Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Coventry University
Priory Street
COVENTRY
CV15FB
UK
Contact person: Thomas Hasson
E-mail: ad7747@coventry.ac.uk
NUTS: UKG33
Internet address(es)
Main address: www.coventry.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/coventryuniversity/aspx/Home
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/coventryuniversity/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
EMAIL ARCHIVE FOR COVENTRY UNIVERSITY LEGAL SERVICES DEPARTMENT
Reference number: FRAM-1373-24-TH
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
Coventry University Group are seeking proposals from qualified vendors for the supply, installation, and support of a cloud-based email archiving solution. The solution should securely archive email communications for a maximum period of 13 years, support exporting emails to PDF for legal cases, investigations and Freedom of information requests. It must be capable of handling an existing archive of 110TB. The solution should support Office 365 (O365) and Google Workspace connectors and must accommodate user licensing for 70,000 users, including both staff and students. The system should be able to handle an average of 300,000 emails daily.
Submission Requirements:
Vendors interested in submitting a proposal must include the following:
Company Profile: Overview of the company, including experience in providing similar solutions.
Technical Proposal: Detailed description of the proposed solution, including software and hardware specifications.
Implementation Plan: Timeline and plan for deploying the solution, including data migration.
Support and Maintenance: Description of support services, including response times and SLAs.
Pricing: Detailed pricing breakdown, including software licenses, implementation costs, support fees, and any other relevant charges for initial archive copy.
References: Provide at least three references from organizations of similar size and scope.
Below Tenderers can find details of how Coventry University intends to administer the evaluation of submitted proposals.
This Email Archive solution is required for a period of five years. Following a successful contract review, there may be a possibility of extending the contract for a further five, one-year periods.
Tender documents and submissions can be located and uploaded at: https://in-tendhost.co.uk/coventryuniversity/
Please see sections 5 and 9 of the ITT for further detail on the product and service requirements related to this contract.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKG
II.2.4) Description of the procurement
Coventry University Group are seeking proposals from qualified vendors for the supply, installation, and support of a cloud-based email archiving solution. The solution should securely archive email communications for a maximum period of 13 years, support exporting emails to PDF for legal cases, investigations and Freedom of information requests. It must be capable of handling an existing archive of 110TB. The solution should support Office 365 (O365) and Google Workspace connectors and must accommodate user licensing for 70,000 users, including both staff and students. The system should be able to handle an average of 300,000 emails daily.
Submission Requirements:
Vendors interested in submitting a proposal must include the following:
Company Profile: Overview of the company, including experience in providing similar solutions.
Technical Proposal: Detailed description of the proposed solution, including software and hardware specifications.
Implementation Plan: Timeline and plan for deploying the solution, including data migration.
Support and Maintenance: Description of support services, including response times and SLAs.
Pricing: Detailed pricing breakdown, including software licenses, implementation costs, support fees, and any other relevant charges for initial archive copy.
References: Provide at least three references from organizations of similar size and scope.
Below Tenderers can find details of how Coventry University intends to administer the evaluation of submitted proposals.
This Email Archive solution is required for a period of five years. Following a successful contract review, there may be a possibility of extending the contract for a further five, one-year periods.
Tender documents and submissions can be located and uploaded at: https://in-tendhost.co.uk/coventryuniversity/
Please see sections 5 and 9 of the ITT for further detail on the product and service requirements related to this contract.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
Initial 5 years plus 1+1+1+1+1 years at the discretion of Coventry University.
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 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:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
26/09/2024
Local time: 12:00
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: 60 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
26/09/2024
Local time: 12:01
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
Coventry University
Coventry
UK
VI.5) Date of dispatch of this notice
28/08/2024