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Services - 26517-2020

20/01/2020    S13

United Kingdom-Pontypridd: Custom software development services

2020/S 013-026517

Contract award notice

Results of the procurement procedure


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: University of South Wales
Postal address: Procurement Officer, University of South Wales, Finance Dept, Llantwit Road
Town: Pontypridd
Postal code: CF37 1DL
Country: United Kingdom
Contact person: Tina Struebig
Telephone: +44 1443482383
Fax: +44 1443482384
Internet address(es):
Main address:
Address of the buyer profile:
I.2)Information about joint procurement
The contract is awarded by a central purchasing body
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

Space Utilisation Management Software

Reference number: 1587
II.1.2)Main CPV code
72230000 Custom software development services
II.1.3)Type of contract
II.1.4)Short description:

The University wishes to implement a system that allows continuous monitoring of both the utilisation of the estate and the efficiency of timetabling processes.

II.1.6)Information about lots
This contract is divided into lots: no
II.1.7)Total value of the procurement (excluding VAT)
Lowest offer: 136 000.00 GBP / Highest offer: 523 350.00 GBP taken into consideration
II.2.2)Additional CPV code(s)
48000000 Software package and information systems
48100000 Industry specific software package
48330000 Scheduling and productivity software package
48332000 Scheduling software package
48420000 Facilities management software package and software package suite
48421000 Facilities management software package
II.2.3)Place of performance
NUTS code: UKL15 Central Valleys
Main site or place of performance:

University of South Wales, Llantwit Road, Treforest, Pontypridd, CF37 1DL.

II.2.4)Description of the procurement:

The University of South Wales (USW) is a major player in UK higher education. With campuses in Cardiff, Pontypridd (Treforest) and Newport, the University has over 28 000 students and over 2 000 members of staff. USW has an estate with over 80 buildings, which are cumulatively over 150 000 m2.

The University of South Wales puts strong emphasis on prioritising student experience, as such it is important that it makes the most of the space available to it and uses the space in a way that is most beneficial to the student. As more new technologies develop that can help give more insight into the efficiency of a University campus and its processes, USW are keen to invest in those that help improve student experience and future-proof the University.

A key focus for these improvements needs to be the quality and efficiency of the estate. At the moment USW have extremely poor space utilisation which at 17 % is way below the UK average for the sector. The implications of this are a clear need to improve that quality and efficiency, a need to look at timetabling processes and the estate together to allow the University to drive that change.

The University wishes to implement a system that allows continuous monitoring of both the utilisation of the estate and the efficiency of timetabling processes. This will allow USW to challenge the way that rooms are being booked and used by highlighting key issues, for example where rooms are being booked but not used, or where the occupancy of a room is frequently far less than the capacity. The result needs to be a greater understanding of the amount of space required to deliver a high-quality learning environment, eventually allowing the University to reduce its footprint and improve the quality of the space it retains.

Any new system and supporting processes need to be:

1) The system should be able to accurately and continually, measure and record the utilisation of individual rooms within the University to allow effective monitoring of the utilisation of the estate. Utilisation data should identify the number of users of a room or space at any particular time;

2) The system should provide graphically displays and trends that allow the user to easily analyse utilisation;

3) The system should have the capability to integrate out of our timetabling software to provide us both with real time and historical utilisation data and show how it compares to our timetabled sessions. The University uses Scientia Syllabus Plus (on prem) and you should allow for the timetabling data to be integrated into your system/application. You should make sufficient development time allowances to ensure this is achieved, including the full costs of integration services with Syllabus Plus;

4) The system needs to allow us to export utilisation data into various formats (.csv, .xlsx) for analysis outside of the system;

5) The system should have the capability and flexibility to integrate with existing and future API to allow USW to expand the usage of the system over time.

II.2.5)Award criteria
Quality criterion - Name: Experience / Weighting: 12.5
Quality criterion - Name: Integration / Weighting: 12.5
Quality criterion - Name: Technical requirements / Weighting: 12.5
Quality criterion - Name: Benefit / Weighting: 7.5
Quality criterion - Name: Programme timescales / Weighting: 5
Price - Weighting: 50
II.2.11)Information about options
Options: 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
II.2.14)Additional information

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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: 2019/S 180-438652
IV.2.8)Information about termination of dynamic purchasing system
IV.2.9)Information about termination of call for competition in the form of a prior information notice

Section V: Award of contract

A contract/lot is awarded: yes
V.2)Award of contract
V.2.1)Date of conclusion of the contract:
V.2.2)Information about tenders
Number of tenders received: 3
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from other EU Member States: 1
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 3
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor
Official name: Lone Rooftop B.V.
Postal address: Johan Huizingalaan 400
Town: Amsterdam
Postal code: 1066JS
Country: Netherlands
Telephone: +31 615264014
The contractor is an SME: yes
V.2.4)Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: 190 000.00 GBP
Lowest offer: 136 000.00 GBP / Highest offer: 523 350.00 GBP taken into consideration
V.2.5)Information about subcontracting

Section VI: Complementary information

VI.3)Additional information:

Your tender submission must be uploaded to the Sell2Wales portal postbox.

Your submission must be received by the closing time and date of midday, 17.10.2019.

You should allow adequate time for the loading of your documents so as to ensure receipt as the postbox will electronically close at the deadline time and no further submissions will be accepted.

Your submission must include all documents as requested in the invitation to tender ITT including the quality assessment, IT technical requirements, financial assessment, a mandatory completed ESPD and GDPR agreement.

(WA Ref:98948)

VI.4)Procedures for review
VI.4.1)Review body
Official name: Public Procurement Review Service
Postal address: Cabinet Office
Town: London
Postal code: CF37 1DL
Country: United Kingdom
Telephone: +44 3450103503
VI.5)Date of dispatch of this notice: