Awarded to Version 1 Solutions Limited

Start date: Monday 17 January 2022
Value: £54,000
Company size: large
Liverpool John Moores University

The Provision of Consultancy for SIS (Student Information System) Systems Integration

9 Incomplete applications

3 SME, 6 large

3 Completed applications

1 SME, 2 large

Important dates

Published
Monday 18 October 2021
Deadline for asking questions
Monday 25 October 2021 at 11:59pm GMT
Closing date for applications
Monday 1 November 2021 at 11:59pm GMT

Overview

Off-payroll (IR35) determination
Contracted out service: the off-payroll rules do not apply
Summary of the work
We have a full EOI document , which provides diagrams etc. To obtain a copy please email PurchaseOrderQueries@ljmu.ac.uk
Latest start date
Tuesday 4 January 2022
Expected contract length
up to 2 years, will be confirmed once supplier selected
Location
North West England
Organisation the work is for
Liverpool John Moores University
Budget range
to be confirmed

About the work

Why the work is being done
LJMU are planning to implement a new Curriculum Management IT system (CourseLoop) and require specialist consultancy services to assist with the systems integration work.

The CourseLoop system is hosted on a SaaS platform, but must be fully integrated with the University’s on-premise corporate systems to ensure that processes are streamlined and automated wherever possible. The integration will primarily impact on the University’s Student Information System, which is Oracle’s PeopleSoft Campus Solutions.

Consequently, the University is seeking a partner with extensive technical experience of PeopleSoft Campus Solutions, as well as web service integration, to work collaboratively with the LJMU project team to implement a fully integrated solution.
Problem to be solved
The supplier will be required to provide developers with the following technical experience:
• PeopleSoft Peoplecode
• PeopleSoft tools such as Application Engine, Component Interface, Integration Broker, Application Designer
• Using web services / APIs to integrate with PeopleSoft
• Oracle databases and application development
• Advanced SQL
• PL/SQL
Developers must also have a broad functional knowledge of PeopleSoft Campus Solutions.
The supplier’s duties and deliverables will include:
• Review and analyse business and functional requirements related to the integration work.
• Perform fit/gap analysis with LJMU’s business, functional and technical experts and the Curriculum Management system provider (CourseLoop).
• Perform analysis and design, recommend an integration strategy and provide a comprehensive plan for development, testing and rollout.
• Provide detailed technical specifications for the integration work
• Develop the necessary integrations via CourseLoop APIs and PeopleSoft web services.
The integrations must work in a secure and timely manner, include error handling, logs and reports and allow straightforward rescheduling and restarting.
• Consult with the LJMU project team on any issues related to data or the capability of the APIs.
To obtain EOI document please contact PurchaseOrderQueries@ljmu.ac.uk
Who the users are and what they need to do
The CourseLoop platform provides a complete curriculum management solution. It allows for the creation and amendment of curriculum items via a tailored user interface of forms and workflows. CourseLoop’s design modules enable collaborative whole-of-course curriculum design, curriculum mapping and the assurance of learning. Their tool-set supports the pre-approval phase of curriculum design in an online environment where colleagues can work together to build out and test ideas, visualise curriculum maps and pathways and design the student learning experience.
The chosen supplier will assist with the systems integration work, ensuring that the CourseLoop system is fully integrated with the University’s on-premise Student Information System, to ensure that processes are streamlined and automated wherever possible
Early market engagement
n/a
Any work that’s already been done
We have appointed Courseloop via OJEU Open tender. We now need consultancy to help LJMU implement
Existing team
key systems:

• ProdCat is an internally developed system that is used to create and maintain programme specifications.
• SIS (Student Information System) is Oracle’s PeopleSoft Campus Solutions and contains core programme and module information. This information drives a large number of student processes.
• ModCat is a custom module for the University within SIS that is used to create and maintain module specifications.
• Programme/module information is collated manually into “Fact Files” in SharePoint, which are then used to populate the LJMU website and provide content for marketing and recruitment material (CRM / Applicant Portal) using custom-built SiteCore templates.
Current phase
Beta

Work setup

Address where the work will take place
LJMU are based in Liverpool, however much of this work may be able to be delivered remotely
Working arrangements
We expect much of the work can be delivered remotely
Security clearance
n/a

Additional information

Additional terms and conditions
The standard contract refers

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Conform with the LJMU Specification
  • provide details of proposed team
Nice-to-have skills and experience
  • please see EOI document
  • please see EOI document

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • technical Solution
  • approach and methodology
Cultural fit criteria
  • please see EOI Document
  • please see EOI document
Payment approach
Time and materials
Additional assessment methods
Work history
Evaluation weighting

Technical competence

50%

Cultural fit

20%

Price

30%

Questions asked by suppliers

1. Who from your team will be scoring applications for this opportunity. and what positions do they hold?
There are a minimum of three LJMU staff on the panel, this includes the Procurement Manager and two Project Managers from IT Services
We will not disclose names a this stage, as do not wish the staff to be contacted directly whilst we are inviting EOIs
2. Can you please advise the timelines of this Procurement (e.g shortlisted companies notified, anticipated contract award) Also, can you confirm if shortlisted suppliers will have the opportunity to present.
EOIs are to be submitted by 1st November 21
Confirmation of shortlist = 12th November 21 - we will also inform those who have not been shortlisted at this time. Shortlisted companies will receive an ITT doc
Closing date for ITT - 12 noon 22nd November 21 via the In-tend portal
Tender award - approx 1st Dec 21

It is likely we will require the shortlisted companies,post ITT submission to attend a clarification interview
3. DOS is typically scored and shortlisted at Stage 1 by 100 answers for the Essential and Nice-to-have Skills. This does not seem possible with the current EOI approach, can you please advise how suppliers will be able to score full marks whilst remaining compliant with the framework
We are scoring the EOI response against Skills and Experience, and Service provision. Both at 50% weighting
We have an EOI doc that provides details, and have requested companies contact us directly for this item
The tender criterion is applicable when we invite the shortlisted companies to ITT
At this stage we are assessing capability only. We will drill into cost and full project provision when we tender
4. Can you please advise if there is a word count or page limit for the EOI response?
no word count as such, we ask your EOI response is concise, but proves your capability for this project against. Please see responses to questions asked about scoring
5. To confirm, should EOI response answers be submitted via the DOS Portal or via email
Via the portal please, on or before 1st November
We did not realise that the portal allowed for submissions when we drafted our EOI document. Therefore apologies for any confusion. We knwo what the process is for next time
6. Could you give an indication of budget?
We would rather not disclose the actual budget. We are likely to need up to 100 days of consultancy over the calendar year
IT have requirements workshops in October/November , which will help us confirm what we need in terms of resource and budget.
7. Portal responses have a word count restriction of 100 words so based off your answer of #4, we should submit via email?
Yes, please submit via email. Perhaps also upload a shorter response on DO to formally record your submission
8. To confirm, suppliers should complete the EOI Doc (which is only being scored) and put summary 100 word answers through the DOS Portal (which are not being scored)
Correct - confirmed
9. I note that the notice states that remote working is possible in the fulfilment of this opportunity. We wish to apply as a UK company, partnering with an India based company who will carry out most of the work and will do so remotely. Is this acceptable as an approach?
Our preference is not to use off-shore workers with a UK interface provided by the supplier. There will be occasion when we need an onsite presence.