Student Universal Support Ireland Project

City of Dublin Vocational Education Committee

Currently there are 66 student grant awarding authorities (County Councils and Vocational Education Committees) in the Republic of Ireland engaged in processing student grant applications, which include new student grant applications and renewals. The recently passed Student Support Act 2011 contained measures to reform the student grant process. Following this, it was recommended to the Minister of Education and Skills that the City of Dublin Vocational Committee be appointed as the single awarding authority. City of Dublin VEC is currently in discussions with the Department of Education and Skills regarding the implementation plan. The project will involve a phased approach, commencing with all new applications for student grants in the 2012/13 academic year. It is estimated that there will be approximately 63 000 new student grant applications in the 2012/13 academic year. Meanwhile the remaining 65 authorities will continue to process their own renewal grant applications with existing clients.
CDVEC’s aim is to provide an efficient, timely and customer centred service for the processing and payment of student grants and fees on a national basis. It will utilise the www.grantsonline.ie website and its own grants processing and payment systems to deliver this service. It is envisaged that the opening date for student grant applications for the 2012/13 academic year will be in April 2012, by which time it is anticipated that the new system will be fully operational.
In order to deliver this service, the CDVEC is creating a new dedicated unit - Student Universal Support Ireland (SuSi). This unit will require a number of services, divided into two lots as follows:
— lot 1: Document Management Services,
— lot 2: Contact Centre.
NOTE: To register your interest in this notice and obtain any additional information please visit the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=262292.

Deadline

The time limit for receipt of tenders was 2011-07-20. The procurement was published on 2011-06-28.

Who? What? Where?
Procurement history
Date Document
2011-06-28 Contract notice
Contract notice (2011-06-28)
Object
Scope of the procurement
Title: administration services
Quantity or scope:
Student Universal Support Ireland (SuSi) will require a number of services, divided into two lots as follows:— lot 1: Document Management Services,— lot 2: Contact Centre Services.The duration of each framework agreement will be for 4 years, subject to annual review and satisfactory performance. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into under the frameworks may extend beyond the date of expiry of the frameworks.2 000 0007 000 000
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Administration services 📦

Procedure
Procedure type: Competitive dialogue
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Postal address: Town Hall, Merrion Road, Ballsbridge
Postal town: Dublin 4
Contact
Internet address: http://www.cdvec.ie 🌏
Phone: +353 16680614 📞
Fax: +353 16680710 📠

Reference
Dates
Date dispatched: 2011-06-28 📅
Submission deadline: 2011-07-20 📅
Publication date: 2011-06-30 📅
Identifiers
Notice number: 2011/S 123-204626
Refers to notice: 2011/S 109-180180
OJ-S issue: 123
Additional information
1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties. 2) This is the sole call for competition for this service. 3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates, participants or tenderers. 4) Establishment of the framework will be subject to the approval of the competent authorities. 5) If for any reason it is not possible to conclude the framework agreement with the designated success ful tenderer emerging from this competitive process; or if having concluded the framework agreement the contracting authority considers that the successful tenderer has not met, or cannot meet its obligations; the contracting authority reserves the right to admit the next highest scoring tenderer to the framework on the basis of the same terms at any time during the tender validity period. This shall be without prejudice to the right of the contracting authority to cancel this competitive process and/or initiate a new contract award procedure at its sole discretion. 6) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time. 7) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition at the application stage. 8) This is a voluntary notice in accordance with Article 37 of Directive 2004/18/EC. As non-priority (Annex IIB) services constitute the subject-matter of these framework agreements, the establishment of each framework is not fully subject to the provisions of Directive 2004/18/EC with regard to choice of procedure. CDVEC therefore reserves the right to employ the competitive dialogue procedure in order to establish each framework. Under this procedure, CDVEC is availing of shortened timescales. 9) The contracting authority at its sole discretion reserves the right to engage in a separate procurement procedure outside of the framework(s) for any contract arising within the lifetime of any of the frameworks. (ET Ref:262292).
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Object
Scope of the procurement
Short description:
Currently there are 66 student grant awarding authorities (County Councils and Vocational Education Committees) in the Republic of Ireland engaged in processing student grant applications, which include new student grant applications and renewals. The recently passed Student Support Act 2011 contained measures to reform the student grant process. Following this, it was recommended to the Minister of Education and Skills that the City of Dublin Vocational Committee be appointed as the single awarding authority. City of Dublin VEC is currently in discussions with the Department of Education and Skills regarding the implementation plan. The project will involve a phased approach, commencing with all new applications for student grants in the 2012/13 academic year. It is estimated that there will be approximately 63 000 new student grant applications in the 2012/13 academic year. Meanwhile the remaining 65 authorities will continue to process their own renewal grant applications with existing clients.
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CDVEC’s aim is to provide an efficient, timely and customer centred service for the processing and payment of student grants and fees on a national basis. It will utilise the www.grantsonline.ie website and its own grants processing and payment systems to deliver this service. It is envisaged that the opening date for student grant applications for the 2012/13 academic year will be in April 2012, by which time it is anticipated that the new system will be fully operational.
Show more
In order to deliver this service, the CDVEC is creating a new dedicated unit - Student Universal Support Ireland (SuSi). This unit will require a number of services, divided into two lots as follows:
— lot 1: Document Management Services,
— lot 2: Contact Centre.
NOTE: To register your interest in this notice and obtain any additional information please visit the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=262292.
Lot number: 1
Title of the lot: Document Management Services
Short description:
It is envisaged that the operator with whom the framework agreement will be established will assume responsibility for the following: post handling, scanning of applicant documentation, data input of relevant data from any manual application forms, storage of documents for a short period (approximately 60 days), the shredding of documentation and the secure transfer of PDF files.
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Quantity or scope: This Lot relates to Document Management Services over a 4 year period. No guaranteed expenditure can be provided in respect of this framework agreement.
Lot number: 2
Title of the lot: Contact Centre Services
Short description:
It is envisaged that the operator with whom this framework agreement will be established will act as the initial point of contact for all phone queries received in relation to the SuSi project. The contact centre will provide expert assistance to applicants on all grant related queries. It will interact seamlessly with SuSi’s own dedicated escalation team and, at peak times, may also deal with email queries.
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Quantity or scope: This Lot relates to Contact Centre Services over a 4 year period. No guaranteed expenditure can be provided in respect of this framework agreement.
Student Universal Support Ireland (SuSi) will require a number of services, divided into two lots as follows:
— lot 1: Document Management Services,
— lot 2: Contact Centre Services.
The duration of each framework agreement will be for 4 years, subject to annual review and satisfactory performance. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into under the frameworks may extend beyond the date of expiry of the frameworks.
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Estimated value excluding VAT: 2 000 000 💰
7 000 000 💰
Duration: 48 months
Place of performance
Main site or place of performance: Dublin, Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
Candidates will be required to confirm that none of the conditions for exclusion contained in the Declaration of Bona Fides apply to theirparticular case, otherwise they will be excluded. A copy of the Declaration is included in the qualification questionnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie.
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Economic and financial standing:
In order to be considered, candidates must complete the qualification questinnaire available to download from the Irish GovernmentP rocurement Opportunities Portal www.etenders.gov.ie.
Minimum level(s) of standards: As per the afore-mentioned questionnaire.
Technical and professional ability:
In order to be considered, candidates must complete the qualification questinnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie.
Contract execution
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed at the time of establishing the framework.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A grouping, if successful, may be required to contract as a single entity having joint and several liability but subject to the agreement of the contracting parties. If it is proposed to sub-contract the delivery of any portion of any contract under the framework, it may be a condition of award of contract that both the service provider andany proposed sub-contractor enter simultaneously into a collateral warranty with the contracting authority for the relevant portion of that contract.
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Names and professional qualifications of the staff ✅

Procedure
Duration of the framework agreement in years: 4
Envisaged number of candidates: 5
Objective criteria for selection: As per the attached qualification questionnaires.
Date of dispatch of invitations: 2011-08-02 📅
Languages
Language: English 🗣️
Irish 🗣️

Contracting authority
Identity
Awarding authority name: City of Dublin Vocational Education Committee
Contact
Contact point: Tom Prizeman
Address of the buyer profile: http://www.etenders.gov.ie/search/Search_AuthProfile.aspx?ID=AA01514 🌏
Name: As in above mentioned contact points
Contact point: A questionnaire is available to download from the Irish Government Procurement Opportunties Portal
E-mail: info@etenders.gov.ie 📧
URL for documents: www.etenders.gov.ie 🌏
Name: City of Dublin Vocational Education Committee
Postal address: Town Hall, Merrion Road
Postal town: Ballsbridge
Postal code: Dublin 4
URL for participation: http://www.cdvec.ie 🌏

Reference
Dates
Publication date: 2011-06-08 📅
Identifiers
Notice number in the OJ S: 2011/S 109-180180
Additional information
1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties.
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2) This is the sole call for competition for this service.
3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates, participants or tenderers.
4) Establishment of the framework will be subject to the approval of the competent authorities.
5) If for any reason it is not possible to conclude the framework agreement with the designated success ful tenderer emerging from this competitive process; or if having concluded the framework agreement the contracting authority considers that the successful tenderer has not met, or cannot meet its obligations; the contracting authority reserves the right to admit the next highest scoring tenderer to the framework on the basis of the same terms at any time during the tender validity period. This shall be without prejudice to the right of the contracting authority to cancel this competitive process and/or initiate a new contract award procedure at its sole discretion.
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6) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.
7) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition at the application stage.
Show more
8) This is a voluntary notice in accordance with Article 37 of Directive 2004/18/EC. As non-priority (Annex IIB) services constitute the subject-matter of these framework agreements, the establishment of each framework is not fully subject to the provisions of Directive 2004/18/EC with regard to choice of procedure. CDVEC therefore reserves the right to employ the competitive dialogue procedure in order to establish each framework. Under this procedure, CDVEC is availing of shortened timescales.
Show more
9) The contracting authority at its sole discretion reserves the right to engage in a separate procurement procedure outside of the framework(s) for any contract arising within the lifetime of any of the frameworks.
(ET Ref:262292).

Complementary information
Review body
Name: High Court
Postal address: Four Courts Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Internet address: www.courts.ie 🌏
Source: OJS 2011/S 123-204626 (2011-06-28)
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