ITT
INVITATION TO TENDER
&
SPECIFICATION
Consultancy:
Implementing Lean
Contract Period: January 2016 – August 2016
Contents
1. Instructions for Tenderers
2. Timetable
3. Evaluation matrix
4. Specification of Requirements
Appendix A - Terms & Conditions
1. INSTRUCTIONS FOR TENDERERS
1. This Invitation to Tender (ITT) has been designed to assess the suitability of Suppliers to
deliver the University’s contract requirement(s). If you are successful at this stage of the
procurement process, you will be invited to deliver a presentation/interview and attend a
Post-Bid Clarification meeting, which will assist the University in making its final contract
award decision.
2. Whilst reserving the right to request information at any time throughout the procurement
process, the University may enable the Supplier to self-certify certain requirements (e.g.
Quality Accreditations; Environmental policies). The University will only obtain such
evidence after the final tender evaluation decision (i.e. from successful Suppliers only).
3. Confidentiality - all tender submissions will be treated as confidential by the University.
However, in accordance with the obligations and duties placed upon public authorities by
the Freedom of Information Act 2000 (FOIA), any of the information submitted may be
disclosed in response to a request made pursuant to the FOIA. If you consider that any
parts of your submission are exempt from disclosure, please include a statement to this
effect – noting the relative Exclusion clauses – along with your submission.
4. The University will not reimburse any costs incurred by tenderers in connection with
preparation and submission of their responses to this ITT.
5. The University reserves the right not to award a contract as a result of this tender
exercise, or to award a partial contract.
6. Queries - If you have any questions, please email them to:
a.openshaw@yorksj.ac.uk
If the University considers any question or request for clarification to be of material
significance, both the question and the response will be uploaded onto the University’s
website as a “Tender Clarification” document. Clarifications can be uploaded at any time,
so it is the tenderers’ responsibility to check for updates on a regular basis (NB: the
originator of the question will not be identified).
7. How to make a Submission – email your completed Questionnaire to:
tenders@yorksj.ac.uk
Submissions must be received by 10am on Friday 11th December 2015.
8. Non-Compliance – if you send a question to the “tenders” email account, it will not be
answered as this is not a monitored account and will not be accessed until the tender
closing date/time. Also, please do not email your tender submission to the “a.openshaw”
email address: as it is not a confidential account, your bid will be deemed Non-Compliant
and therefore rejected.
9.
2. TIMETABLE

Please see below for the proposed Timetable.

The University reserves the right to change any of the dates below as required.

Tenderers are asked to note the asterisked date/times and ensure availability of their
key personnel at those times.
Tender Stages
Date completed by
Publish Tender on YSJU Website & Contracts Finder
Friday 25 November 2015
Deadline for return of ITTs
Friday 11 December 2015 [10am]
Evaluation of ITTs
Tuesday 15 December 2015
Agree shortlist
Tuesday 15 December 2015
Presentations/interviews*
Friday 18 December 2015
Final evaluation/agree successful supplier(s)
Tuesday 22 December 2015
Issue Unsuccessful Letters
Tuesday 22 December 2015
Award Contract
Tuesday 22 December 2015
Contract start date
Monday 04 January 2015
*Presentations and interviews with shortlisted suppliers only
3. EVALUATION MATRIX
Please see below the evaluation methodology which will be applied to this ITT.
Scoring system
0-20% of Weight
40-60% of Weight
80-100% of Weight
= does not meet requirement
= meets requirement
= meets requirement and offers added value
Pricing formula
Available %, multiplied by Lowest Price Received, divided by Other Price Received
Question
Subject
Weight
For info only
1
Supplier Details
2
Financial & Economic Capacity
Pass/Fail
3
Insurance
Pass/Fail
4.1
Health & Safety
Pass/Fail
4.2
Quality Assurance
10%
4.3.1
Sustainability & Environmental Management - policy
5%
4.3.2
Sustainability & Environmental Management - practice
5%
4.4
Equality & Diversity
5
Technical & Professional Ability
5.1
Experience
5.2
5.3
5.4
6
7
Total
Key staff & CVs
Methodology & SLA
Response to Specification
Pricing Schedule
Form of Tender
Pass/Fail
20%
10%
20%
10%
20%
Pass/Fail
100%
Shortlisting process
During the ITT evaluation stage, the intention is to arrive at a shortlist of between two and
four high-scoring suppliers to be invited to Presentation meetings. The ITT responses will be
ranked according to total scores received and a ‘gap analysis’ applied in order to determine
the shortlist.
References
Where examples/references/case studies have been provided, the University reserves the
right to contact any of the referees at any point in the evaluation process.
Taking Account of Tenderers’ Past Performance
The University reserves the right to assess the past performance of a Supplier, using its own
experiences or via a reference. The reference may not necessarily have been provided by
the supplier but may have been sourced by the University. The University may take into
account any failure by the Supplier to discharge obligations under any previous contracts.
4. SPECIFICATION
After a period of growth and success, York St John University, in line with many universities
in the UK, is facing a number of challenges simultaneously and the level of uncertainty in the
sector has rarely been higher. Fundamentally, to deliver on our ambitions we believe that
aspects of the way we work need to change and that we must resource our activities to be
sustainable in the long term to offer the best experience to students and staff. We must
challenge ourselves to do even better.
Our vision for transformation is to provide:
 an environment that enables our staff to flourish and produce the highest quality
teaching, research and support for the benefit of all of our students
 a more sustainable, flexible and responsive business model that enables us to succeed
in a volatile market.
 A less bureaucratic organisation that empowers staff and uses technology effectively to
create efficient processes.
 a connected staff community that facilitates understanding and effective delivery.
In simple terms, we will put students at the centre of what we do, with a renewed focus on
enhancing student recruitment, the student experience, and student/graduate employability.
To achieve this vision the University has identified a key strand of activity that is entitled
“Effective Working”, and key deliverables for 2016 are lean processes and fit for purpose
working practices. The University is seeking to appoint a Director of Strategic Projects to
assist in the coordination of this activity alongside a number of other key projects.
Recently the University has developed a level of lean expertise and has begun a systematic
process to identify where process efficiency can be delivered. It is now seeking to appoint
external consultants to help drive this process to achieve better and quicker results. The
scope of the work will initially focus on all aspects of student support and administration as
well as academic programme administration.
The University expects that the consultants approach will be, on areas identified by the
University, to:
1. Map current processes
2. Benchmark performance
3. Recommend plans for improvement
4. Assist with the improvement plan.
York St John University is therefore looking to appoint a consultant experienced in carrying
out lean reviews within UK Universities, recommending action plans from those reviews and
helping to achieve successful implementation.