Scope
Reference
UOE/2025/073/MC
Description
The University of Exeter Clinical Trials Unit (ExeCTU) is undertaking this procurement process to select an Electronic Quality Management System (eQMS) for use over the coming years. Whilst ExeCTU have an incumbent system they are keen to engage the market and understand whether alternative solutions add further value in respect to operational needs. Such that the selected solution as an outcome of this procurement process will align with the sector's best practice and strengthen their compliance profile to potential collaborators, which is absolute must in this sector. The sought-after solution must comply with clinical trials regulation and Good Clinical Practice, and meet expectations of regulatory inspectors. In particular, it should provide robust functionality for managing the CTU's Standard Operating Procedures and other controlled documentation. The eQMS software is utilized by up to 50 core users and with up to 3 users with full system admin rights to make amendments to the system set up. Suppliers should also be able to provide implementation support, ongoing training, and continuing system support.
Total value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 23 March 2026 to 22 March 2029
- Possible extension to 22 March 2031
- 5 years
Description of possible extension:
Two optional extension periods of 12 months each.
Main procurement category
Services
Additional procurement category
Goods
CPV classifications
- 48170000 - Compliance software package
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48180000 - Medical software package
- 48610000 - Database systems
- 48611000 - Database software package
- 48612000 - Database-management system
- 48613000 - Electronic data management (EDM)
- 48614000 - Data-acquisition system
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKK - South West (England)
Participation
Conditions of participation
Procurement Specific Questionnaire within Invitation To Tender document accessible via the University's eTendering Portal; https://uk.eu-supply.com/login.asp?B=EXETER
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
23 January 2026, 5:00pm
Tender submission deadline
28 January 2026, 5:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Award criteria
Most Advantageous Tender evaluation methodology comprising; 60% Technical 30% Commercial 10% Services
Procedure
Procedure type
Below threshold - open competition
Contracting authority
University of Exeter
- Public Procurement Organisation Number: PZYG-2396-XCRZ
Northcote House
Exeter
EX4 4QJ
United Kingdom
Region: UKK43 - Devon CC
Organisation type: Public authority - sub-central government