Supply Finance and Research Grant Costing System
The University of Exeter is looking to procure a Finance management and Research Grant Costing System.
United Kingdom-Exeter: Financial systems software package
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
University of Exeter
Procurement Services, Northcote House, The Queen’s Drive
Contact point(s): www.in-tendhost.co.uk/universityofexeter
For the attention of: Emma Raddon
EX4 4QJ Exeter
Telephone: +44 1392661000
General address of the contracting authority: www.exeter.ac.uk
Address of the buyer profile: www.in-tendhost.co.uk/universityofexeter
Electronic access to information: www.in-tendhost.co.uk/universityofexeter
Electronic submission of tenders and requests to participate: www.in-tendhost.co.uk/universityofexeter
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
NUTS code UKK4
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
We are looking for a system to support us in the following areas:
• Sales to Cash:
— Accounts Receivable;
— Bank Reconciliation;
— Cash Management;
— Sales Order Processing*;
— Insurance Administration*;
— Investment Management.
• Procure to Pay:
— Accounts Payable;
— Purchase Order Processing*;
— Online Expenses*;
— Purchasing Card Capability*;
— Stock/Inventory Management*.
• Record to Report:
—Fixed Asset Management;
• Research Accounting:
— Research Grant Management*;
— Project master File;
— Pre-Award Management;
— Post-Award Management.
• Project Accounting:
— Project Setup and Maintenance;
— Project Costing.
• Budget, Planning and Forecasting
— Budgeting/ Planning;
• Non-Functional Requirements
— Authentication and Access.
• Key Requirements across all Work streams.
* Highlighted items are areas of functionality we are looking to explore as part of the dialogue phase, these elements of functionality may be included in the final solution subject to solution capabilities, integration capabilities and budget impact.
We are looking to explore a fully hosted managed service and an on premise solution. We will be considering contract options for both as part of the tender process.
We are looking for a Supplier who can support the University through the following project stages:
— Design (Workshops);
— Build (Functional/Technical Specs);
— Testing (Unit/SIT/UAT);
— Change Management;
— Training i.e. Train the Trainer;
— Post-implementation support (Warranty, 1st, 2nd, 3rd line support);— Hosting.
II.1.6)Common procurement vocabulary (CPV)
48442000, 72000000, 72261000, 48000000, 48440000, 48400000, 48812000, 48441000, 72220000, 72263000, 72600000, 72267100, 72224100,72227000, 72246000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Estimated value excluding VAT:
Range: between 670 000 and 1 417 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
Description of particular conditions: The University’s terms and conditions of contract includes obligations with respect to environmental and social issues.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Please see the procurement documentation.
Minimum level(s) of standards possibly required: Please see the procurement documentation.
Please see the procurement documentation.
Minimum level(s) of standards possibly required:
Please see the procurement documentation.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Please see the procurement documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
In addition to the secured funds, it is possible that a further amount of 180 000 GBP currently secured for hardware, may be available should an offsite hosted service be selected instead. For the avoidance of any doubt, where a solution includes hosted services the value of the contract should not exceed 1 880 000 GBP including VAT.
The University’s service requirements will be further detailed in the ITPD. These service requirements will be explored during the dialogue stage and any contract let as a result of this tender process will also allow the University to utilise additional integrated functionality contained within the successful solution using a set structure of modular add-ons as laid out within the contract documentation. For the avoidance of doubt this means that the University reserves the right to access modules within the system which may not have formed part of its minimum service requirements for this procurement process. The University anticipates that any such draw down will require additional consultancy support and reserves the right to obtain these services from the successful bidder or to procure an alternative provider as it considers appropriate in the circumstances. The consultancy support for the exploitation of additional integrated functionality is excluded from the University’s project budget but will require pricing as set out in the ITPD.
The University shall not liable for any costs (including any third party costs fees or expenses) incurred by those expressing an interest in, participating in any dialogue phase or tendering for this contract opportunity.
Bidders are advised that all communications, including PQQ response, tender submissions and any supporting documentation must be written in English and must be priced in UK pounds sterling.
Nothing in this procurement process is intended to form any express or implied contractual relationship between the parties unless and until the award of a contract is concluded. Any contract entered into by the University as a consequence of this procurement will be considered to be a contract governed by English law and subject to the exclusive jurisdiction of the Courts of England and Wales.
The University reserves the right to terminate this procurement process (whether in whole or in part) or to vary the process at any time prior to the conclusion of the award of contract without liability.
To view this notice, please click here:
GO Reference: GO-2015527-PRO-6632058.
VI.4.1)Body responsible for appeal procedures
VI.5)Date of dispatch of this notice: