales, CF10 3NQContact email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice
  • FFT EducationAwarded supplier The Pavilion, 60 Eastgate, Cowbridge, Wales, 60 Eastgat

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