Industry specific software package

Tender description

The University of Southampton is seeking to procure a fully hosted (Software as a Service (SAAS)) Student Placement Management System. The system is required to support both Allocated and Applied placements, which covers all of the University's placement activity. Allocated placements are those which are mandatory to the student's programme, and the University ‘allocates’ or chooses where the students undertake their placement(s). ‘Apply’ placements are those which the student chooses to apply for (may be through the University, or independently). In order to review a full range of available options and identify the most suitable solution(s) for the University, in terms of both meeting the University's specification requirements and obtaining best value for money, this procurement has been divided into three lots: Lot 1: Allocated Placements. Lot 2: Apply Placements. Lot 3 Allocated and Apply Placements. Further details of the lot structure can be found at Sections II.1.6 and VI.3. The University of Southampton is seeking to procure a fully hosted (Software as a Service (SAAS)) Student Placement Management System for the management of its Allocated placements. ‘Allocated’ placements are those that are mandatory to the student's programme, and the University ‘allocates’ or chooses where the students undertake their placement(s). This allocation is often subject to a number of complicated rules and requirements, in order to ensure students have the correct range of experiences in order to meet programme, and often governing bodies' (such as GMC, NMC and Ofsted), requirements. These types of placements are generally found in disciplines such as medicine, health sciences (e.g. nursing, midwifery, physiotherapy, occupational therapy and audiology), teacher training education and modern languages (where students are required to have a year abroad). Full details of the functionality required in a system can be found in the Lot 1 Invitation to Tender document set (Specification (File 4)). This procurement process is being conducted as a Restricted procedure; consisting of both Pre-Qualification Questionnaire and Invitation to Tender stages. Stage 1 — Pre-Qualification Questionnaire (PQQ) Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 5 qualified bidders for formal invitation to tender. The maximum number of qualified providers will be based on the top five scores achieved. Where more than the maximum number of bidders have achieved a top five score (i.e. a tie), all of those bidders will be invited to the Invitation to Tender stage. Stage 2 — Invitation to Tender (ITT) stage — A maximum of 5 qualified bidders will be invited to submit formal tenders at this stage. Contract Value: The estimated value of this lot for the initial six-year contract term will be in the region of 150 000 GBP — 330 000 GBP (excluding VAT). These figures include the estimated cost of the initial software purchase, implementation costs, as well as on-going annual fees. The estimated value of each of the two-year extension periods of this lot is 32 500 — 75 000 GBP, excluding VAT. It is estimated, therefore, that the total value of this lot will be between 215 000 GBP and 480 000 GBP excluding VAT. Contract Term: Subject to Section II.1.6, the University proposes to enter into a Contract for a maximum period of ten years with the successful bidder. This will comprise of an initial contract period of six years with the option to extend by a further two periods of two years subject to satisfactory performance and at the discretion of the University. The University of Southampton is seeking to procure a fully hosted (Software as a Service (SAAS)) Student Placement Management System for the management of its Apply placements. ‘Apply’ placements are those that the student chooses to apply for (may be through the University, or independently). They may be mandatory to the student's programme, but often if they fail to gain a placement they can switch to an alternative programme. These type of placements are generally found in disciplines such as business studies, engineering, chemistry and through the University's Year in Employment (YiE) scheme. They often are sandwich year experiences, falling between the second and third years of a programme. Full details of the functionality required in a system can be found in the lot 2 Invitation to Tender document set (Specification (File 4)). This procurement process is being conducted as a Restricted procedure; consisting of both Pre-Qualification Questionnaire and Invitation to Tender stages. Stage 1 — Pre-Qualification Questionnaire (PQQ) Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 5 qualified bidders for formal invitation to tender. The maximum number of qualified providers will be based on the top five scores achieved. Where more than the maximum number of bidders have achieved a top five score (i.e. a tie), all of those bidders will be invited to the Invitation to Tender stage. Stage 2 — Invitation to Tender (ITT) stage — A maximum of 5 qualified bidders will be invited to submit formal tenders at this stage. Contract Value: The estimated value of this lot for the initial six-year contract term will be in the region of 60 000 GBP — 205 000 GBP (excluding VAT). These figures include the estimated cost of the initial software purchase, implementation costs, as well as on-going annual fees. The estimated value of each of the two-year extension periods of this lot is £12,500 — 47 500 GBP, excluding VAT. It is estimated, therefore, that the total value of this lot will be between 85 000 GBP and 300 000 GBP excluding VAT. Contract Term: Subject to Section II.1.6, the University proposes to enter into a Contract for a maximum period of ten years with the successful bidder. This will comprise of an initial contract period of six years with the option to extend by a further two periods of two years subject to satisfactory performance and at the discretion of the University. The University of Southampton is seeking to procure a fully hosted (Software as a Service (SAAS)) Student Placement Management System for the management of its Allocated and Apply placements. The system is required to support both allocated and applied placements, which covers all of the University's placement activity. ‘Allocated’ placements are those which are mandatory to the student's programme, and the University ‘allocates’ or chooses where the students undertake their placement(s). This allocation is often subject to a number of complicated rules and requirements, in order to ensure students have the correct range of experiences in order to meet programme, and often governing bodies' (such as GMC, NMC and Ofsted), requirements. ‘Apply’ placements are those which the student chooses to apply for (may be through the University, or independently). They may be mandatory to the student's programme, but often if they fail to gain a placement they can switch to an alternative programme. Full details of the functionality required in a system can be found in the lot 3 Invitation to Tender document set (Specification (File 4)). This procurement process is being conducted as a Restricted procedure; consisting of both Pre-Qualification Questionnaire and Invitation to Tender stages. Stage 1 — Pre-Qualification Questionnaire (PQQ) Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 5 qualified bidders for formal invitation to tender. The maximum number of qualified providers will be based on the top five scores achieved. Where more than the maximum number of bidders have achieved a top five score (i.e. a tie), all of those bidders will be invited to the Invitation to Tender stage. Stage 2 — Invitation to Tender (ITT) stage — A maximum of 5 qualified bidders will be invited to submit formal tenders at this stage. Contract Value: The estimated value of this lot for the initial six-year contract term will be in the region of 295 000 GBP — 410 000 GBP (excluding VAT). These figures include the estimated cost of the initial software purchase, implementation costs, as well as on-going annual fees. The estimated value of each of the two-year extension periods of this lot is 65 000 — 95 000 GBP, excluding VAT. It is estimated, therefore, that the total value of this lot will be between 425 000 and 600 000 GBP excluding VAT. Contract Term: Subject to Section II.1.6, the University proposes to enter into a Contract for a maximum period of ten years with the successful bidder. This will comprise of an initial contract period of six years with the option to extend by a further two periods of two years subject to satisfactory performance and at the discretion of the University.