Leisure Management System

The University of Southampton (University) has a requirement to procure a software package, and potentially associated hardware, to support the operation of its leisure facilities.

Sport and Wellbeing operates nine leisure facilities on our University campuses (operating as one Leisure site) to support wellbeing and offer sporting opportunities for the University's students and staff, as well as the local community. The facilities are a mixture of manned and unmanned, and house a variety of activities from fitness classes, to sports pitches, to Watersports courses and activities. It has an average membership of 11,800 members, as well as an active casual user base.

The new system will provide the Sport and Wellbeing with the tools to deliver streamlined, efficient and professional interactions to all of its customers. It should also allow greater autonomy for its customers, empowering them to manage their chosen activities online.

A successful and timely implementation is vital to ensure that Sport and Wellbeing are able to meet their obligations to their customers and to fulfil its financial obligations to the University, therefore any selected solution must be able to meet the requirements in this Invitation to Tender and it is anticipated that the service will be in place for 1st August 2017.

Additional information: The University is utilising an electronic tendering tool (In-Tend: https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the In-Tend portal.

Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder. If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.

Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking 'Express Interest'. Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal.

Further instructions for the submission of Invitation to Tender responses are below. To submit your return, please follow the instructions below: 1. Log In 2. Click 'Tenders' 3. Locate the relevant project 4. View Details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the "My Tender Return" panel. The system will only permit your organisation to make one return. 8. Click the red "Submit Return" button. Please note that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal.

In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.

Due to the nature of this project, it has been deemed unsuitable for division into lots. The risk of dividing the requirement would render the execution of the contract excessively technically difficult, not cost effective and would undermine the proper execution of the contract.