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02 Contract Notice

Welsh Examinations Database

  • First published: 12 April 2024
  • Last modified: 12 April 2024

The buyer is not using this website to administer the notice.

To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Contents

Summary

OCID:
ocds-kuma6s-138481
Published by:
Llywodraeth Cymru / Welsh Government
Authority ID:
AA0007
Publication date:
12 April 2024
Deadline date:
29 April 2024
Notice type:
02 Contract Notice
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
No

Abstract

The Welsh Government is seeking a contractor to collect, validate, match and provide an annual data set of all approved qualifications in public examinations (e.g. GCSEs and A levels) achieved by students at examination centres in Wales (e.g. schools, FE colleges). The contractor will be expected to demonstrate an in-depth knowledge of the public examinations system in Wales , have experience of securely processing and matching large volumes of personal data and be able to communicate with schools verbally and in writing in both English and Welsh. The successful supplier will be awarded an initial 3 year contract valued at GBP375,000 with the possibility of a 2 year extension valued at GBP250,000. The main services that the contractor will be expected to provide are: (a) Work with at least 20 awarding organisations (but the number may vary annually) e.g. WJEC, Pearson, AQA to: i. Agree an annual timetable of data transfers ii. Agree a data format, and as far as possible working within existing data sharing formats used by awarding bodies iii. Provide a secure data transfer system (see (e) below) for the transfer of data from awarding organisations to the contractor or agree an alternative secure data transfer method. (b) match individual level data across different awarding organisations, different establishments and across time (in the cases where some examinations have been taken earlier than normal) to produce a complete and historical record for each student’s qualifications. (c) provide the Client with this matched data set in a pre-defined format and according to an agreed timetable. (d) provide a bilingual (Welsh and English) telephone and e-mail help desk function. The help desk will field enquiries from schools and colleges. (e) Provide a secure on-line data transfer and help desk system with individual accounts for all schools, colleges and awarding organisations (300-400 users). This system will allow awarding organisations to provide data to the contractor and for schools to raise queries and upload documents or evidence where they do not agree with the data provided to them during the data checking periods. (f) Unless exempt, the contractor must be registered with the Information Commissioner’s Office for the processing of personal data. (g) The contractor must possess a current Cyber Essentials Plus accreditation or equivalent for the full duration of the contract. CPV: 72320000, 72320000, 48610000, 72212600, 72314000, 79330000, 72300000, 72310000.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Llywodraeth Cymru / Welsh Government

Gwasanaethau Caffael Corfforaethol / Corporate Procurement Services, Parc Cathays / Cathays Park

Caerdydd / Cardiff

CF10 3NQ

UK

Telephone: +44 3000257095

E-mail: cpsprocurementadvice@gov.wales

NUTS: UKL

Internet address(es)

Main address: http://gov.wales

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0007

I.3) Communication

Access to the procurement documents is restricted. Further information can be obtained at:

https://etenderwales.bravosolution.co.uk/web/login.shtml


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://etenderwales.bravosolution.co.uk/web/login.shtml


Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

https://etenderwales.bravosolution.co.uk/web/login.shtml


I.4) Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Welsh Examinations Database

Reference number: C096/2023/2024

II.1.2) Main CPV code

72320000

 

II.1.3) Type of contract

Services

II.1.4) Short description

The Welsh Government is seeking a contractor to collect, validate, match and provide an annual data set of all approved qualifications in public examinations (e.g. GCSEs and A levels) achieved by students at examination centres in Wales (e.g. schools, FE colleges).

The contractor will be expected to demonstrate an in-depth knowledge of the public examinations system in Wales , have experience of securely processing and matching large volumes of personal data and be able to communicate with schools verbally and in writing in both English and Welsh. The successful supplier will be awarded an initial 3 year contract valued at GBP375,000 with the possibility of a 2 year extension valued at GBP250,000.

The main services that the contractor will be expected to provide are:

(a) Work with at least 20 awarding organisations (but the number may vary annually) e.g. WJEC, Pearson, AQA to:

i. Agree an annual timetable of data transfers

ii. Agree a data format, and as far as possible working within existing data sharing formats used by awarding bodies

iii. Provide a secure data transfer system (see (e) below) for the transfer of data from awarding organisations to the contractor or agree an alternative secure data transfer method.

(b) match individual level data across different awarding organisations, different establishments and across time (in the cases where some examinations have been taken earlier than normal) to produce a complete and historical record for each student’s qualifications.

(c) provide the Client with this matched data set in a pre-defined format and according to an agreed timetable.

(d) provide a bilingual (Welsh and English) telephone and e-mail help desk function. The help desk will field enquiries from schools and colleges.

(e) Provide a secure on-line data transfer and help desk system with individual accounts for all schools, colleges and awarding organisations (300-400 users). This system will allow awarding organisations to provide data to the contractor and for schools to raise queries and upload documents or evidence where they do not agree with the data provided to them during the data checking periods.

(f) Unless exempt, the contractor must be registered with the Information Commissioner’s Office for the processing of personal data.

(g) The contractor must possess a current Cyber Essentials Plus accreditation or equivalent for the full duration of the contract.

II.1.5) Estimated total value

Value excluding VAT: 375 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

72320000

48610000

72212600

72314000

79330000

72300000

72310000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The successful supplier will be awarded an initial 3 year contract with the possibility of a 2 year extension with a potential total contract value of GBP 625,000 exc. VAT. The contract will be procured via the FTS Open tender procedure through e-Tender Wales. Further information on the intended process will be provided in the tender documentation with access outlined below.

E-Tender Information:

https://etenderwales.bravosolution.co.uk

- The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.

- Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.

- The User who performs the Registration becomes the Super User for the Organisation.

- On registering on the Platform the Super User will select a Username and will receive a password.

- The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.

- In order to log-in to the Platform please enter your Username and Password.

- Note: If you forget your Password then visit the homepage and click “Forgot your password?”

- Registration should only be performed once for each Organisation.

- If you think that someone in your Organisation may have already registered on this Platform then you must not register again.

- Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.

- Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).

- Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.

- Tenders must be uploaded to the BravoSolution portal by 2pm

How To Find The ITT:

- Once logged in you must click on ‘ITT’s Open to all Suppliers’

- The e-tender references for this contract are: project_xxxx, itt_xxxx.

- Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.

- You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.

- Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly – Please do not contact the named person at the top of this notice.

II.2.5) Award criteria

Criteria below:

Quality criterion: Technical / Weighting: 80

Price / Weighting:  20

II.2.6) Estimated value

Value excluding VAT: 375 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36

This contract is subject to renewal: Yes

Description of renewals:

2 year extension option

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2024/S 000-003398

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 29/04/2024

Local time: 14:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 30/04/2024

Local time: 14:00

Place:

Welsh Government Office

Information about authorised persons and opening procedure:

Via Secure Laptop

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

in 5 years time

VI.3) Additional information

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=140659

(WA Ref:140659)

The buyer considers that this contract is suitable for consortia.

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

UK

Telephone: +44 2079477501

VI.5) Date of dispatch of this notice

12/04/2024

Coding

Commodity categories

ID Title Parent category
72314000 Data collection and collation services Data-processing services
72300000 Data services IT services: consulting, software development, Internet and support
72212600 Database and operating software development services Programming services of application software
72320000 Database services Data services
48610000 Database systems Database and operating software package
72310000 Data-processing services Data services
79330000 Statistical services Market and economic research; polling and statistics

Delivery locations

ID Description
1017 Bridgend and Neath Port Talbot
1022 Cardiff and Vale of Glamorgan
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1013 Conwy and Denbighshire
1020 East Wales
1023 Flintshire and Wrexham
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1012 Gwynedd
1011 Isle of Anglesey
1021 Monmouthshire and Newport
1024 Powys
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1018 Swansea
1000 WALES
1010 West Wales and The Valleys

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID Description
There are no alert restrictions for this notice.

Document family

Notice details
Publication date:
01 February 2024
Notice type:
01 Prior Information Notice (PIN)
Authority name:
Llywodraeth Cymru / Welsh Government
Publication date:
12 April 2024
Deadline date:
29 April 2024 00:00
Notice type:
02 Contract Notice
Authority name:
Llywodraeth Cymru / Welsh Government
Publication date:
02 July 2024
Notice type:
03 Contract Award Notice - Successful Supplier(s)
Authority name:
Llywodraeth Cymru / Welsh Government

About the buyer

Main contact:
cpsprocurementadvice@gov.wales
Admin contact:
N/a
Technical contact:
N/a
Other contact:
N/a

Further information

Date Details
No further information has been uploaded.

0800 222 9004

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We welcome calls in Welsh.