Published date: 22 October 2019
Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.
Contract summary
Industry
Software package and information systems - 48000000
Location of contract
LS185HD
Value of contract
£0
Procurement reference
ITS016LTU
Published date
22 October 2019
Closing date
11 November 2019
Contract start date
3 December 2019
Contract end date
3 December 2024
Contract type
Supply contract
Procedure type
Competitive quotation (below threshold)
The buyer selects a group of potential suppliers to invite to tender.
This procedure can be used for procurements below the relevant contract value threshold.
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
Yes
Description
A conference system is required to assist in the management of teaching rooms at Leeds Trinity University for commercial hire, from the point of initial customer enquiry through to quotation, contracting and delivery of an event.
Leeds Trinity University offer 80 teaching and function and other rooms for hire on one self-contained campus, for commercial and community usage.
Room bookings can be as small as a local business hiring a room for interviews up to hire of multiple rooms and associated facilities for residential conferences.
The requirement is for an easy to use conference system which primarily provides;
- Simple to use diary view for room bookings and checks
- Ability to book multiple rooms and/or dates at once
- Ease of moving bookings around
- Show status of booking, i.e. enquiry/provisional/confirmed
- Track when resources have been requested and confirmed, e.g. academic room bookings, catering, portering requirements, conference IT support, etc.
- Record all correspondence, including email, phone, face to face, etc. and who with.
- Record multiple contacts and positions
- Report by client, event, date and room(s)
- Prepare jobsheets for circulation
- Allow multiple system users, with different levels of access
- Means of deleting customer / client data
- Preparation of quotations, receipts and advice notes
- Helpline support
- Training
The conference system should be fully configured, installed and staff appropriately trained by 1st April 2020, prior to the busy summer conference period.
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The procurement will be conducted exclusively via the university's e-tendering website, where all documentation can be found and downloaded:
https://neupc.delta-esourcing.com/members/leeds-trinity-university/
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The invitation to tender opens at 1700h on 22 October 2019
The tender submission deadline is NOON on 11th November 2019
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Accessing a Tender Opportunity via the university's e-tendering website:
Once you have created a supplier profile, to respond to an opportunity, click 'Response Manager' or 'View Invites' and Responses. You will then be presented with a list of all opportunities your organisation has previously worked on and be given the
option of viewing current invites or entering the access code to begin responding to a new opportunity
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The Access Code is 3834Z36359
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More information
Additional text
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please note the deadline for tender returns is NOON on 11th November 2019
presentation stage to be held 25th November 2019 if required.
About the buyer
Contact name
Mark Hayter
Address
Brownberrie Lane, Horsforth
LEEDS
LS185HD
England
Telephone
01132837100
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Closing: 11 November 2019
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