Ex-post notification: Software solution(s) for curriculum and teaching programme design, timetabling and facility booking for the University of Helsinki

Result

About the bid

Assignment description

This is Ex-post notification for Software solution(s) for curriculum and teaching programme design, timetabling and facility booking for the University of Helsinki The University needs one or multiple information systems to support teaching planning and facility processes. In this context, teaching planning refers to a whole which includes • Curriculum design (every four years) • Teaching programme design (every academic year) • Timetabling (including facility booking, every academic year) The system is also able to also support the design and establishment of degree programmes. The information system or systems offered must cover all of these areas and integrations within offered System entity. The University has used a timetabling and facility booking system for more than 10 years. Timetables drawn up annually include information on exact teaching schedules as well as the teachers and facilities assigned to teaching. In addition, University staff and external customers can book the University’s teaching facilities for other purposes (e.g., meetings and conferences). Timetabling is largely reliant on the automated timetable generation enabled by the current system. Currently, we schedule over 200,000 hours of teaching per academic year in our timetabling system, with over 150,000 hours of room bookings in over 400 facilities. The timetabling is carried out by over 100 timetabling officers (usually education coordinators) and a four-person admin team. Timetable planning currently relies heavily on the automatic timetable generation functionality provided by the existing system. With this acquisition, the University of Helsinki aims to implement a unified system that supports several interlinked processes and helps harmonize these processes across the institution. The procurement includes the following components • Deployment project for the Cloud Services • All necessary licenses to run the Cloud Service for four (4) years • Maintenance and Support Services, for four (4) years It must be possible to integrate the information system or systems with other University systems, such as the Sisu student information system. The results of the completed curricula, teaching programmes and timetables, are presented to students and staff in Sisu.Main features of the procedureThis call for tenders is based on a request for information made in early 2025. ( [TED eF16] 549614 - Request for information: Software solution(s) for curriculum and teaching programme design, timetabling, facility booking and/or other related functions for the University of Helsinki The procurement may exceed the EU threshold value. The procurement is divided into four sub-areas of which three are functional and one is for common requirements. The tender must cover all sub-areas. However, bids may also be submitted by a group of two or more suppliers. If the bid is submitted as a consortium, it must be made on behalf of the entire consortium by the supplier with primary responsibility. The tender must clearly indicate the division of work between the tenderer and any members of the group and/or subcontractors. The main supplier handles all communication with the customer (including any complaints and invoicing; companies do not send separate invoices to customers). The main supplier will be an agreement party with the University of Helsinki. The procurement process will proceed through following steps: 1. Verification of the compliance of the tenders with the request for tender 2. Comparison of the overall economic advantage of the tenders 3. Decision-making and notification of the procurement decision 4. Conclusion of the procurement contract The University of Helsinki will conclude an open-ended agreement with the selected provider. However, comparison of the overall economic advantage of the tender will be made based on price and quality score received by tenderers. Scoring will be based on: - Price of implementation project - Price of licences for four (4) years - Price on maintenance and support services for four (4) years - Quality points scored for each sub-area of the quotation The University of Helsinki reserves the right not to accept any of the submitted tenders. The procurement quantities stated in the request for tender estimates, and the request for tender does not create a quantity purchase obligation for the purchaser. No compensation will be paid to suppliers for making an offer, presenting it, or participating in the procedure in any other way. The tender documents are available in English but offers can be submitted in English or in Finnish. The University of Helsinki is not responsible for any translation costs that may be incurred by the supplier.

Contact information

Contact name

Eeva Tuori-Pastila

Contact phone

+358 294122236

Contact email

eeva.tuori-pastila@helsinki.fi

Address

Fabianinkatu 33, 00100 Helsinki

• Price

  48%

  Description

  Price

• Quality

  52%

  Description

  Quality

Found no qualification requirements in the contract notice.

See the full notice