MyCampus - Contracts that were awarded without any tendering

James McNeel made this Freedom of Information request to University of Glasgow

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Dear University of Glasgow,

Dear Sir

Your response to my recent FoI request(Your Ref: FOI 2012/157 – F0219815) see: (http://www.whatdotheyknow.com/request/pu... )
is puzzling.

I started my FoI request by asking:
“In relation to the Student Lifecycle (MyCampus) project, could you please provide me with a list of purchase orders and contracts, with a value of £5000 or more, which were not subjected to a tendering process?”

In your response you provided a list of suppliers, etc.

However, in answering the sub-question “d” (” The reason for avoidance of the appropriate tendering process.”) you said:

“As the University were effectively going to engage specialist staff on a longer term basis it was considered that they fell into the Part B category of the European Procurement Regulations.

In summary, this category can be described as services consisting in selecting, referring and placing applicants on a permanent or temporary basis. This procedure allows a contracting authority to follow a “lighter” acquisition process than that required by the full due process of the regulations. However, the principles of transparency and fairness still apply.

To achieve these principles the University first advertised under its own name on the University’s web site, jobs.ac.uk and Linkedin. The majority of CVs received were from a range of agencies specialising in the provision of independent contractors proficient in Peoplesoft, which accounted for around half of the expertise and resource required. Other specialists were found by similar means. Award Notices for expenditure over the European
threshold paid to any one firm or contractor will be published, satisfying one of the transparency requirements of the Part B process (the other being the selection method).”

In the above section of your response you claim that you conducted a tendering exercise, i.e. applied Part B. This claim contradicts your response to my first question.

For the sake of clarity, could you please answer the following questions?

a. Did you or did you not conduct tendering exercises for the procurement of these services? If you have done so, please provide the evidence.

b. In your response to sub-question “d” you have said “Award Notices for expenditure over the European threshold paid to any one firm or contractor will be published”. Please tell me where did you publish these?

c. As you know guidelines regarding “Part B” are very clear:

“Part B tenders must comply with the regulations in that they must be "adequately advertised", must include a technical specification, and feedback must be available.”.
In addition, Part B services are those that the EU consider would largely be of interest only to bidders located in the Member State where the contract was to be performed.
In light of the above and considering the fact that a large number of your contractors are/were from overseas could you please describe the process that you followed for awarding each contract?

Yours faithfully,

James McNeel

FOI Office, University of Glasgow

1 Attachment

Dear Mr Mcneel,

Further to your Freedom of Information request, dated 17 October 2012 timed 10:40 hours, please find letter of acknowledgement attached.

You will find that the University's acknowledgement of your information request is in PDF (Portable Document Format) file(s) attached to this email.

The PDF file format is used for electronic distribution because it preserves the look and feel of the original document complete with fonts, colours, images, and layout. To open a PDF file you can download a free program called Acrobat Reader and install it onto your computer by clicking on to the following URL:

http://www.adobe.co.uk/products/acrobat/...

Yours sincerely,

Data Protection and Freedom of Information Office

Direct Line: +44 (0)141 330 3111
Fax: 0141 330 3742

Gilbert Scott Building
University of Glasgow
University Avenue
Glasgow G12 8QQ

The University of Glasgow, charity number SC004401

FOI Office, University of Glasgow

1 Attachment

Dear Mr McNeel,

Please find attached the University's response to your Freedom of Information (Scotland) Act 2002 request dated 17 October 2012 timed 10:40 hours.

You will find that the University's response to your information request is in PDF (Portable Document Format) file(s) attached to this email.

The PDF file format is used for electronic distribution because it preserves the look and feel of the original document complete with fonts, colours, images, and layout. To open a PDF file you can download a free program called Acrobat Reader and install it onto your computer by clicking on to the following URL:

http://www.adobe.co.uk/products/acrobat/...

Yours sincerely,

Data Protection and Freedom of Information Office

Direct Line: +44 (0)141 330 3111
Fax: 0141 330 3742

Gilbert Scott Building
University of Glasgow
University Avenue
Glasgow G12 8QQ

The University of Glasgow, charity number SC004401

Dear University of Glasgow,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of University of Glasgow's handling of my FOI request 'MyCampus - Contracts that were awarded without any tendering'.

In your response you have claimed that:
“A competitive tender exercise under the European regulation was conducted to find a supplier for the Student Life Cycle system. In order to complete the full implementation, the University required to seek specific contractor expertise under the Part B regulations.”

This claim is not true.

In your “Student Lifecycle Project “ document that was submitted to the SMG meeting of 17 March 2009 you said:

“Oracle has agreed, as a result of both pressure from the University of Glasgow and realisation of the potential for Campus Solutions in the UK market, to take ownership of the UoG project and not rely on a third party implementation partner. In addition Oracle has agreed to resource the project team with
experienced consultants from the US. Combined with a revised implementation model which is based on the proven US methodology there is now far greater belief that the proposed plan, timescales, costs and overall scope is achievable.”

Please provide an answer on the basis of the facts.

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/my...

Yours faithfully,

James McNeel

FOI Office, University of Glasgow

1 Attachment

Dear McNeel,

Further to your Freedom of Information Request for a Review, dated 26 November 2012 timed 11:55 hours, please find letter of acknowledgement attached.
You will find that the University's acknowledgement of your Request for a Review is in PDF (Portable Document Format) file(s) attached to this email.

The PDF file format is used for electronic distribution because it preserves the look and feel of the original document complete with fonts, colours, images, and layout. To open a PDF file you can download a free program called Acrobat Reader and install it onto your computer by clicking on to the following URL:

http://www.adobe.co.uk/products/acrobat/...

Yours sincerely,

Data Protection and Freedom of Information Office

Direct Line: +44 (0)141 330 3111
Fax: 0141 330 3742

Gilbert Scott Building
University of Glasgow
University Avenue
Glasgow G12 8QQ

The University of Glasgow, charity number SC004401

FOI Reviews, University of Glasgow

1 Attachment

Please find attached a response to the above review.