Delivery and implementation of an IT solution for course and examination planning at Aarhus University

Aarhus Universitet

Aarhus University is structured in 4 main faculties including institutes, schools, centres and departments with totally 42 500 students and 12 500 employees including part time employees and a turnover of 6 300 000 000 DKK.
AU has around 250 different study programmes spread out across the 4 faculties.
As part of the consolidation strategy on the most business critical systems, it is very important for AU to stabilize and realize the business requirements and processes for a common planning system to execute the planning of courses and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping the solution simple and intuitive.
The solution shall meet the aim of consistency of the core work processes, general common overview, re-usability of data, smooth data exchange between the administration and the teaching environment, process optimization and availability of personalized information and notifications.

Deadline

Fristen for modtagelse af bud var på 2017-04-26. Indkøbet blev offentliggjort på 2017-03-20.

Leverandører

Følgende leverandører er nævnt i tildelingsbeslutninger eller andre indkøbsdokumenter:

• Consortium comprising Semestry Limited, Eveoh, InPrincipo B.V.

Hvem?

• Aarhus Universitet

Hvad?

Hvor?

• Danmark › Danmark

Indkøbshistorik

Dato	Dokument
2017-03-20	Udbudsbekendtgørelse
2018-02-21	Bekendtgørelse om indgåede kontrakter

Udbudsbekendtgørelse (2017-03-20)
Objekt
Omfanget af udbuddet
Titel: Programpakke til tidsplanlægning og produktivitetsovervågning
Kort beskrivelse:

Aarhus University is structured in 4 main faculties including institutes, schools, centres and departments with totally 42 500 students and 12 500 employees including part time employees and a turnover of 6 300 000 000 DKK. AU has around 250 different study programmes spread out across the 4 faculties. As part of the consolidation strategy on the most business critical systems, it is very important for AU to stabilize and realize the business requirements and processes for a common planning system to execute the planning of courses and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping the solution simple and intuitive. The solution shall meet the aim of consistency of the core work processes, general common overview, re-usability of data, smooth data exchange between the administration and the teaching environment, process optimization and availability of personalized information and notifications.

Bekendtgørelsens metadata
Originalsprog: engelsk 🗣️
Dokumenttype: Udbudsbekendtgørelse
Kontraktens art: Varer
Forordning: Den Europæiske Union, med deltagelse af GPA-lande
Fælles glossar for offentlige kontrakter (CPV)
Kode: Programpakke til tidsplanlægning og produktivitetsovervågning 📦
Yderligere CPV-kode: Programpakke til tidsplanlægning 📦
Sted for udførelsen
NUTS-region: Danmark 🏙️

Procedure
Procedureform: Udbud med forhandling
Bud-type: Indsendelse gældende for alle delaftaler
Kriterier for tildeling
Det økonomisk mest fordelagtige bud

Ordregivende myndighed
Identitet
Land: Danmark 🇩🇰
Type af ordregivende myndighed: Offentligretligt organ
Navn på ordregivende myndighed: Aarhus Universitet
Postadresse: Trøjborgvej 82-84, Reception
Postnummer: 8000
Postby: Aarhus C
Kontakt
Internetadresse: http://www.au.dk 🌏
E-mail: udbud@au.dk 📧
Telefon: +45 87150000 📞
URL til dokumenter: http://medarbejdere.au.dk/administration/oekonomi/indkoeb/aktuelle-udbud/competitive-procedure-with-negotiation-regarding-delivery-and-implementation-of-an-it-solution-for-course-and-examination-plann 🌏

Reference
Datoer
Afsendelsesdato: 2017-03-20 📅
Tilbudsfrist: 2017-04-26 📅
Offentliggørelsesdato: 2017-03-22 📅
Startdato: 2017-12-12 📅
Slutdato: 2021-12-31 📅
Identifikatorer
Bekendtgørelsesnummer: 2017/S 057-105440
EUT-S-nummer: 57

Objekt
Omfanget af udbuddet
Kort beskrivelse:

AU has around 250 different study programmes spread out across the 4 faculties.

As part of the consolidation strategy on the most business critical systems, it is very important for AU to stabilize and realize the business requirements and processes for a common planning system to execute the planning of courses and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping the solution simple and intuitive.

The solution shall meet the aim of consistency of the core work processes, general common overview, re-usability of data, smooth data exchange between the administration and the teaching environment, process optimization and availability of personalized information and notifications.

Aarhus University's (AU) ambition is to be a globally-oriented university with a commitment to excellence in research and education and a strong engagement in the development of society.

AU is structured in 4 main faculties including institutes, schools, centres and departments with totally 42 500 students and 12 500 employees including part time employees and a turnover of 6 300 000 000 DKK.

As part of the consolidation strategy on the most business critical systems, it is very important for AU to stabilize and realize the business requirements and processes for a common planning system to execute the planning of education and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping it simple and intuitive.

The solution shall meet the aim of consistency of the core work processes, general common overview, reusability of data, smooth data exchange between the administration and the teaching environment, process optimization and availability of personalized information and notifications.

Target and key success factors

The attractive solution for AU shall basically include functionality to support the following goals:

— Increase of user satisfaction for teacher, student and the administrative staff.

— A more personalized login and look and feel so the user easily can find and access the significant and individual information and notifications.

— Increased self-management through overview of free facilities and the possibility of booking necessary facilities with controlled rights.

— Optimization of the administrative staff member's work-flow and processes by improving consistency and validation according to conflicts in the planning work.

— Delivering possibilities for more automatic control on recurrent activities in the academic life cycle.

— Ensuring more transparency in the use of rooms for education and examination activities enabling a continuous optimization of the planning.

Key success criteria for the solution:

— User satisfaction for all end users.

— Creating a framework for facility optimization and increased auto planning, reporting and statistic.

— Easier and quicker availability, self-service and reliability of updated information at the individual level.

— Contribution to simple and healthy principles for architecture, development and maintenance of the total solution.

AU wish to offer a contract to the Tenderer with the best bid primarily based on highly configurable standard functionality that will support the requirements to the solution the best.

This Tender comprises a contract, which contains elements of both a public contract as a framework agreement, as the contract comprises both Supplier's duty to supply the above specified services on the establishment and operation of the planning solution, and it will contain an element of a framework agreement in connection with the university's opportunities for during the contract period to order any related consultancy services, alterations and further development of the system as specified in the contract.

Beskrivelse af fornyelser:

Terms and duration of the contract is regulated in the Contract published along with the tender material.

Procedure
Mindste antal ansøgere: 3
Største antal ansøgere: 5
Objektive kriterier for udvælgelse af det begrænsede antal ansøgere:

The objective criteria for choosing the limited number of candidates are specified in the Instructions to Tenderers section 6.7.

Tidspunkt for modtagelse af tilbud: 14:00
Dato for afsendelse af opfordringer: 2017-05-15 📅
Sprog, på hvilke bud eller ansøgninger om deltagelse kan indgives: dansk 🗣️
engelsk 🗣️
Tilbuddets gyldighedsperiode: 6 måneder

Ordregivende myndighed
Identitet
Nationalt registreringsnummer: 311 19 103
Kontakt
Enhed: Casper Uldbjerg
Internetadresse: www.au.dk 🌏
URL til dokumenter: http://medarbejdere.au.dk/administration/oekonomi/indkoeb/aktuelle-udbud/competitive-procedure-with-negotiation-regarding-delivery-and-implementation-of-an-it-solution-for-course-and-examination-plann 🌏

Supplerende oplysninger
Gennemgå organ
Navn: Klagenævnet for Udbud
Postadresse: Nævnenes hus, Toldboden 2
Postby: Viborg
Postnummer: 800
Land: Danmark 🇩🇰
Telefon: +45 72405708 📞
E-mail: klfu@naevneneshus.dk 📧
Internetadresse: www.klfu.dk 🌏
Oplysninger om frister for klageprocedurer:

Appeals regarding pre-qualification must be received by the Complaints Board for Public Procurement (Klagenævnet for Udbud) within 20 calendar days counted from the day following the Contracting Authority has announced the decision of pre-qualification to the participating applicants.

Appeals regarding the award of the contract must be received by the Complaints Board for Public Procurement (Klagenævnet for Udbud) 45 days from the day following date of the publication of the Contracting Authority's notice in the Official Journal of the European Union that the Contracting Authority has entered into a contract.

The Contracting Authority must hold a mandatory standstill period of 10 or 15 calendar days from the day following the day on which the Contracting Authority forwarded a notice to the tenderers regarding the contract award.

If the notification has been made by electronic means (e-mail), the contracting authority shall at the earliest enter into a contract after the expiry of a standstill period of 10 calendar days.

If the notification has been made by mail, the contracting authority shall at the earliest enter into the contract after 15 calendar days.

If the appeal is received by the Complaints Board for Public Procurement before the expiry of the standstill period, the appeal will automatically have temporary suspensive effect until the Complaints Board for Public Procurement has taken a decision on whether the appeal should have suspensive effect or not.

At the latest concurrently with submission of an appeal to the Complaints Board for Public Procurement, the complainant must inform the contracting authority of the alleged infringement and whether the appeal is to be referred to the Board.

Tjeneste, hvorfra der kan indhentes oplysninger om klageproceduren
Navn: Konkurrence- og Forbrugerstyrelsen
Postadresse: Carl Jacobsens Vej 35
Postby: Valby
Postnummer: 2500
Telefon: +45 4171500 📞
E-mail: kfst@kfst.dk 📧
Kilde: OJS 2017/S 057-105440 (2017-03-20)

Bekendtgørelse om indgåede kontrakter (2018-02-21)
Objekt
Omfanget af udbuddet
Kort beskrivelse:

Aarhus University is structured in 4 main faculties including institutes, schools, centres and departments with totally 42 500 students and 12 500 employees including part time employees and a turnover of DKK 6 300 000 000. AU has around 250 different study programmes spread out across the 4 faculties. As part of the consolidation strategy on the most business critical systems, it is very important for AU to stabilize and realize the business requirements and processes for a common planning system to execute the planning of courses and examination. The goal in the implementation is to prioritize a strong focus on quality, usability and end-user satisfaction by keeping the solution simple and intuitive. The solution shall meet the aim of consistency of the core work processes, general common overview, re-usability of data, smooth data exchange between the administration and the teaching environment, process optimization and availability of personalized information and notifications.

Bekendtgørelsens metadata
Dokumenttype: Bekendtgørelse om indgåede kontrakter

Procedure
Bud-type: Finder ikke anvendelse

Reference
Datoer
Afsendelsesdato: 2018-02-21 📅
Offentliggørelsesdato: 2018-02-22 📅
Identifikatorer
Bekendtgørelsesnummer: 2018/S 037-080501
Henviser til bekendtgørelse: 2017/S 057-105440
EUT-S-nummer: 37

Objekt
Omfanget af udbuddet
Kort beskrivelse:

Target and key success factors.

— increase of user satisfaction for teacher, student and the administrative staff,

— a more personalized login and look and feel so the user easily can find and access the significant and individual information and notifications,

— increased self-management through overview of free facilities and the possibility of booking necessary facilities with controlled rights,

— optimization of the administrative staff member’s workflow and processes by improving consistency and validation according to conflicts in the planning work,

— delivering possibilities for more automatic control on recurrent activities in the academic life cycle,

— ensuring more transparency in the use of rooms for education and examination activities enabling a continuous optimization of the planning.

— user satisfaction for all end users,

— creating a framework for facility optimization and increased auto planning, reporting and statistic,

— easier and quicker availability, self-service and reliability of updated information at the individual level,

— contribution to simple and healthy principles for architecture, development and maintenance of the total solution.

Procedure
Kriterier for tildeling
Kvalitetskriterium (navn): Quality of the solution
Kvalitetskriterium (vægtning): 45
Kvalitetskriterium (navn): Time schedule and offered methods and proccesses
Kvalitetskriterium (vægtning): 25
Vægtning af pris: 30

Tildeling af kontrakt
Dato for kontraktindgåelse: 2018-02-09 📅

Ordregivende myndighed
Kontakt
Enhed: Marie-Louiss Nordlander

Supplerende oplysninger
Gennemgå organ
Navn: Klagenævnet for udbud
Kilde: OJS 2018/S 037-080501 (2018-02-21)

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