Expense Management System Tender

Expense Management System Tender

The University of Central Lancashire is seeking to replace the current paper based system of managing expenses with a new electronic system which will streamline processes.

United Kingdom-Preston: Financial systems software package

2017/S 047-086432

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Central Lancashire
Purchasing Office, Sizer House
United Kingdom
Contact person: Alison Thomas
Telephone: +44 1772892221
E-mail: etenders@uclan.ac.uk
NUTS code: UKD
Internet address(es):Main address: www.uclan.ac.uk

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:https://in-tendhost.co.uk/universitycentrallancs/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universitycentrallancs/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Expense Management System.

Reference number: ITP16-36

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The University of Central Lancashire (UCLan) is seeking to replace the current paper based system of managing expenses with a new electronic system which will streamline processes.

We currently use a paper-based system, which is resource and time intensive and increases the risk of error and potentially malpractice.

The university processes between 4 000-6 000 paper claim forms a year. In one year for example there were 4 523 claims from 1 289 individuals for 681 000 GBP across 472 project codes and 106 account codes involving 16 223 lines in Agresso.

The University requires a modern, professional, efficient electronic expenses system to seamlessly interface with the Financial Accounting system (Unit4 Agresso) and Payroll/HR system, (Midland ITrent) that will be more efficient and cost effective.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKD

II.2.4)Description of the procurement:

Expenses Management System.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 100 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

Option to extend for up to 2 further years depending on which solution selected.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

Selection Questionnaire to be used to shortlist applicants.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/04/2017
Local time: 23:59
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 07/04/2017
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The contract will commence on 1.8.2017 for an initial 3 year period with the option to extend for a further 2 years.

VI.4)Procedures for review

VI.4.1)Review body

University of Central Lancashire
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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