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Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)

Atalia Student Residences DAC is the company responsible for management of student accommodation and relevant services at University of Galway and wishes to engage in a preliminary market consultation to ascertain the current and future systems available to manage at high level the following 3 pillars: 1. Academic - booking …

CPV: 72000000 IT services: consulting, software development, Internet and support, 79993000 Building and facilities management services, 72212420 Facilities management software development services and software development services suite, 48812000 Financial information systems, 70330000 Property management services of real estate on a fee or contract basis, 70331000 Residential property services, 70100000 Real estate services with own property, 70332200 Commercial property management services, 98341100 Accommodation management services, 48441000 Financial analysis software package, 48442000 Financial systems software package, 72212440 Financial analysis and accounting software development services, 72212442 Financial systems software development services

Deadline:

May 6, 2025, noon

Deadline type:

Submitting a bid

Place of execution:

Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)

Awarding body:

University of Galway (ID 1400)

Award number:

1. Buyer

1.1 Buyer

Official name : University of Galway (ID 1400)

Legal type of the buyer : Body governed by public law

Activity of the contracting authority : Education

2. Procedure

2.1 Procedure

Title : Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)

Description : Atalia Student Residences DAC is the company responsible for management of student accommodation and relevant services at University of Galway and wishes to engage in a preliminary market consultation to ascertain the current and future systems available to manage at high level the following 3 pillars: 1. Academic - booking and property management system for student residences 2. Summer -booking and property management system for summer guests – groups and individuals 3. Conference and Events bookings Atalia manages almost 1900 bed spaces and the proposed solution would facilitate the contracting authority in realising potential efficiencies in workflows and processes in its existing academic model and will allow enhanced functionality for system users. The proposed solution should: a) Allow multiple, concurrent booking pathways and advanced room allocation and waiting list management. b) Be cloud-based with dynamic, robust server capacity and a high level of support c) Allow comprehensive, custom reporting and data analytics and integrations with payment providers such as Sage, Elavon, Transfermate. d) Provide efficient solution for bulk processes such as deposit refunds and cancellations. e) Allow optimised communications with residents via email scheduling and app with push notifications. f) Provide an intuitive user interface compatible with assistive technology and smooth student booking journey. g) Provide advanced inventory and facility maintenance management solution. h) Allow for optimised OTA channel management for summer reservations and allow full cycle process for management of conference and events.

Procedure identifier : bfa55138-d521-4ba9-a4c6-e67c6c9715ef

Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation

The procedure is accelerated : no

Justification for the accelerated procedure :

Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services

Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

Additional classification ( cpv ): 79993000 Building and facilities management services

Additional classification ( cpv ): 72212420 Facilities management software development services and software development services suite

Additional classification ( cpv ): 48812000 Financial information systems

Additional classification ( cpv ): 70330000 Property management services of real estate on a fee or contract basis

Additional classification ( cpv ): 70331000 Residential property services

Additional classification ( cpv ): 70100000 Real estate services with own property

Additional classification ( cpv ): 70332200 Commercial property management services

Additional classification ( cpv ): 98341100 Accommodation management services

Additional classification ( cpv ): 48441000 Financial analysis software package

Additional classification ( cpv ): 48442000 Financial systems software package

Additional classification ( cpv ): 72212440 Financial analysis and accounting software development services

Additional classification ( cpv ): 72212442 Financial systems software development services

2.1.2 Place of performance

Country subdivision (NUTS) : West ( IE042 )

Country : Ireland

2.1.3 Value

Maximum value of the framework agreement : 2 000 000 Euro

2.1.4 General information

Additional information : Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from www.etenders.gov.ie using eTenders Resource ID – 5412640 (1) Interested parties must associate their organisation with this competition on the eTenders web site ( www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this you must do the following: Log-in to the eTenders portal; Locate the competition using the Advanced Search by searching under the Contracting Authority or Resource ID. Click on the hyperlink for the competition which will bring you to the CfT Workspace. In the Show CfT Menu for the competition click on the “Expression of Interest in the drop-down menu. Complete the Association with the CfT tab. This will then provide you with a link to Tender under the Show CfT Menu where you can prepare your submission. (2) When finalising your submission please upload your final response as a zip file as individual documents will lose their titles if uploaded individually. Also ensure that you receive a message under the status header called Submitted, as the percentage tab does not imply you have successfully submitted your response. (3) There is a maximum upload limit of 250mb per file / 500mb per submission. (4) Suppliers should note the following when making their submission suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should consider the fact that upload speeds vary and that the new eTenders system operates in a different manner to the previous platform operated by EU-Supply. The submit button will be disable automatically upon the expiration of the response deadline. (5) If you experience difficulty when uploading documents, please contact the eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353(0)818 001459 (09:00 – 17:00 hours). (6) Applications submitted by any other means (including but not limited to email or post or hand delivery) will not be accepted. (7) All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal ( www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties. (8) All queries regarding this process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie. The details of the person making a query will not be disclosed when circulating the response (9) The estimated value for the framework published is provided strictly for indicative purposes only as there is no guaranteed expenditure under the framework agreement. (10) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. Contract award will be subject to the approval of the competent authorities. (11) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition. (12) Where applicable, please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type, or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended. (13) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

Legal basis :

Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)

Internal identifier : 0

5.1.1 Purpose