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The First Choice Programme is a major initiative by the University initiative to improve the effectiveness of its student recruitment and admissions functions and improve the service offered to prospective students. There is a particular emphasis on ...

Contract award notice

Results of the procurement procedure

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Cardiff University
Procurement Services, McKenzie House, 30-36 Newport Road
Cardiff
CF24 0DE
United Kingdom
Telephone: +44 2920879648
E-mail:
NUTS code: UKL

Internet address(es):

Main address: www.cardiff.ac.uk/purch/

Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0258

I.2)Joint procurement
The contract is awarded by a central purchasing body
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:

Student Recruitment, Admission & Lifecycle Management Services.

II.1.2)Main CPV code
48333000
II.1.3)Type of contract
Supplies
II.1.4)Short description:

The First Choice Programme is a major initiative by the University initiative to improve the effectiveness of its student recruitment and admissions functions and improve the service offered to prospective students. There is a particular emphasis on offer conversion to encourage students to make us their first choice.

The Centre for Student Life will create an inclusive and integrated model that enables seamless service collaboration and referral, drawing on a rich student enquiry evidence base to deliver targeted, personalised and proactive services within a culture of intelligence-led continuous improvement.

II.1.6)Information about lots
This contract is divided into lots: yes
II.1.7)Total value of the procurement (excluding VAT)
Value excluding VAT: 1 458 234.00 GBP
II.2)Description
II.2.1)Title:

First ChoiceRecruitment and Admissions

Lot No: 1
II.2.2)Additional CPV code(s)
48333000
72212333
II.2.3)Place of performance
NUTS code: UKL22
II.2.4)Description of the procurement:

The First Choice Programme is a major initiative by the University initiative to improve the effectiveness of its student recruitment and admissions functions and improve the service offered to prospective students. There is a particular emphasis on offer conversion to encourage students to make us their first choice.

The recruitment climate has never been more competitive for Higher Education sector. A demographic decline in the number of 18 year olds, increased competition, the ramifications of Brexit and further restrictions on student visas for international students present Higher Education Institutions with dynamic challenges. Whilst Cardiff has done well despite the challenges and increasing competition, there is recognition that more is required if we are to continue to attract and convert the highest quality students.

The First Choice programme is a cross institutional programme of change to ensure Cardiff University is able to deliver an excellent applicant experience that engages, motivates and inspires high quality applicants to make Cardiff University their First Choice institution. The programme will deliver improvements and efficiencies in the Admissions offer making process and establish an agreed recruitment and conversion framework of activities to deliver a personalised applicant experience and improved support to parents and advisers. We want students to feel engaged and welcomed from their very first contact with the University.

The First Choice programme is a complex, University-wide programme of business transformation encompassing 21 work packages delivered through two interlinked core projects for each of student recruitment and conversion and admissions functions, supported by four cross-cutting enabling work streams that will focus on IT procurement and implementation; HR and Business Change; Data and Management Information; and University-wide stakeholder engagement.

In order to support this University-wide business transformation programme, the University is to partner with a technology service provider/ system integrator with experience in the higher education market to help us develop, implement and support the required CRM system.

II.2.5)Award criteria
Quality criterion - Name: Functional Requirements / Weighting: 40
Quality criterion - Name: Non-Functional Requirements / Weighting: 30
Price - Weighting: 30
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
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Centre for Student life Functionality

Lot No: 2
II.2.2)Additional CPV code(s)
48333000
72212333
II.2.3)Place of performance
NUTS code: UKL22
II.2.4)Description of the procurement:

The Centre for Student Life makes a major contribution to our sector leading student experience. It is accessible, inclusive, approachable and convenient. Students can access our services equally in Welsh or English. The services we offer help ensure all our students are supported and enabled to succeed throughout their student journey, from applicant interest to proud Cardiff University alumni.

The objective of this procurement is to contract one or more experienced Service Provider/ System Integrator in the Higher Education market to develop, implement and support a fit-for-purpose solution that will meet the University's goals and objectives.

The delivery of the First Choice and Centre for Student Life Service Redesign programmes will use a shared application platform in order to maximise the visibility of the individual's engagement with the University, to ease hand-off between stages in the student journey and to ensure that the process innovation is seamlessly available to all that could benefit from it. Additionally, the shared platform will enable the University to support efficient workflows and provide expert IT support and deliver functionality enhancements that deliver consistent high quality experience.

The platform will provide basic services such as case management, policy and process workflow management, campaign management, document management, authentication, role based security and account provisioning, business intelligence and configurable and granular reporting, content management and integration with incoming contact channels and existing productivity tools such as Outlook. This platform will be supported by existing technology capabilities and cross-functional teams so that it is integrated with the existing corporate systems, data sources and communication channels in such a way that the collection of these business, human and technology capabilities forms a new foundational architecture for managing the student experience from awareness to alumnus.

The University has decided that the solutions should be deployed on a Microsoft Dynamics 365 cloud hosted platform alongside its existing Office 365 tenancy.

II.2.5)Award criteria
Quality criterion - Name: Functional Requirements / Weighting: 40
Quality criterion - Name: Non-Functional Requirements / Weighting: 30
Price - Weighting: 30
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
II.2.14)Additional information

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2017/S 063-117811
IV.2.8)Information about termination of dynamic purchasing system
IV.2.9)Information about termination of call for competition in the form of a prior information notice

Section V: Award of contract

Lot No: 1
Title:

First Choice Recruitment and Admissions

A contract/lot is awarded: yes
V.2)Award of contract
V.2.1)Date of conclusion of the contract:
04/08/2017
V.2.2)Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor
Crimson Consultants
6 Prospect Place, Maritime Quarter
Swansea
SA1 1QP
United Kingdom
Telephone: +44 07833237767
NUTS code: UKL18
The contractor is an SME: yes
V.2.4)Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot: 1 458 234.00 GBP
V.2.5)Information about subcontracting

Section V: Award of contract

Lot No: 2
Title:

Centre for Student life Functionality

A contract/lot is awarded: yes
V.2)Award of contract
V.2.1)Date of conclusion of the contract:
04/08/2017
V.2.2)Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor
Crimson Consultants
6 Prospect Place, Maritime Quarter
Swansea
SA1 1QP
United Kingdom
Telephone: +44 07833237767
NUTS code: UKL18
The contractor is an SME: yes
V.2.4)Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot: 1 458 234.00 GBP
V.2.5)Information about subcontracting

Section VI: Complementary information

VI.3)Additional information:

(WA Ref:69916).

VI.4)Procedures for review
VI.4.1)Review body
Cardiff University
Procurement Services, McKenzie House, 30-36 Newport Road
Cardiff
CF24 0DE
United Kingdom
Telephone: +44 2920879648

Internet address:www.cardiff.ac.uk/purch/

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
04/08/2017