Bath Spa University: Timetabling and Resourcing System

UK-Bath: Software programming and consultancy services.
Section I: Contracting Authority
      I.1) Name and addresses
             Bath Spa University
             Newton Park, Newton St Loe, Bath, BA2 9BN, United Kingdom
             Tel. +44 1225875875, Email: procurement@bathspa.ac.uk
             Main Address: https://www.bathspa.ac.uk/, Address of the buyer profile: www.bathspa.ac.uk
             NUTS Code: UKK12
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Bath:-Software-programming-and-consultancy-services./B963BVKTYC
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/tenders/UK-UK-Bath:-Software-programming-and-consultancy-services./B963BVKTYC to the abovementioned address       
      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: Not provided
      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: Timetabling and Resourcing System       
      Reference Number: BSU/005/2024
      II.1.2) Main CPV Code:
      72200000 - Software programming and consultancy services.
      FA01-6 - For educational use
      JA02-4 - For computer software
      TA39-6 - For timetables

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Bath Spa University (BSU) is undertaking a procurement exercise for an end-to-end timetabling and resource booking solution. Full details are available via our etendering system.       
      II.1.5) Estimated total value:
      Value excluding VAT: 600,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKK12 Bath and North East Somerset, North Somerset and South Gloucestershire
      
      II.2.4) Description of procurement: BSU’s timetabling team manage all aspects of student timetabling, producing teaching timetables for all of the University's modules, individual, personalised timetables to staff who teach on timetabled module sessions and the students who are enrolled on them. BSU requires a solution for the management of their entire, end to end timetabling and resourcing process. The solution should provide functionality to digitise timetable planning and
publishing activity, through a single platform which offers user self-service. The solution should provide automation of key processes and the integration of student data. All actions should be managed in-system, and there should be no requirement for manual activities in third-party applications. Room and resource booking functionality should be incorporated into the platform as an integrated software. Additionally, there should be integrated analytic functionality and the ability for users to define constraints as they apply to the timetable, integrated room booking functionality, and allow for one-off requirements. It is anticipated that any new solution will be implemented during 2025, and system fully live by the semester starting February 2026. Key integrations are required with our existing systems including: - Student Record System - Attendance Monitoring - Learning Analytics
Platform - Virtual Learning and video conferencing platform - Lecture Capture and Recording Platform - MS Data Reporting Platform - Employee Records System - Workload Allocation Management System - MS and IOS Calendar functionality - Estate Management Platform which maintains room floor plan data.

Mandatory requirements are clearly stated within the Supplier Questionnaire (Pass/Fail) and Invitiation To Tender documenation. Suppliers should consider these before applying.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 600,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 60       
      This contract is subject to renewal: Yes       
      Description of renewals: Optional extension periods of 36 months and 24 months subject to performance, requirement and cost.
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


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:          
      In accordance with Regulations 57, 58 and 60 of the Public Contracts Regulations 2015, applicants will be assessed in accordance with the Public Contract Regulations 2015, on the basis of information provided in response to the Selection Questionnaire.    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: Yes    

Section IV: Procedure
   IV.1) Description OPEN
      IV.1.1) Type of procedure: Open   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: 2024/S 000 - 022141       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 18/10/2024 Time: 14:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 3
      
      IV.2.7) Conditions for opening of tenders:
         Date: 31/10/2024
         Time: 11:00
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Bath:-Software-programming-and-consultancy-services./B963BVKTYC

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/B963BVKTYC
   VI.4) Procedures for review
   VI.4.1) Review body:
             EWHC
       London, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    The contracting authority will operate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to provide time for unsuccessful tenderers to
challenge the award decision before the contract is entered into. Unsuccessful tenderers shall be notified by the contracting authority as soon as possible after the decision is made as to the reasons why they
were unsuccessful. The Public Contracts Regulations 2015 provide that aggrieved parties who have been harmed, or are at risk of harm, by breach of the rules are to take action in the High Court (England, Wales and Northern Ireland).    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 26/09/2024

Annex A