Supply Finance and Research Grant Costing System

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

2015/S 103-187467

Contract notice


Directive 2004/18/EC

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):
For the attention of: Emma Raddon
EX4 4QJ Exeter
Telephone: +44 1392661000

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Body governed by public law

I.3)Main activity


I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

UOE/2015/007 — Finance and Research Grant Costing System.

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)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Financial systems software package. IT services: consulting, software development, Internet and support. Software support services. Software package and information systems. Financial analysis and accounting software package. Business transaction and personal business software package. Financial information systems. Financial analysis software package. Systems and technical consultancy services. Software implementation services. Computer support and consultancy services. Maintenance of information technology software. System implementation planning services. Software integration consultancy services. Systems consultancy services. The University of Exeter is looking to procure a Finance management and Research Grant Costing System. In recent years, the University has experienced a period of unprecedented success and growth in revenues and reputation; achieving UK top 10 status and membership of the Russell Group. The University’s strategy to 2020 and beyond is to strive towards becoming a global top 100 University. To achieve the University strategy, a programme of transformation is being undertaken which will implement a new operating model and new ways of working for our staff. The systems change component of the Future Finance Project refers to much more than replacing the core finance system. This procurement forms part of the wider FF project. Finance outputs are delivered from a range of finance systems that talk to each other. Over the years these have developed incrementally and without over-arching design. As a result they are used inefficiently and inappropriately. A core objective of the Future Finance project is to simplify our technology infrastructure, procuring a finance system that can seamlessly integrate with key existing business applications.
We are looking for a system to support us in the following areas:
• Finance;
• 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:
—General Ledger;
—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;
— Forecasting.
• Non-Functional Requirements
— Interfaces;
— Licences;
— Infrastructure;
— Security;
— Support;
— 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;
— Implementation;
— 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)

The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The University is establishing this agreement for a finance and research grant costing system which will be awarded to the successful bidder. Due to commence in 2016, the implementation phase must be completed by 1.8.2017. The University will then require the system to be supported for 7 years up to 31.7.2024.
Estimated value excluding VAT:
Range: between 670 000 and 1 417 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 102 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A parent company guarantee, bond or other form of surety may be required from the successful bidder.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This agreement is expected to be solely funded by the University of Exeter. All responses must be prepared in UK pounds sterling and all payments will be made in the same.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The University reserves the right to require the group of economic operators to assume a specific legal form pursuant to Regulation 19 (6).

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The University’s terms and conditions of contract includes obligations with respect to environmental and social issues.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please see the procurement documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance.
(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.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see the procurement documentation.
Minimum level(s) of standards possibly required:
Please see the procurement documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 5
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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

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

Time limit for receipt of requests for documents or for accessing documents: 29.6.2015 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

29.6.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
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)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Exeter
Procurement Services, Finance Services, Northcote House, The Queen’s Drive
EX4 4QJ Exeter
Telephone: +44 1392661000
Internet address:

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: