Procurement of Learning Management System (LMS)

Award Criteria

The contract will be awarded to the most economically advantageous tender (MEAT), based on a weighted evaluation of quality and price. Tenders will be assessed against the following criteria: Compliance with Specification - 25% Functionality and User Experience - 20% Quality of Training Content - 15% Implementation and Support - 15% Relevant Experience and References - 10% Security and Data Protection - 5% Cost - 10% The cost element will be assessed using the lowest compliant evaluated tender price divided by the tenderer's evaluated price, multiplied by the available cost marks. Tenderers must achieve a minimum overall quality score of 60% and a minimum score of 3 out of 5 in each mandatory quality criterion to remain eligible for award. The contract will be awarded to the highest-scoring compliant tender, taking account of the weighted evaluation criteria.

Description

Yeovil Town Council is seeking to procure a secure, accessible and scalable cloud-based Learning Management System (LMS), including implementation, configuration, ongoing support, maintenance and account management, to support approximately 200 users comprising employees, elected members, temporary staff, volunteers and other authorised users. The system must provide a centralised platform for delivering, assigning, managing and monitoring mandatory compliance training, employee and councillor development, role-specific learning and Council-specific training content. It must include a comprehensive course library covering subjects such as Health and Safety, Fire Safety, Data Protection and GDPR, Cyber Security, Equality, Diversity and Inclusion, Safeguarding, Information Governance and governance training for elected members. The procurement includes the supply of the LMS as a Software as a Service (SaaS) solution, user licences, implementation and configuration, user setup and data migration support, administrator training, content management and authoring tools, reporting dashboards, automated notifications, policy acknowledgement functionality and integration with Microsoft 365, including Microsoft Entra ID Single Sign-On, Outlook and Microsoft Teams. The supplier must also provide helpdesk and technical support, platform maintenance and upgrades, account management, annual service reviews, performance reporting and agreed Service Level Agreement commitments. The system must comply with UK GDPR, meet WCAG 2.2 AA accessibility requirements, provide a minimum of 99.9% monthly availability and maintain appropriate information security, backup and disaster recovery arrangements. The initial contract term will be three years, with the option for two further extensions of 24 months each, giving a maximum potential contract duration of seven years. The contract is scheduled to commence on 1 February 2027, with implementation and configuration during February and March 2027 and a target go-live date of 1 April 2027. Suppliers must provide a full breakdown of implementation costs, annual licensing, support, maintenance and content library costs, together with any optional charges for additional users, bespoke content, consultancy and integrations. All prices must be exclusive of VAT and remain fixed throughout the initial three-year contract term.

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