Class Timetabling, Exam Scheduling, Room Booking and Space Utilisation System

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1. At a glance

2. Scope of Work

Mary Immaculate College (MIC) requires a comprehensive Class Timetabling, Exam Scheduling, Room Booking, and Space Utilisation system. This system is intended to manage and coordinate academic scheduling activities, streamline college operations, reduce administrative workload, and enhance the academic experience for staff and students. The project involves the selection and deployment of a single software application to achieve improved resource utilisation, reduced errors, and enhanced scheduling accuracy.

The scope of services includes:

• Class Timetabling: Management and coordination of class schedules.
• Exam Scheduling: Efficient planning and allocation of examination periods and venues.
• Room Booking: A system for reserving college rooms and facilities.
• Space Utilisation: Analysis and optimisation of the use of college spaces.

The system must be capable of supporting growth in student numbers, with an initial capacity for timetabling up to 5,000 students. The platform should be of a comparable scale to MIC’s current system, which serves 5,200 students and 263 academic staff. The solution should be suitable for users with varying needs, including those requiring accessibility features (e.g., for impaired mobility, chalkboard use, movable chairs) and the ability for users to assign departments or individuals to specific rooms or buildings. Users should be able to reserve rooms indefinitely for timetabling purposes.

The implementation phase will involve licensing for the relevant software package and functionality for approximately 4,300 FTE students, 870 part-time students, and 5,200 individual students. The project also anticipates additional implementations for other areas within MIC, including further functionality and licensing to accommodate growing student numbers and facilitate college-wide adoption of the unified system. The system must meet accessibility guidelines, specifically WCAG 2.1.

3. Background & buyer context

Mary Immaculate College (MIC) is procuring a Class Timetabling, Exam Scheduling, Room Booking, and Space Utilisation system to modernise its administrative and academic scheduling processes. This procurement aligns with a broader objective to streamline college operations and enhance the overall academic experience. The estimated expenditure for the Services Contract is €400,000 (excl. VAT) over the initial three-year term. The Contracting Authority aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider how SMEs can be included in their proposals. The procurement is conducted under the open procedure, as per EU regulations.

4. Eligibility & selection criteria

Tenderers must satisfy the following selection criteria to be considered compliant:

• Turnover requirement: Candidates must provide evidence of an annual turnover exceeding €1,000,000 in at least one of the previous three financial years (2023, 2024, 2025). For groups of undertakings, this condition can be met by the aggregate turnover of the members.
• Insurance: Tenderers must demonstrate possession of, or provide evidence that they will obtain, the required forms and levels of insurance. The minimum required insurances for the contract term are:
• Employer’s Liability: €13,000,000
• Public & Product Liability: €6,500,000
• Professional Indemnity: €2,600,000
• Cyber Insurance: €1,000,000
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, though the contract will be performed in Ireland.

Tenderers must also provide evidence of current tax compliance or confirmation that an application for a tax clearance certificate has been made.

5. Award criteria & scoring

Criterion Weight (%) Sub-criteria