Timetable Scheduling & Booking Software Service

Concepts

• software supply
• pontypridd
• university of south wales
• booking software service
• software package
• timetable scheduling
• configuration of a replacement timetable scheduling
• premise timetable scheduling
• scheduling of all activity
• lower carbon footprint of service provision

Location

Central Valleys:

Description

The University of South Wales is inviting tenders for the supply, installation and configuration of a replacement timetable scheduling and resource booking solution. The University is seeking a SaaS based service to reduce the burden on IT while supporting the needs of staff and students. Timetabling activity is a highly labour-intensive process that is currently fragmented across multiple systems and administrative teams, and currently demands a high level of manual intervention. It is anticipated that the new system will provide a highly automated scheduling and booking service encompassing venues, all curricula activities, students and staff, with the provision of reporting capabilities, timely notifications, and the ability to effect change quickly and efficiently. The scheduling of all activity is important as well as personal calendar views for staff and students.

Total Quantity or Scope

The University is seeking to replace their largely on-premise timetable scheduling and booking software with a single SaaS offering to reduce the burden on IT and ensure a fit-for-purpose service is implemented. Using a SaaS is expected to deliver the following: Maintenance and operational responsibility remain with the supplier. New feature development and system improvements by the supplier are driven by market and customer requirements. Simple implementation with no or low local installation. Scalability to ensure the service can be utilised across the university. Data security meets industry and regulatory standards and is regularly reviewed and maintained. Access without spatial restriction to allow any-time, anywhere, any-device access. Overall cost efficiency. Easy adoption for all users. Intrinsic data analytics and reporting. Supports business continuity. Environmental benefits through lower carbon footprint of service provision. The University schedules approximately 1,700 teaching activities a year with up to 300 students per session, plus teaching staff for each activity. In addition to this there are many other bookings made for staff, students, and operational needs, as well as public and corporate bookings for both internal and external rooms and spaces

Renewal Options

The initial contract period shall be four years with the option to extend for further 12-month periods up to six years in total, subject to performance and agreement between the parties.

CPV Codes

• 72268000 - Software supply services
• 48000000 - Software package and information systems

Indicators

• This is a one-off contract (no recurrence)
• Renewals are available.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=111177. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://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: As part of the tendering process the University will be looking at ways that even more value may be obtained and would like to seek community benefits from this tender. Examples of the kind of benefits / opportunities that we would like to see are, for example, e.g. lectures, guest speaker slots, scholarships or perhaps student placements or internships. When submitting your tender, you will need to submit a plan in a separate word document of how you would anticipate delivering any benefits through this contract. The community benefits will not be scored or evaluated but will be included as a condition of contract with the successful supplier. (WA Ref:111177)