The Provision of a Fundraising and Alumni Customer Relationship Management (CRM) Solution

Contract summary

Industry

• Customer Relation Management software package - 48445000

Location of contract

SO17 1BJ

Value of contract

£1,400,000 to £2,000,000

Procurement reference

2021UoS - 0340

Published date

21 July 2021

Closing date

3 September 2021

Closing time

12pm

Contract start date

2 November 2021

Contract end date

1 November 2031

Contract type

Supply contract

Procedure type

Open procedure (above threshold)

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

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Description

The University is seeking a Fundraising and Alumni CRM solution which enables fundraising, prospect research, communication, events, volunteering, reporting and data selection to harness the collective power of the alumni and supporter community to support the University's strategic objectives through philanthropy and engagement.
The University is seeking a system to support in the following areas:

Communications and Marketing
Events
Volunteering
Fundraising (Regular Giving)
Prospect Research and Management
Memberships
Legacy
Online Portal
Operations
Income Processing, including Gift Aid, DD management, Pledges, Fundspending
Reporting and Dashboards
System Admin

Of particular importance to the University is for the solution to have:

The ability to process UK gifts including direct debits and gift aid declarations and claims
The ability to manage constituent relationships or create activity based upon segments of constituents
The ability to search, query and locate a variety of record types based upon various searchable fields within the database
The ability to manage events
The ability to manage marketing automations, communications and e-communications
The ability to import to, export from or report on any field within the database



Procurement Process
This procurement process is being conducted as an Open procedure
Contract Period:
The University proposes to enter into a Contract for ten years - this will be the maximum contract period, including any potential extensions with the successful tenderer(s).
This will comprise of an initial contract period of five years with an option to extend by a further five years subject to satisfactory performance and at the sole discretion of the University.
Contract Value:
The estimated value of the initial five year contract term is in the region of £800,000 - £1,200,000 GBP (excluding VAT).
The estimated value of the five year extension period is £600,000 - £800,000 GBP (excluding VAT).
It is estimated, therefore, that the total value of this contract will be between £1,400,000 and £2,000,000 GBP (excluding VAT).
For the avoidance of doubt the budget is to cover all aspects of the delivery of the project including the design, initial installation, software licences (including those of third party products forming part of any bid package), consultancy, all expenses, training and the annual support maintenance charges, hosting, upgrades, patches and fixes throughout the contract term (including any potential extension period).

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More information

Links

• https://intendhost.co.uk/universityofsouthampton
• Bidding documents

Additional text

E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
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 procurement 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 organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
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, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: 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 response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
The University is not liable for any costs in the event of the cancellation of this procurement process.

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About the buyer

Address

HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
England

Email

e.raddon@soton.ac.uk