ETENDERS

Contract award notice

Information

Published

Date of dispatch of this notice: 11/04/2022

External Reference: 2022-222754

TED Reference: 2022/S 075-199919

Contract award notice

Cached Version

Contract award notice

Results of the procurement procedure

Directive 2014/24/EU

Section I: Contracting authority

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
NUTS code:  IE061 -  Dublin
Internet address(es):
Main address: http://www.tcd.ie
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/336

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

Integrated Workplace Management System (IWMS)
Reference number:  TCD-22-C0932
II.1.2)

Main CPV code

48421000  -  Facilities management 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 Planon Software. This continuation in licencing, maintenance and support is for the Integrated Workplace Management System (IWMS) The existing solution was implemented following an EU level competitive tender process. OJEU ref: 2017/S 090-176435. The IWMS solution delivers an integrated solution for all aspects of workplace management including but not limited to:
• 1.1 Spatial Data
• 1.2 Service Desk
• 1.3 Maintenance
• 1.4 Time Recording
• 1.5 Reporting
• 1.6 Asset Register
• 1.7 Stock Control
• 1.8 Facilities Management
• 1.9 Mobile Solution
• 1.10 User Apps
• 1.11 Asbestos Register
II.1.6)

Information about lots

This contract is divided into lots: no
II.1.7)

Total value of the procurement

Value excluding VAT:  400000.00  EUR
II.2)

Description

II.2.2)

Additional CPV code(s)

48219300  -  Administration software package
48330000  -  Scheduling and productivity software package
II.2.3)

Place of performance

NUTS code:  IE061 -  Dublin
Main site or place of performance:  
Dublin
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 Planon Software with reference to Article 32(2)b(ii) of Directive 2014/24/EU. Specifically, competition is absent for technical reasons. The original contract, tender reference OJEU: 2017/S 090-176435, conducted in 2017, resulted in a customised implementation with multiple bespoke information technology integrations.
The software has interfaces to other internal and external systems including:
- Customised integration with Oracle Financials. This is a complex interface with more than 15 touchpoints between the two systems, which has taken a number of years to achieve optimal integration.
- Bespoke functionality to support financial accounting in Planon and Oracle Financials
- Customised integration with Trinity timetabling system (CMIS)
- Customised integration with Trinity Events Management System (KX)
- Customised integration with Trinity Chemical Safety Management System (Labcup)
- Customised integration with Trinity Web Assets Portal. This delivers effective Asset Management and reports feeding into broader University strategy with regard to insurance and sustainability.
- Single source of truth in relation to space data across the University
- Microsoft Active Directory authentication
A formal technical development partnership agreement is integrated in the existing contract between Trinity College Dublin and Planon Software. Based on the extensive technical integrations and functionality outlined above, and the bespoke development and implementation arising from OJEU ref: 2017/S 090-176435, the contracting authority proposes that any alternative or substitute presents sufficient technical challenges to constitute a disproportionate risk to the operation of the university. Specifically, the implementation of an alternative that addresses the complexity and number of integrations reliant on the spatial data, presents a technical resourcing challenge that would require partial or complete disintegration of the IWMS. The IWMS operates as a coherent, real-time solution for the attributes specified above in relation to workplace management.
II.2.5)

Award criteria

Criteria below
Price
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

Award of a contract without prior publication of a call for competition in the Official Journal of the European Union in the cases listed below
  • Additional deliveries by the original supplier ordered under the strict conditions stated in the directive
Explanation
The proposed contract pertains to renewal of licences, support & maintenance of an existing Integrated Workplace Management System (IWMS). In accordance with Article 32(2)b(ii) of Directive 2014/24/EU competition is absent for technical reasons. The original contract, tender reference OJEU: 2017/S 090-176435, resulted in a customised technical solution. Based on the extensive technical integrations and functionality outlined in section II.2.4, and the bespoke development and implementation arising from the initial contract, the contracting authority proposes that no reasonable alternative or substitute exists. The proposed contract will proceed on a rolling annual renewal basis and the aggregated term will not exceed 5 years.
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : no
IV.2)

Administrative information

IV.2.1)

Previous publication concerning this procedure

Notice number in the OJ S: 2017/S 090-176435

Section V: Award of contract

Contract No: 1

Title: Integrated Workplace Management System (IWMS)

A contract/lot is awarded: yes
V.2)

Award of contract

V.2.1)

Date of conclusion of the contract

11/04/2022
V.2.2)

Information about tenders

Number of tenders received:  1
The contract has been awarded to a group of economic operators :  no
V.2.3)

Name and address of the contractor

Planon Software
Park Gate, 161-163 Preston Road
Brighton
BN1 6AU
UK
NUTS code:  UKJ21 -  Brighton and Hove

The contractor is an SME : no
V.2.4)

Information on value of the contract/lot (excluding VAT)

Initial estimated total value of the contract/lot:  100000.00  EUR
Total value of the contract/lot:  400000.00  EUR

Section VI: Complementary information

VI.4)

Procedures for review

VI.4.1)

Review body

High Court
Four Courts Ground Floor (East Wing) Inns Quay
Dublin
Dublin 7
IE