Public procurement notice: Contract Notice
Published: 2019-02-05
Buyer: University of Southampton
Country: UK
Contract type: Supplies
Procedure: Competitive procedure with negotiation
CPV classification: 48000000 | 48900000 | 72000000 | 72212517 | 72212900: Miscellaneous software programming services
Estimated value: 6500000 GBP
Submission deadline: 2019-03-04
Award criteria: The most economic tender

Technical requirements: Υπηρεσίες τεχνολογίας των πληροφοριών: παροχή συμβουλών, ανάπτυξη λογισμικού, Διαδίκτυο και υποστήριξη
The University of Southampton has been awarded a contract to continue the administration of research funding on behalf of the Department of Health and Social Care. The new contract commenced on 1.4.2018 and will run initially up to 31.3.2023 with an option to extend for a further 4 years. In order to meet the requirements of the new contract the University will be replacing its current grants management platform. We are seeking an innovative technology provider to deliver a research management and collaboration solution that will support core business processes, facilitate interoperability with partner organisations and third party systems, and aid us in meeting contractual commitments to simplify and expedite the commissioning of research. We are seeking to engage a technology provider who can deliver technical solutions, support the ongoing development and innovations for the solution and provide advice to meet our business need.
The competitive procedure with Negotiation will apply to this procurement. The University is operating a multi stage procurement process for the award of the research management and collaboration solution contract, consisting of a selection questionnaire, Invitation to Submit an Initial Tender (ISIT) and optional negotiation and Invitation to Submit Final Tender (ISFT) stages.
Stage 1: Selection Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of fifteen qualified potential suppliers for the formal invitation to submit initial tender. The maximum number of qualified potential suppliers will be based on the top fifteen scores achieved,. Where more than the maximum number of potential suppliers have achieved a top fifteen score (i.e. a tie), all of those potential suppliers will be invited to the to invitation to submit initial tender.
Stage 2: Invitation to Submit and Initial Tender (ISIT) stage — A maximum of 15 qualified tenderers will be invited to submit formal tenders at this stage, unless there is a tie, as described above.
Stage 3: Negotiation — Where the University does proceed to this stage, only the top three scoring tenderers following ISIT evaluation and any due diligence process, will be invited to participate. Where more than the maximum number of tenderers have achieved a top 3 score (i.e. a tie) all of those Tenderers who have tied will be invited to the negotiation stage, subject to any due dilligence process.
Stage 4: Following the negotiation stage those Tenderers who took part in that stage will be invited to submit their final tenders. These should be based upon their original tenders but taking into account those matters discussed during each round of negotiation. Final tenders will be evaluated against the same criteria and using the same methodology as those submitted for the earlier ISIT stage. The winning Tenderer will be the one whose tender is compliant and achieves the highest score following evaluation, based on the award criteria in section II.2.5 of this Contract Notice.
The University reserves the right not to undertake the negotiation and final tender stages but to proceed directly to contract award following ISIT evaluation where it is clear that one provider’s proposal is fully capable of fulfilling the University’s requirements
The University proposes to enter into a contract from the contract award date up to a potential date of 31.3.2028.
This will comprise of an initial contract period from contract award to 31.3.2023 with an option to extend by a further period or periods of up to 5 years (i.e. until 31.3.2028) subject to the satisfactory performance of the contract and at the discretion of the University.
Contract value: The estimated value of the initial contract term up to 31.3.2023 is in the region of 3 000 000 GBP (excluding VAT).
The estimated value of the yearly increments extension period is in the region of 300 000 GBP (excluding VAT) per annum over a period of up to 5 years, subject to satisfactory performance. The total five year extension contract term therefore is in the region of 1 500 000 GBP (excluding VAT). It is estimated, therefore, that the total value of this contract will be between 3 000 000 GBP and 4 500 000 GBP. The overall value of the contract may increase up to 6 500 000 GBP depending on future funding which may be made available to the University, as detailed in the ISIT documentation.
Following the initial contract period up to 31.3.2023, there is an option period or periods to extend up to 31.3.2028.
This procurement is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
To support the financial assessment, the University will conduct a financial check on all potential tenderers and every organisation that is being relied on to meet this procurement, using an independent company called creditsafe.


Award value: 6500000