Enquiry Management, Conversion & Admissions Services (Ангилья - Тендер #42932115)

• Contract notice Section I: Contracting authority I.1) Name and addresses

University of South Wales

Procurement Manager, University of South Wales, Finance Dept, Llantwit Road

Pontypridd

CF37 1DL

UK

Contact person: Tina Struebig

E-mail: tina.struebig@southwales.ac.uk

NUTS: UKL

Internet address(es)

Main address: https://www.southwales.ac.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://www.sell2wales.gov.wales/

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

https://www.sell2wales.gov.wales/

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Education

Section II: Object II.1) Scope of the procurement II.1.1) Title

Enquiry Management, Conversion & Admissions Services

Reference number: 1812

II.1.2) Main CPV code

75121000

II.1.3) Type of contract

Services

II.1.4) Short description

Lot 1:

The supply of a service that will seek to optimise and manage both ‘UK’ and ‘International’ enquiries from prospective students and facilitate and drive a higher rate of conversion from enquiry to application and from offer to enrolment. The University anticipates that the service will be intensely utilised during key student recruitment periods, but will remain engaged throughout the year, to ensure support is available for key enquiry management and conversion activities. To achieve the above, USW anticipates that the service will work in close collaboration with in-house UK and International teams to deliver an integrated conversion plan. The University is seeking to procure and embed this service, at pace, with all activity up and running by Early October 2023.

Lot 2:

The University also wishes to obtain a service to handle Admissions processing and associated communications that are needed post application. The successful partner will be required to support the in-house Admissions Team with decision making and associated communications across a range of key markets. In the first instance, this will be international markets but there may be a need to extend this to UK admissions processing should our business needs require this.

Consideration for extended working days and hours, including weekends is required. This may also include the Christmas and New Year period. The service will be delivered in close partnership with existing in-house teams and will be required to provide visibility of processing activity and key service metrics, through the regular provision of management information.

II.1.5) Estimated total value

Value excluding VAT: 1 400 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

Maximum number of lots that may be awarded to one tenderer: 2

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1 & Lot 2

II.2) Description

Lot No: 1

II.2.1) Title

Enquiry Management - UK and International

II.2.2) Additional CPV code(s)

75121000

II.2.3) Place of performance

NUTS code:

UKL

Main site or place of performance:

Treforest, Pontypridd

II.2.4) Description of the procurement

The supply of a service that will seek to optimise and manage both ‘UK’ and ‘International’ enquiries from prospective students and facilitate and drive a higher rate of conversion from enquiry to application and from offer to enrolment. The University anticipates that the service will be intensely utilised during key student recruitment periods, but will remain engaged throughout the year, to ensure support is available for key enquiry management and conversion activities. To achieve the above, USW anticipates that the service will work in close collaboration with in-house UK and International teams to deliver an integrated conversion plan. The University is seeking to procure and embed this service, at pace, with all activity up and running by Early October 2023.

II.2.5) Award criteria

Criteria below:

Quality criterion: Enquiry Capture, Analysis and Tracking / Weighting: 15

Quality criterion: Nurturing & Conversion / Weighting: 35

Quality criterion: Reporting & Improvement / Weighting: 15

Quality criterion: Core IT Requirements / Weighting: 10

Quality criterion: Implementation / Weighting: 15

Quality criterion: Provider/Solution Suitability & Roadmap / Weighting: 5

Quality criterion: Clarification Questions and Demos / Weighting: 0

Quality criterion: Community Benefits / Weighting: 5

Price / Weighting: 30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

option to extend this contract for a further 12-month period

II.2.9) Information about the limits on the number of candidates to be invited II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

option to extend this contract for a further 12-month period

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 2

II.2.1) Title

Admissions services

II.2.2) Additional CPV code(s)

75121000

II.2.3) Place of performance

NUTS code:

UKL

Main site or place of performance:

Treforest, Pontypridd

II.2.4) Description of the procurement

The University also wishes to obtain a service to handle Admissions processing and associated communications that are needed post application. The successful partner will be required to support the in-house Admissions Team with decision making and associated communications across a range of key markets. In the first instance, this will be international markets but there may be a need to extend this to UK admissions processing should our business needs require this.

Consideration for extended working days and hours, including weekends is required. This may also include the Christmas and New Year period. The service will be delivered in close partnership with existing in-house teams and will be required to provide visibility of processing activity and key service metrics, through the regular provision of management information.

II.2.5) Award criteria

Criteria below:

Quality criterion: Application processing capability / Weighting: 75

Quality criterion: Reporting & Improvement / Weighting: 10

Quality criterion: Implementation / Weighting: 5

Quality criterion: Provider Suitability / Weighting: 5

Quality criterion: Clarification Questions and Demos / Weighting: 0

Quality criterion: Community Benefits / Weighting: 5

Price / Weighting: 30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

option to extend this contract for a further 12-month period

II.2.9) Information about the limits on the number of candidates to be invited II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

option to extend this contract for a further 12-month period

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information III.1) Conditions for participation III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract III.2.2) Contract performance conditions

The University will monitor the performance of the service provider against contractually agreed SLA’s and KPI’s by means of regular meetings with the Appointee. Service providers are asked to propose suitable monitoring arrangements and performance measures.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure IV.1) Description IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 20/07/2023

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

CY

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 20/07/2023

Local time: 12:00

Section VI: Complementary information VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Tender submissions:

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Clarifications and Demonstrations:

Post submission, the University will invite tenderers to respond to any clarification questions we may have relating to their bid. Following assessment, we will seek to invite up to five of the highest scoring vendors to demonstrate their product and offer. This will enable us to consolidate our understanding of how the proposed solutions will meet our requirements.

Whilst full details of the arrangements will be provided nearer the time, due to University colleagues’ diary constraints, tenderers must confirm their availability for the date(s) noted in the Procurement Timetable.

Award of multiple lots:

Within this tender, there are two individual lots available for contract with USW. However, USW is also open to receiving ‘bundled bids’ from potential suppliers, where both services can be provided by them. Tenderers can therefore bid for one or two lots. In this situation, the supplier should ensure their submitted costs at ITT stage clearly demonstrate the commercial benefits and other benefits and opportunities to USW in awarding both lots to one supplier. This you should consider when responding to the ITT.

USW is open minded as to how the lots are awarded but the decision will be made using the specified quality and cost evaluation criteria defined within the ITT documents.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=132480.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

For this tender Community Benefits are a core approach and therefore evaluated and scored in line with the evaluation criteria.

See ITT for specifics.

(WA Ref:132480)

VI.4) Procedures for review VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

UK

Telephone: +44 2079477501

VI.5) Date of dispatch of this notice

19/06/2023

Information added to the notice since publication.

Additional information added to the notice since it"s publication. Commodity Categories Commodity Categories
Delivery Locations Delivery Locations
Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

• Record your interest
• Postbox
• Q & A
• Additional Documents

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Postbox – for Suppliers

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please click the Record your interest now button at the top of the page.

Current Documents Replaced Documents

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