Services - 123465-2016

12/04/2016    S71    - - Services - Contract notice - Competitive dialogue 

United Kingdom-Cheltenham: IT services: consulting, software development, Internet and support

2016/S 071-123465

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Higher Education Statistics Agency Limited
95 Promenade
GL50 1HZ
United Kingdom
Contact person: Tim Rigby
Telephone: +44 1242211470
NUTS code: UKK13

Internet address(es):

Main address:

I.2)Information about joint procurement
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 submitted to the following address:
Higher Education Statistics Agency Limited
95 Promenade
GL50 1HZ
United Kingdom
Contact person: Tim Rigby
Telephone: +44 1242211470
NUTS code: UKK13

Internet address(es):

Main address:

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

Data Futures Programme.

II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The Higher Education Statistics Agency Limited (‘HESA’) collects a range of data from approximately 260 higher education (‘HE’) providers across the UK and is regarded as a global leader in HE data collection and dissemination. HESA provides data to UK government and HE funding bodies to support their work in regulating and funding HE providers. In addition, information derived from the data is published as official statistics in many accessible formats for use by a wide range of organisations and individuals.

This procurement will fundamentally redesign and transform HESA's student data collection and dissemination processes. HESA's vision is for a modernised and more efficient approach to collecting data that is able to respond to a wide range of data users. We want to create more relevant, reliable, comprehensive and timely information about HE for the benefit of the sector, and to deliver this in more efficient ways which reduce the burden on providers.

II.1.5)Estimated total value
Value excluding VAT: 7 500 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKK13
Main site or place of performance:


II.2.4)Description of the procurement:

HESA's Data Futures Programme will redesign the way HESA collects, stores, analyses and disseminates higher education data. Currently HESA operates 12 data collection streams which each have their own bespoke systems, processes and data model.

HESA wishes to appoint a supplier to: i) Redesign the way HESA specifies, collects, stores, analyses and disseminates data relating to students undertaking higher education (including personal, subject, course and module data); and ii) Deliver the new collection system for HESA to operate (the ‘Part 1 Requirement’). The procurement also includes some ‘business as usual’ services which are specified below (the ‘Part 2 Requirement’).

HESA is seeking a solution which is flexible and scalable so it can be configured in the future, by HESA, to support all HESA collection streams. The solution will need to be cloud based to provide sufficient scalability.

Part 1: Requirement:

The selected supplier will be required to provide the services set out below:

Programme and project management including the management of any subcontractors it requires to deliver the Project;

Data governance design — including the capabilities required to effectively govern the data language, data enrichment, quality assurance and master data;

Data specification and system design — including the capability to design and manage specifications for data model definitions and interfaces (for Data Providers and Data Customers);

Business process design for HESA's data collection and dissemination processes (including quality assurance and data enrichment). The new system will need to interact with HESA's business systems including HESA's new customer relationship management system and finance systems;

Solution design and development including specification of the application, data and technical architectures, application and solution development, cloud infrastructure and data storage (including warehouse or an alternative methodology);

Alpha piloting of initial concepts/prototypes in the academic year 2017/18;

Beta piloting in the academic year 2018/19;

Support to HESA led communication and stakeholder engagement work streams. Stakeholder engagement includes working with HE Providers and Data Customers to ensure that they are fully prepared to submit and receive data from HESA.

Provision of a test environment in which HE Providers, student information system providers and Data Customers can test their data systems and processes;

Implementation and integration of the solution with full handover to HESA at the end of the 2019/20 collection cycle. This will include extract and transferring data from HESA's existing systems into the new solution;

At handover (i.e. following completion of the Part 1 Requirement), HESA reserves the right to require the transfer of any cloud hosting contracts to HESA from the supplier, together with any third party software or services required for the operation of the solution.

Part 2 Requirement:

As specified above the proposed solution is anticipated to be operated by HESA as part of its ‘business as usual activities. HESA envisages that the solution shall be hosted on its behalf/licensed to it (and any COTS products therein) by the supplier for a period following completion of the Part 1 Requirement, with an option for the contract to be extended for support and maintenance services in respect of the hosting solution from the supplier.

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: 7 500 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 168
This contract is subject to renewal: yes
Description of renewals:

The contract will be for a maximum period of 14 years which will include an initial term of 4 years in respect of the Part 1 Requirement and an option for HESA to extend the contract for a further period of 5 years in respect of any further hosting/licensing/support and maintenance required thereafter. Following this, HESA may opt to extend the contract for a further 5 x 1 year periods.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

The selection criteria applicable to this procurement shall be as described within the Pre-Qualification Questionnaire (‘PQQ’). Interested candidates should note that they must satisfy minimum requirements in respect of economic and financial standing as further described in the PQQ.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

The costs of responding to this notice and participation in the process shall be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into.

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
III.1.2)Economic and financial standing
List and brief description of selection criteria:

Bidders must be able to demonstrate that they do not satisfy any mandatory or discretionary grounds for exclusion pursuant to Regulation 57 of the Public Contracts Regulations 2015. (HESA may, however, permit the Bidder to proceed to the next stage of the PQQ evaluation process where the Bidder has provided sufficient evidence to HESA of ‘self cleaning’ measures described further within the pre-qualification questionnaire).

Bidders must also be able to satisfy minimum levels of financial standing as further described within the PQQ.

Minimum level(s) of standards possibly required:

In addition to the minimum levels of financial standing further described within the PQQ, Bidders must be able to self-certify whether they already have, or can commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:

Employer's (Compulsory) Liability Insurance = 10 000 000 GBP per claim;

Public Liability Insurance = 5 000 000 GBP per claim;

Professional Indemnity Insurance = 5 000 000 GBP per claim;

Product Liability Insurance = 5 000 000 GBP per claim.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

Bidders are required to provide 5 examples of experience of delivering support on previous projects of a similar size, nature and complexity to this project. Responses shall be scored and the 6 highest scoring bidders will be invited to take part in the next stage of the process. HESA intends to measure previous experience in 9 key areas which are further described within the pre-qualification questionnaire. If any Bidder receives a final score of 0 in respect of any question, HESA shall exclude such Bidders and shall not proceed to evaluate the remainder of the response.

HESA reserves the right to disqualify Bidders from the process whereby they fail to demonstrate compliance with equality, environmental management and health and safety legislation.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

The selected supplier may be required to actively participate in the achievement of social and/or environmental objectives. Accordingly contract performance conditions may relate in particular to social, environmental or other corporate social responsibility considerations. Further details will be set out in the contract.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction
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: 2016/S 027-042964
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 09/05/2016
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 20/05/2016
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 31/03/2018
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:

HESA estimates that the total value of this contract will range between 3 500 000 GBP and 7 500 000 GBP (made up of: between 2 500 000 GBP-5 500 000 GBP in respect of the Part 1 Requirement; and between 1 000 000 GBP-2 000 000 GBP in respect of the Part 2 Requirement, depending on whether HESA opts to renew the contract as further described within Section II.2.7)

Candidates will remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from candidates in connection with taking part in this procurement, regardless of whether such costs arise as a consequence direct or indirect of any amendments made to the procurement documents by HESA at any time.

HESA reserves the right at any time to:

i) Reject any or all responses and to cancel or withdraw this procurement at any stage;

ii) Award a contract without prior notice;

iii) Change the basis, the procedures and the time-scales set out or referred to within the procurement documents;

iv) Require a candidate to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification);

v) Terminate the procurement process; and

vi) Amend the terms and conditions of the selection and evaluation process.

Under no circumstances will HESA or any of its respective advisors be liable for any costs or expenses incurred by candidates and/or its respective advisors arising directly or indirectly from this procurement or termination thereof, including, without limitation, any changes or adjustments made to the procurement documentation, or the exclusion/disqualification of a candidate. For the avoidance of doubt, where a candidate is disqualified or excluded from the procurement process, under no circumstances will HESA or its advisors be liable for any costs or expenses howsoever incurred by such candidates.

The costs of responding to this notice and participation in the process shall be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties subject to a sufficient number of satisfactory responses being received.

HESA intends to conduct this procurement by following the procedures laid down in the Public Contracts Regulations 2015. In doing so, HESA is not to be taken as acknowledging that it is a contracting authority within the meaning of the Regulations, or as accepting any legal obligation to follow those procedures in the case of this or any other procurement.

Bidders should submit their PQQ, response by the PQQ Deadline as follows: i) 1 electronic copy to be retuned in Microsoft word format by email to and ii) 8 hard copies (stapled and holed punched, not bound) to be returned by post to the address in Section I) above.

VI.4)Procedures for review
VI.4.1)Review body
Royal Courts of Justice
United Kingdom
Telephone: +44 2079477882

Internet address:

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Any appeals should be promptly brought to the attention of the Chief Executive of HESA at the address specified in Section I) above, and will be dealt with in accordance with the requirements of the Public Contracts Regulations 2015. Any appeals must be brought within the time-scales specified by the applicable law, including, without limitation, the Public Contracts Regulations 2015. In accordance with such Regulations, HESA will also incorporate a minimum 10 calendar day standstill period from the date information on award of contract is communicated to tenderers.

VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: