Section one: Contracting authority/entity
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 85, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Emma Raddon
Country
United Kingdom
NUTS code
UKJ32 - Southampton
Internet address(es)
Main address
https://www.southampton.ac.uk/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of a Research Enterprise Management System
Reference number
2020UoS-0029
two.1.2) Main CPV code
- 48100000 - Industry specific software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The proposed contract enables a radical new approach to applications and awards management, an end-to-end Research Enterprise Management System (REMS) will provide researchers, Professional Services staff and School/Faculty and University senior management, with a suite of easily accessible tools within one platform to manage, track progress and monitor our pipeline and portfolio of research and enterprise activities.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £1,519,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
two.2.4) Description of the procurement
The provision of a Research Enterprise Management system comprising; research pre-award, post-award and contracts modules.
Research and Enterprise projects from external funding accounts for approximately £200m annually. There is a need to equip our researchers and professional staff with the tools that will enable them to compete effectively for external funding and to manage their awards - whilst giving the University effective oversight of its performance and the risks associated with research and enterprise activities. Currently there is considerable inefficiency in costing, pricing and approvals of bids as well as contracting and accessible post-award information. We mainly rely on people-driven processes, email communications and siloed information systems, as well as on individuals' knowledge and memory to ensure all necessary steps are taken. Procuring an 'end to end' best of breed integrated solution for applications and awards management will transform the way we manage our research and enterprise portfolio at all levels of the institution.
Contract Period: The University proposes to enter into a Contract for 10 years
This will comprise of an initial contract period of five years with an option to extend by a further five years subject to satisfactory performance and at the sole discretion of the University.
two.2.11) Information about options
Options: No
two.2.14) Additional information
If you have any queries regarding this notice please contact e.raddon@soton.ac.uk and copy in procurement@soton.ac.uk.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Negotiated procedure without prior publication
The works, supplies or services can be provided only by a particular economic operator for the following reason: absence of competition for technical reasons
Explanation: Following thorough examination of the market and discussions with staff and other institutions with similar complexity and volumes of research and enterprise funding portfolio, only one vendor has proven able to provide the end to end functionality required by the University. Products from several vendors were tested during soft market testing. Only the Worktribe platform was confirmed as able to bring all the relevant functionalities and information together through an appropriate interface enabling users to utilise the information and applications relevant to their roles. Further vendor research into other solutions again showed that only the Worktribe system was able to provide the end to end, fully integrated workflows for Pre-award, post-Award and Contract Management at the scale and complexity required by the University. Concerns raised with other systems included:
- Not being able to manage the contracts elements of the requirement
- Only managing the ethics elements which are outside of scope of this project
- Not managing the full economic costing elements of the requirement
- Complex integrations would be required with other systems to provide the requirement
- Poor user experience in having to use multiple systems would remain for users
- Not able to manage the scale and complexity of our portfolio
Having conducted extensive market research and based on the complexity and size of the University's portfolio we have concluded that the Worktribe pre-award, post-award and contracts single platform is the only practical solution to meet our requirements.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
31 March 2021
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
WorkTribe Ltd
Nottingham
Country
United Kingdom
NUTS code
- UKF1 - Derbyshire and Nottinghamshire
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £1,519,000
Total value of the contract/lot/concession: £1,519,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
University of Southampton
Southampton
Country
United Kingdom