Official UK procurement notice
Cleanroom Management Systems · UK public procurement notice
Authority: University of Southampton (Charity / VCSE)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionThe University's Zepler Institute is looking to replace its current CMS system, called "The Living Database", designed by PhoeniX BV. This system is no longer supported by PhoeniX BV.
The Living Database supports activities both in Cleanrooms and other laboratories with the following primary functions:
a. Tool booking,
b. Tool & user management (downtime, user access etc),
c. Training management,
d. Tool income management via finance,
e. Tool performance reporting,
In particular, the University is building a larger customer base nationally and internationally, both in Research and Commercial applications of the cleanrooms. As such it is increasingly important to manage the utilisation of the facility to the maximum possible and to control the movement of lots through the facility. This goes beyond the current capabilities of The Living Database.
CPV: Added-value database services
The lotProcurement structure
single lot · value publishedLot #1The University's Zepler Institute is looking to replace its current CMS system, called…AwardedPublished value£200,000
The University's Zepler Institute is looking to replace its current CMS system, called "The Living Database", designed by PhoeniX BV. This system is no longer supported by PhoeniX BV.
The Living Database supports activities both in Cleanrooms and other laboratories with the following primary functions:
a. Tool booking,
b. Tool & user management (downtime, user access etc),
c. Training management,
d. Tool income management via finance,
e. Tool performance reporting,
In particular, the University is building a larger customer base nationally and internationally, both in Research and Commercial applications of the cleanrooms. As such it is increasingly important to manage the utilisation of the facility to the maximum possible and to control the movement of lots through the facility. This goes beyond the current capabilities of The Living Database.
Procurement Process:
This procurement process is being conducted as an open procedure; consisting of an Invitation to Tender stage
Invitation to Tender (ITT) stage -Tenderers will be invited to submit formal tenders at this stage
Contract Period:
The University proposes to enter into a Contract for 60 months - this will be the maximum contract period, including any potential extensions with the successful tenderer.
This will comprise of an initial contract period of 36 months for the provision of the software and services.
The contract will be effective on signing. The initial term of the of 36 months will run from the date of delivery of the softwae and service with extensions if so agreed by the University, running from the expiry of the initial contract period.
Contract Value:
The estimated value of the initial 3-year contract period is within the range of £100,000 to £150,000, excluding VAT. This value includes all related components, services and maintenance for the initial contract period.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (13)
- User Accounts / Weighting: 10
- Reservation Management / Weighting: 10
- Tool management / Weighting: 10
- Training management / Weighting: 10
- Finance functions / Weighting: 10
- KPIs/Reports / Weighting: 10
- LOT Tracking / Weighting: 2
- Non-LOT Tracking / Weighting: 2
- Communication / Weighting: 8
- Technical and Non-Functional System Requirements / Weighting: 8
- Admin/Office / Weighting: 3
- Commercial Requirements / Weighting: 20
- price: 20
Published award criteria (13)
- Commercial Requirements / Weighting: 20
- User Accounts / Weighting: 10
- Reservation Management / Weighting: 10
- Tool management / Weighting: 10
- Training management / Weighting: 10
- Finance functions / Weighting: 10
- KPIs/Reports / Weighting: 10
- LOT Tracking / Weighting: 2
- Non-LOT Tracking / Weighting: 2
- Communication / Weighting: 8
- Technical and Non-Functional System Requirements / Weighting: 8
- Admin/Office / Weighting: 3
- Price: 20
- Economic & financial standing
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level of standards possibly required:
Potential suppliers/Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers' Liability - £10 million GBP per occurrence.
Professional Indemnity - £2 million or Cyber Liability - £2 Million GBP per occurrence.
Minimum: OPEN PROCEDURE Tenderers attention is drawn to the MANDATORY requirements of the award criteria: - Technical & professional ability
Tenderers attention is drawn to the MANDATORY requirements of the award criteria:
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic & Financial Standing
- Insurance
- Compliance with equality legislation
- Health & Safety
- Price carries 40 of 123 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 7 Dec 2022, 14:43 GMT
- Last source update
- 23 Aug 2023, 14:41 BST
- Award evaluation window
- 27 Jan 2023 – …
- Authority reference
2022UoS-0471- FTS notice number
2023/S 000-024816- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-038b75Find a Tender
- Electronic trading
- electronic ordering · electronic payment
Publisher note: E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the potential supplier/tenderer. If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation. Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. Further instructions for the submission of responses are below: To submit your return: 1. Log in 2. Click 'Tenders' 3. Locate the relevant project 4. View details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return. 8. Click the red 'Submit Return' button. Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.
How it was run
Official notice- Submission deadline
- 27 Jan 2023, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 27 Jan 2023, 12:01 GMT
Timeline
27 Jan 2023 → 23 Aug 2023 · 3 dates- Submission deadline27 Jan 2023, 12:00 GMT
- Bids opened27 Jan 2023, 12:01 GMT
- Notice published23 Aug 2023, 14:41 BST
Notice history
2 events · 2 releases on Find a Tender · since 23 Aug 2023- Status changed to complete23 Aug 2023, 14:41 BST
- Buyer details updated23 Aug 2023, 14:41 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Stratocore | £147,920 † | — | Awarded |
Contracts
Contract 024816-2023-1 · Stratocore
- Signed
- 4 Aug 2023
- Value
- £147,920
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5bids | — | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeBidders & participating suppliers
1 commercial party on the notice- StratocoreAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.