Directive 2014/24/EU - Public Sector Directive
Section I: Contracting Change
I.1) Name and addresses
The procurement documents are available for unrestricted and full direct access, free of charge at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
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
Section II: Object
II.1) Scope of the procurement
Global Curriculum Management System
Reference number: HWU1893
II.1.2) Main CPV code
II.1.3) Type of contract
II.1.4) Short description
Heriot-Watt University has a requirement for a cloud based Global Curriculum Management system (GCM). The GCM System is required to support the life cycles of our programmes and courses from cradle to grave from first conception through all areas of approval, quality assurance, marketing, delivery and retirement.
The GCM system will enable seamless transitions to academic review, quality processes and the approval of fees and resources and will help staff steer proposals through the separate regulatory frameworks of our 3 home countries in the UK, Malaysia and Dubai.
II.1.6) Information about lots
This contract is divided into lots:
II.2.3) Place of performance
II.2.4) Description of the procurement
Heriot-Watt University is a Higher Education institution with 5 campuses across UK, Dubai and Malaysia. The University currently uses a bespoke curriculum management system which meets 3 key objectives, to be a single source of truth for approved programme and course descriptions, to support the approval processes and to support single data-entry through a push of data to the student records system. The Heriot-Watt University curriculum has evolved to offer more diversified study options for students and is subject to more complicated regulatory regimes. Heriot-Watt University therefore requires to procure and implement a modern and flexible cloud based solution for Global Curriculum Management which meets the demands of an International University.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 70
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:
Option to extend the duration of the contract for a further 60 months.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
This procurement will be conducted through the use of the restricted procedure. We will apply a 2 stage process.
Stage 1: Pre-qualification via the ESPD. When completing the ESPD bidders must have regard for statements in this notice that detail specific requirements.
Statements including specific requirements can be found in Section III.1.2) Economic and Financial Standing and III.1.3) Technical and Professional ability of this notice.
ESPD Part II Information concerning the bidder should be completed in full.
ESPD Part IV Section B: Economic and Financial Standing will be scored on a pass/fail basis.
ESPD Part IV Section C: will be scored as follows:
0 — Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability to meet the requirement.
25 — Response is partially relevant but generally poor. The response shows some elements of relevance to criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.
50 — Response is relevant and acceptable. Response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge and skills may not be of a similar nature.
75 — Response is relevant and good. The response is sufficiently detailed enough to demonstrate a good amount of experience, knowledge and skills/capacity/capability relevant to providing similar services to similar clients.
100 — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
It is envisaged that the top 5 candidates achieving a minimum score of 50 % will be invited to take part in Stage 2 invitation to tender.
Responses must be received no later than the date and time detailed within PCS-Tender. All queries about this procurement must be made via PCS-Tender as defined at I.3) Communication above.
II.2.10) Information about variants
Variants will be accepted:
II.2.11) Information about options
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
It is a requirement that the bidder holds or can commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:
— professional risk indemnity: 5 000 000 GBP,
— employer's (compulsory) liability: 5 000 000 GBP,
— public liability: 10 000 000 GBP,
— product liability: 5 000 000 GBP,
— cyber liability insurance: 10 000 000 GBP.
ESPD 4B.6 Statement 1:
Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a parent company guarantee in a form acceptable to Heriot-Watt University prior to the commencement of a subsequently awarded contract.
ESPD 4B.6 Statement 2:
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations. Bidders must provide their 3 most recent sets of annual audited accounts. A review of your audited accounts will be undertaken. In some cases this review may lead to additional requests for further financial information to clarify any potential issues.
This information will be used to assess financial sustainability.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
ESPD Section 4C.1.1: examples of timelines:
Provide a minimum of 2 and a maximum of 5 examples where you have implemented your curriculum management system. Examples may include scenarios of what you have previously delivered and what could be delivered within the timescales provided.
ESPD Section 4C.1.2: change control management:
Provide a minimum of 2 and maximum of 5 examples demonstrating your previous experience of providing an environment in which new functionality for a curriculum management system has been developed, tested and released in a controlled manner.
ESPD Section 4C.1.3: integration with banner student:
Provide 2 reference sites whose student records system is Banner Student from Ellucian and where your curriculum management system is in use, 1 of which is integrated with banner student. Detail what was delivered and the extent of the integration, for example, key programme, course and section data.
ESPD Section 4C.1.4: cloud based curriculum management system:
Describe where you provide a cloud based curriculum management system for other higher education institutions and how it is accessed from various locations. We will have users worldwide and campuses in UK, Dubai and Malaysia who must be able to share and collaborate on curriculum development.
ESPD Section 4C.1.5: data accessibility to external systems:
Describe your system’s capability in how the data is made accessible to external systems describing the method of output and the areas of data that are available, for example, programmes, courses, users, API or standardised output.
ESPD Section 4C.1.6: uploading of documents to programme and course proposals.
Describe how you have previously achieved uploading of document to programme and course proposals by providing examples of successful implementations where this was a requirement.
ESPD Section 4C.1.7: generating reports direct from the system:
Using examples where possible, describe your systems capability to generate reports direct from the system and the level of configuration available for developing reports by the user.
ESPD Section 4C.1.8: entity relationship diagram:
Describe how your system can support entity relationships by providing examples from previous implementations.
ESPD Section 4C.1.9: supporting workflow:
Describe your previous experience of supporting a programme approval workflow.
ESPD Section 4C.1.10: launching different starting intakes:
Describe where you have previously implemented a system with a requirement of different starting intakes for programmes and courses, ideally where there are different starting intakes for a programme on different campuses. If you are unable to refer to previous experience of working across different countries, describe how you would fulfil this requirement.
ESPD Section 4C.1.11: representing a hierarchy of target and exit awards:
Describe how your system represents a hierarchy of target and exit awards for a programme depending on the credit that has been successfully completed.
ESPD Section 4C.1.12: programme structures:
Describe how your system has represented complex relationships in other implementations and how they are reported. If you are unable to refer to previous experience describe how you would fulfil this requirement.
ESPD Section 4C.1.13: progress at more than one point in an academic year:
Describe where you have previously implemented a system with a requirement of representing the delivery of a programme where students can start and progress at more than one point in an academic year.
III.2) Conditions related to the contract
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
Section IV: Procedure
IV.1.1) Type of procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Local time: 09:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4) Languages in which tenders or requests to participate may be submitted
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Bidders engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD Section 3D). Without prejudice to any relevant obligations, suppliers should note that this includes obligations for certain organisations under:
— the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),
— the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN),
— the Equality Act 2010 (available at https://www.legislation.gov.uk/ukpga/2010/15/contents),
— the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) — this is grounds for mandatory exclusion or termination at any procurement or contract stage.
At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by Section 54 of the Modern Slavery Act for organisations with a turnover of 36 000 000 GBP or over.
The buyer is using PCS-Tender to conduct this PQQ exercise. The project code is 14374
For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
VI.4) Procedures for review
VI.4.1) Review body
Heriot Watt University
Moyen House, Research Park North, Heriot-Watt University
Telephone: +44 1314514446
VI.5) Date of dispatch of this notice