Date of dispatch of this notice: 13/09/2019
External Reference: 2019-202578
TED Reference: 2019/S 179-436068
Voluntary Ex Ante Transparency Notice
Information
Published
Voluntary Ex Ante Transparency Notice
Voluntary ex ante transparency notice
Supplies
Directive 2014/24/EU
Section I: Contracting authority/entity
I.1)
Name and addresses
Trinity College Dublin, the University of Dublin
2200007u
College Green
Dublin 2
Co. Dublin
IE
Contact person:
Kevin Ryan
Telephone:
+353 18962376
E-mail:
ryank8@tcd.ie
Internet address(es):
Main address:
http://www.tcd.ie
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
Provision of a Student Information Management System
Reference number:
TCD-19-108
II.1.2)
Main CPV code
48219300
-
Administration software package
II.1.3)
Type of contract
Supplies
II.1.4)
Short description
This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Tribal Education. This will ensure continuation of licencing and support for SITS, a Student Information Management System. The existing solution was implemented following tender reference RFT 27361, which was published on 4/9/2009. The student administration solution delivers a cross campus integrated solution for all aspects of student information management including but not limited to course registration, fee payment, recording and issuing of exam results.
II.1.6)
Information about lots
This contract is divided into lots:
no
II.1.7)
Total value of the procurement
Value excluding VAT:
855000.00
EUR
II.2)
Description
II.2.2)
Additional CPV code(s)
48000000
-
Software package and information systems
48100000
-
Industry specific software package
48330000
-
Scheduling and productivity software package
48451000
-
Enterprise resource planning software package
II.2.4)
Description of the procurement
This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Tribal Education with reference to Article 32(3)b of Directive 2014/24/EU. Specifically, the contract renewal constitutes additional deliveries by the original supplier. The primary component pertains to renewal of existing licences (supplies) with a secondary support & maintenance requirement. A change of supplier would oblige the contracting authority to acquire material having different technical characteristics which would result in disproportionate technical difficulties in operation. It is noted that the length of the contract must not exceed 3 years.
Contract renewal will ensure continuation of licencing and support services for SITS, a Student Information Management System. The initial contract was awarded following tender reference RFT 27361, which was published on 4/9/2009. The existing solution has been implemented over the past decade and delivers a cross-campus integrated solution for managing course registration, assigned modules, fee payment, recording and issuing of exam results.
The software has interfaces to other university systems including:
- Oracle Financial Information System: Communication of payment details from the Academic Registry Unit to the Financial Services Division.
- Library Interface: Student registration and Access control
- Kinetics Interface: Student Accommodation Management tool
- Timetabling Interface to separate CMIS system
- Human Resources Unit (CoreHR)
Since 2009, Trinity College Dublin has developed internal processes around SITS (Tribal Education) to create efficiencies that have yielded budgetary savings. Examples include optimised workflows through a custom interface to the Oracle payments management system and other integrations as listed above. The system provides an accurate and streamlined student information database offering one source of truth. Staff within Academic Registry and IT services have been trained and developed expertise in using this product. Consequently, service standards have improved and resourcing levels optimised in line with efficiencies achieved. The operational and administrative burden of change would almost certainly mean enhancing staffing levels i.e. creating a new team to plan for and implement the expertise and IT resources required for a new product, resulting in additional costs at a time when opportunities for further savings are being explored. Given the number of interfaces to other Enterprise Systems, there are no financially or administratively reasonable or viable alternative or substitute systems or products, other than the existing installed Tribal Education product, that can meet Trinity College Dublin’s needs during the period of the proposed contract.
Contract renewal will ensure continuation of licencing and support services for SITS, a Student Information Management System. The initial contract was awarded following tender reference RFT 27361, which was published on 4/9/2009. The existing solution has been implemented over the past decade and delivers a cross-campus integrated solution for managing course registration, assigned modules, fee payment, recording and issuing of exam results.
The software has interfaces to other university systems including:
- Oracle Financial Information System: Communication of payment details from the Academic Registry Unit to the Financial Services Division.
- Library Interface: Student registration and Access control
- Kinetics Interface: Student Accommodation Management tool
- Timetabling Interface to separate CMIS system
- Human Resources Unit (CoreHR)
Since 2009, Trinity College Dublin has developed internal processes around SITS (Tribal Education) to create efficiencies that have yielded budgetary savings. Examples include optimised workflows through a custom interface to the Oracle payments management system and other integrations as listed above. The system provides an accurate and streamlined student information database offering one source of truth. Staff within Academic Registry and IT services have been trained and developed expertise in using this product. Consequently, service standards have improved and resourcing levels optimised in line with efficiencies achieved. The operational and administrative burden of change would almost certainly mean enhancing staffing levels i.e. creating a new team to plan for and implement the expertise and IT resources required for a new product, resulting in additional costs at a time when opportunities for further savings are being explored. Given the number of interfaces to other Enterprise Systems, there are no financially or administratively reasonable or viable alternative or substitute systems or products, other than the existing installed Tribal Education product, that can meet Trinity College Dublin’s needs during the period of the proposed contract.
II.2.11)
Information about options
Options:
no
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 IV: Procedure
IV.1)
Description
IV.1.1)
Type of procedure
Negotiated procedure without prior publication
- Additional deliveries by the original supplier ordered under the strict conditions stated in the directive
Explanation
In accordance with Article 32(3)b of Directive 2014/24/EU. Specifically, the contract renewal constitutes additional deliveries by the original supplier. The primary component pertains to renewal of existing licences (supplies) with a secondary support & maintenance requirement. A change of supplier would oblige the contracting authority to acquire software having different technical characteristics which would result in disproportionate technical difficulties in operation. It is noted that the length of the contract must not exceed 3 years.
IV.1.8)
Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement
: yes
IV.2)
Administrative information
Section V: Award of contract/concession
V.2)
Award of contract/concession
V.2.1)
Date of conclusion of the contract/concession award decision
12/09/2019
V.2.2)
Information about tenders
The contract has been awarded to a group of economic operators
:
no
V.2.3)
Name and address of the contractor/concessionaire
Tribal Education
Kings Orchard, 1 Queen Street,
Bristol
UK
Telephone:
+44 3300164000
E-mail:
servicedesk@tribalgroup.com
The contractor/concessionaire will be an SME : no
V.2.4)
Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
855000.00
EUR
Section VI: Complementary information
VI.3)
Additional information
In the interests of transparency, Trinity College is publishing details of the
proposed renewal of a contract with Tribal Education on a
voluntary basis, through this notification.
proposed renewal of a contract with Tribal Education on a
voluntary basis, through this notification.
VI.4)
Procedures for review
VI.4.1)
Review body
High Court
Dublin
IE