Date of dispatch of this notice: 21/04/2023
External Reference: 2023-233143
TED Reference: 2023/S 082-248505
Contract award notice
Information
Published
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
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
Hospitality Management Software
Reference number:
TCD-23-C1362
II.1.2)
Main CPV code
48420000
-
Facilities management software package and software package suite
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 Kinetic Solutions. This will ensure continuation of support and maintenance services for Kx, a Hospitality Management Software package. The current solution has been developed incrementally since 2009 and delivers a cross campus integrated solution for:
Residential accommodation management for the academic year for staff and student residents, conference and meeting room booking, catering reservations for both internal and external clients handling all business (except cash at the till business), commercial accommodation management outside of the academic year for group and individual business with interfaces to online travel agencies, housekeeping management, marketing information and financial functions.
Residential accommodation management for the academic year for staff and student residents, conference and meeting room booking, catering reservations for both internal and external clients handling all business (except cash at the till business), commercial accommodation management outside of the academic year for group and individual business with interfaces to online travel agencies, housekeeping management, marketing information and financial functions.
II.1.6)
Information about lots
This contract is divided into lots:
no
II.1.7)
Total value of the procurement
Value excluding VAT:
700000.00
EUR
II.2)
Description
II.2.2)
Additional CPV code(s)
48000000
-
Software package and information systems
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 is a voluntary ex ante transparency (VEAT) notice. This notice acknowledges that Trinity College Dublin proposes to contract with Kinetic Solutions for the continued provision of support and maintenance services for Kx, a Hospitality Management Software package. The current solution has been developed over the past 14 years and delivers a cross-campus integrated solution for the following services:
- Residential accommodation management for the academic year for staff and student residents including financial management. This includes online application and request features
- Catering reservations for both internal and external clients handling all business except cash at the till business.
- Commercial accommodation management outside of the academic year for group and individual business with interfaces to online travel agencies, housekeeping management, marketing information and financial functions.
- Group and conference management
The software has interfaces to other university systems including:
- SITS for student import and residential charge output
- Oracle in FSD for the transfer of all commercial invoicing undertaken within Kx
- CMIS for the coordination of reservations within Kx for lecture theatres and
classrooms
Since 2009, Trinity College Dublin has developed internal processes around Kx to create efficiencies that have yielded budgetary savings. Examples include: Optimised workflows through a custom interface to an Oracle records management system. Accurate and streamlined accommodation charges based on occupancy reports from the system. Staff within the accommodation and facilities teams 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 organisational and administrative burden of any change to the current system is highly likely to require enhancing staffing levels i.e. creating a new team to plan for and implement 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 Kx product, that can meet Trinity College Dublin’s needs during the period of the proposed contract.
- Residential accommodation management for the academic year for staff and student residents including financial management. This includes online application and request features
- Catering reservations for both internal and external clients handling all business except cash at the till business.
- Commercial accommodation management outside of the academic year for group and individual business with interfaces to online travel agencies, housekeeping management, marketing information and financial functions.
- Group and conference management
The software has interfaces to other university systems including:
- SITS for student import and residential charge output
- Oracle in FSD for the transfer of all commercial invoicing undertaken within Kx
- CMIS for the coordination of reservations within Kx for lecture theatres and
classrooms
Since 2009, Trinity College Dublin has developed internal processes around Kx to create efficiencies that have yielded budgetary savings. Examples include: Optimised workflows through a custom interface to an Oracle records management system. Accurate and streamlined accommodation charges based on occupancy reports from the system. Staff within the accommodation and facilities teams 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 organisational and administrative burden of any change to the current system is highly likely to require enhancing staffing levels i.e. creating a new team to plan for and implement 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 Kx product, that can meet Trinity College Dublin’s needs during the period of the proposed contract.
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
Specifically in accordance with Article 32(3)b of Directive 2014/24/EU, 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 5 years. The required licensing and support of the incumbent product can only be provided by Kinetic Solutions due to the supplier’s exclusive rights in and to the proprietary modules optimised and customised for Trinity College Dublin over the past 14 years. In the interests of transparency, Trinity College is publishing details of the proposed renewal of a contract with Kinetic Solutions, on a
voluntary basis, through this notification with reference to the complexity of the existing installation, and substantial integrations as detailed above.
voluntary basis, through this notification with reference to the complexity of the existing installation, and substantial integrations as detailed above.
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: 2020/S 175-422399
Section V: Award of contract
Contract No: 1
Title: Hospitality Management Software
V.2)
Award of contract
V.2.1)
Date of conclusion of the contract
21/04/2023
V.2.2)
Information about tenders
Number of tenders received:
1
Number of tenders received from tenderers from other EU Member States:
0
Number of tenders received from tenderers from non-EU Member States:
1
The contract has been awarded to a group of economic operators
:
noV.2.3)
Name and address of the contractor
Kinetic Solutions (Kx)
249 Silbury Boulevard
Milton Keynes
MK9 1NA
UK
NUTS code:
UKJ12 -
Milton Keynes
The contractor is an SME : no
V.2.4)
Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
700000.00
EUR
Section VI: Complementary information
VI.4)
Procedures for review
VI.4.1)
Review body
High Court
Four Courts, Inns Quay
Dublin
Dublin 7
IE