Public procurement notice: Contract Notice
Published: 2016-04-07
Buyer: Higher Education Statistics Agency Limited (HESA)
Country: UK
Region: Gloucestershire
Contract type: Services
Procedure: Restricted procedure
CPV classification: 48000000 | 48100000 | 48190000 | 48400000 | 48440000
Estimated value: 500000 GBP
Submission deadline: 2016-05-12
Award criteria: The most economic tender

Technical requirements: The Higher Education Statistics Agency Limited (‘HESA’) collects a range of data from approx. 260 higher education (HE) providers across the UK and is regarded as a global leader in HE data collection and dissemination. HESA is undertaking a procurement exercise (in accordance with the restricted process) to select a supplier to deliver a project to replace its existing Business Systems for Financial Management (FM) and implement a new Customer Relationship Management (CRM) system. Whilst it is anticipated that these products will be off the shelf products, the selected supplier will need to project manage, working with HESA to integrate, implement, release and support the software.
The total estimated value for the initial 3 year contract is approximately 200 000 GBP, with the potential renewal period this may rise to approximately 500 000 GBP (excl. VAT).
HESA is undertaking a procurement exercise (in accordance with the restricted process) to select a supplier to deliver a project to replace its existing Business Systems for Financial Management (FM) (currently SAGE Line 50) and implement a new Customer Relationship Management (CRM) system. Whilst it is anticipated that these products will be off the shelf products, the selected supplier will need to project manage, working with HESA to integrate, implement, release and support the software.
In addition, there are a number of other systems (either internally developed running on .php or .asp with Oracle or MySQL databases behind them, or off the shelf) some of which currently interact with the existing FM system. Each of these systems require replacing, we envisage that the functions of these system will be incorporated into either the FM or CRM systems.
The proposed contract will continue for a period of 3 years, subject to performance and compliance by the successful supplier with the terms of the contract. (There is an option for extension for a further 3 periods of 1 year each, at the sole discretion of HESA). For clarity, the total value at Sections II.1.5) and II.2.6) is estimated at between 200 000 GBP and 500 000 GBP (excluding VAT) and is based on a maximum contract duration of 6 years.
It is expected that the project will commence in August 2016 and be fully implemented before end 2016.
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 Section III.1)
HESA is anticipating that it will offer a contract for 3 years with an option for HESA to extend by up to a maximum of 3 years (on a 3 x 1 year extension basis), each of which extension periods is exercisable at HESA's discretion and is subject to compliance by the successful bidder with the terms of the contract.
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.
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. 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 these procedures in the case of this or any other procurement.
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.


Award value: 500000