Integrated Workplace Management System (IWMS)
The University of Dublin Trinity College
Trinity College Dublin invites tenders for the supply of an Integrated Workplace Management System (IWMS) as outlined in the attached RFT and appendices.
DeadlineThe time limit for receipt of tenders was 2017-06-09. The procurement was published on 2017-05-09.
SuppliersThe following suppliers are mentioned in award decisions or other procurement documents:
Who? What?- • Database systems › Database-management system
- • Document management software package › Document management system
- • Facilities management software package and software package suite › Facilities management software package
- • Miscellaneous networking software package › Administration software package
- • Scheduling and productivity software package › Project management software package
Procurement history
| Date | Document |
|---|---|
| 2017-05-09 | Contract notice |
| 2018-01-25 | Contract award notice |
| 2022-04-11 | Contract award notice |
Contract notice (2017-05-09)
Object
Scope of the procurement
Title: Facilities management software package
Reference number: TCD-17-24
Short description:
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Supplies
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Facilities management software package 📦
Additional CPV: Software package and information systems 📦
Place of performance
NUTS region: Éire/Ireland 🏙️
Procedure
Procedure type: Open procedure
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
Awarding authority name: The University of Dublin Trinity College
Postal address: College Green, Co. Dublin
Postal code: 2
Postal town: Dublin
Contact
Internet address: http://www.tcd.ie 🌏
E-mail: amckee@tcd.ie 📧
Phone: +353 18962376 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
Reference
Dates
Date dispatched: 2017-05-09 📅
Submission deadline: 2017-06-09 📅
Publication date: 2017-05-11 📅
Identifiers
Notice number: 2017/S 090-176435
OJ-S issue: 90
Object
Scope of the procurement
Duration: 60 months
Description of renewals:
Main site or place of performance: Republic of Ireland.
Procedure
Time of receipt of tenders: 17:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 2 months
Tender opening date: 2017-06-09 📅
Tender opening time: 17:00
Contracting authority
Identity
National registration number: 2200007u
Contact
Contact point: Alex McKee
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/336 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
Complementary information
Review body
Name: The High Court
Postal address: The Four Courts
Postal town: Dublin
Postal code: 1
Country: Ireland 🇮🇪
Source: OJS 2017/S 090-176435 (2017-05-09)
Object
Scope of the procurement
Title: Facilities management software package
Reference number: TCD-17-24
Short description:
Trinity College Dublin invites tenders for the supply of an Integrated Workplace Management System (IWMS) as outlined in the attached RFT and appendices.
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Supplies
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Facilities management software package 📦
Additional CPV: Software package and information systems 📦
Place of performance
NUTS region: Éire/Ireland 🏙️
Procedure
Procedure type: Open procedure
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
Awarding authority name: The University of Dublin Trinity College
Postal address: College Green, Co. Dublin
Postal code: 2
Postal town: Dublin
Contact
Internet address: http://www.tcd.ie 🌏
E-mail: amckee@tcd.ie 📧
Phone: +353 18962376 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
Reference
Dates
Date dispatched: 2017-05-09 📅
Submission deadline: 2017-06-09 📅
Publication date: 2017-05-11 📅
Identifiers
Notice number: 2017/S 090-176435
OJ-S issue: 90
Object
Scope of the procurement
Duration: 60 months
Description of renewals:
Subject to renewal for an additional 5 x 12 month periods, pending annual review.
Place of performance
Main site or place of performance: Republic of Ireland.
Procedure
Time of receipt of tenders: 17:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 2 months
Tender opening date: 2017-06-09 📅
Tender opening time: 17:00
Contracting authority
Identity
National registration number: 2200007u
Contact
Contact point: Alex McKee
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/336 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=112224&B=ETENDERS_SIMPLE 🌏
Complementary information
Review body
Name: The High Court
Postal address: The Four Courts
Postal town: Dublin
Postal code: 1
Country: Ireland 🇮🇪
Source: OJS 2017/S 090-176435 (2017-05-09)
Contract award notice (2018-01-25)
Object
Scope of the procurement
Total value of the procurement: 350 000 EUR 💰
Notice metadata
Document type: Contract award notice
Procedure
Type of bid: Not applicable
Contracting authority
Identity
Postal address: College Green
Postal code: Co. Dublin
Postal town: Dublin 2
Contact
E-mail: hartnetb@tcd.ie 📧
Phone: +353 18962657 📞
Reference
Dates
Date dispatched: 2018-01-25 📅
Publication date: 2018-01-27 📅
Identifiers
Notice number: 2018/S 019-039138
Refers to notice: 2017/S 090-176435
OJ-S issue: 19
Procedure
Award criteria
Quality criterion (name): 2. Functional /Non-Functional Requirements
Quality criterion (weighting): 40
Quality criterion (name): 3. Technical merit of Team
Quality criterion (weighting): 10
Quality criterion (name): 4. Proposed Implementation Approach and Support arrangements
Quality criterion (weighting): 20
Cost criterion: Overall Cost
Cost weighting: 30
Award of contract
Date of contract conclusion: 2017-12-22 📅
Contracting authority
Contact
Contact point: Ben Hartnett
Source: OJS 2018/S 019-039138 (2018-01-25)
Object
Scope of the procurement
Total value of the procurement: 350 000 EUR 💰
Notice metadata
Document type: Contract award notice
Procedure
Type of bid: Not applicable
Contracting authority
Identity
Postal address: College Green
Postal code: Co. Dublin
Postal town: Dublin 2
Contact
E-mail: hartnetb@tcd.ie 📧
Phone: +353 18962657 📞
Reference
Dates
Date dispatched: 2018-01-25 📅
Publication date: 2018-01-27 📅
Identifiers
Notice number: 2018/S 019-039138
Refers to notice: 2017/S 090-176435
OJ-S issue: 19
Procedure
Award criteria
Quality criterion (name): 2. Functional /Non-Functional Requirements
Quality criterion (weighting): 40
Quality criterion (name): 3. Technical merit of Team
Quality criterion (weighting): 10
Quality criterion (name): 4. Proposed Implementation Approach and Support arrangements
Quality criterion (weighting): 20
Cost criterion: Overall Cost
Cost weighting: 30
Award of contract
Date of contract conclusion: 2017-12-22 📅
Contracting authority
Contact
Contact point: Ben Hartnett
Source: OJS 2018/S 019-039138 (2018-01-25)
Contract award notice (2022-04-11)
Object
Scope of the procurement
Reference number: TCD-22-C0932
Short description:
Total value of the procurement: 400 000 EUR 💰
Notice metadata
Regulation: European Union
Common procurement vocabulary (CPV)
Additional CPV: Administration software package 📦
Place of performance
NUTS region: Dublin 🏙️
Procedure
Procedure type: Negotiated procedure without a call for competition
Award criteria
Lowest price
Contracting authority
Identity
Awarding authority name: Trinity College Dublin, the University of Dublin
Contact
E-mail: ryank8@tcd.ie 📧
Reference
Dates
Date dispatched: 2022-04-11 📅
Publication date: 2022-04-15 📅
Identifiers
Notice number: 2022/S 075-199919
OJ-S issue: 75
Object
Scope of the procurement
Short description:
Place of performance
Main site or place of performance: Dublin
Award of contract
Date of contract conclusion: 2022-04-11 📅
Name: Planon Software
Postal address: Park Gate, 161-163 Preston Road
Postal town: Brighton
Postal code: BN1 6AU
Country: United Kingdom 🇬🇧
Brighton and Hove 🏙️
Total value of the procurement: 400 000 EUR 💰
Information about tenders
Number of tenders received: 1
Contracting authority
Contact
Contact point: Kevin Ryan
Complementary information
Review body
Name: High Court
Postal address: Four Courts Ground Floor (East Wing) Inns Quay
Postal code: Dublin 7
Source: OJS 2022/S 075-199919 (2022-04-11)
Object
Scope of the procurement
Reference number: TCD-22-C0932
Short description:
This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Planon Software. This continuation in licencing, maintenance and support is for the Integrated Workplace Management System (IWMS) The existing solution was implemented following an EU level competitive tender process. OJEU ref: 2017/S 090-176435. The IWMS solution delivers an integrated solution for all aspects of workplace management including but not limited to:
• 1.1 Spatial Data
• 1.2 Service Desk
• 1.3 Maintenance
• 1.4 Time Recording
• 1.5 Reporting
• 1.6 Asset Register
• 1.7 Stock Control
• 1.8 Facilities Management
• 1.9 Mobile Solution
• 1.10 User Apps
• 1.11 Asbestos Register
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Notice metadata
Regulation: European Union
Common procurement vocabulary (CPV)
Additional CPV: Administration software package 📦
Place of performance
NUTS region: Dublin 🏙️
Procedure
Procedure type: Negotiated procedure without a call for competition
Award criteria
Lowest price
Contracting authority
Identity
Awarding authority name: Trinity College Dublin, the University of Dublin
Contact
E-mail: ryank8@tcd.ie 📧
Reference
Dates
Date dispatched: 2022-04-11 📅
Publication date: 2022-04-15 📅
Identifiers
Notice number: 2022/S 075-199919
OJ-S issue: 75
Object
Scope of the procurement
Short description:
This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Planon Software. This continuation in licencing, maintenance and support is for the Integrated Workplace Management System (IWMS) The existing solution was implemented following an EU level competitive tender process. OJEU ref: 2017/S 090-176435. The IWMS solution delivers an integrated solution for all aspects of workplace management including but not limited to:
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• 1.1 Spatial Data
• 1.2 Service Desk
• 1.3 Maintenance
• 1.4 Time Recording
• 1.5 Reporting
• 1.6 Asset Register
• 1.7 Stock Control
• 1.8 Facilities Management
• 1.9 Mobile Solution
• 1.10 User Apps
• 1.11 Asbestos Register
This Voluntary ex ante transparency (VEAT) notice acknowledges that Trinity College Dublin proposes to renew a contract with Planon Software with reference to Article 32(2)b(ii) of Directive 2014/24/EU. Specifically, competition is absent for technical reasons. The original contract, tender reference OJEU: 2017/S 090-176435, conducted in 2017, resulted in a customised implementation with multiple bespoke information technology integrations.
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The software has interfaces to other internal and external systems including:
- Customised integration with Oracle Financials. This is a complex interface with more than 15 touchpoints between the two systems, which has taken a number of years to achieve optimal integration.
- Bespoke functionality to support financial accounting in Planon and Oracle Financials
- Customised integration with Trinity timetabling system (CMIS)
- Customised integration with Trinity Events Management System (KX)
- Customised integration with Trinity Chemical Safety Management System (Labcup)
- Customised integration with Trinity Web Assets Portal. This delivers effective Asset Management and reports feeding into broader University strategy with regard to insurance and sustainability.
- Single source of truth in relation to space data across the University
- Microsoft Active Directory authentication
A formal technical development partnership agreement is integrated in the existing contract between Trinity College Dublin and Planon Software. Based on the extensive technical integrations and functionality outlined above, and the bespoke development and implementation arising from OJEU ref: 2017/S 090-176435, the contracting authority proposes that any alternative or substitute presents sufficient technical challenges to constitute a disproportionate risk to the operation of the university. Specifically, the implementation of an alternative that addresses the complexity and number of integrations reliant on the spatial data, presents a technical resourcing challenge that would require partial or complete disintegration of the IWMS. The IWMS operates as a coherent, real-time solution for the attributes specified above in relation to workplace management.
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Main site or place of performance: Dublin
Award of contract
Date of contract conclusion: 2022-04-11 📅
Name: Planon Software
Postal address: Park Gate, 161-163 Preston Road
Postal town: Brighton
Postal code: BN1 6AU
Country: United Kingdom 🇬🇧
Brighton and Hove 🏙️
Total value of the procurement: 400 000 EUR 💰
Information about tenders
Number of tenders received: 1
Contracting authority
Contact
Contact point: Kevin Ryan
Complementary information
Review body
Name: High Court
Postal address: Four Courts Ground Floor (East Wing) Inns Quay
Postal code: Dublin 7
Source: OJS 2022/S 075-199919 (2022-04-11)
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