Section one: Contracting authority/entity
one.1) Name and addresses
UNIVERSITY OF BIRMINGHAM
Chancellors Court,Edgbaston
BIRMINGHAM
B152TT
Contact
Thomas Hasson
Country
United Kingdom
NUTS code
UKG - West Midlands (England)
Internet address(es)
Main address
https://www.birmingham.ac.uk/index.aspx
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
Contract for the provision of WORKTRIBE SAAS Agreement to the University of Birmingham
Reference number
SC9082/21
two.1.2) Main CPV code
- 48900000 - Miscellaneous software package and computer systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
Worktribe is a market leading software-as-service research management platform for research management. The suite provides a range of capabilities in use by the institution The Research Management has been developed from the ground up to help academics and administrators manage research activity from initial project conception to bid preparation, approval, submission and post-award. The functionality includes; Costing and pricing, Document management, Approvals workflow, Ethics and peer reviews, Contracts management, Structured assessment and management of benefits and risks. These modules provide a cloud-based software platform for higher education research and curriculum management across the entire research project lifecycle. Worktribe is integrated into the institutions Oracle Fusion Cloud (HR/Finance/Payroll system and separately the data warehouse.
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: £449,303
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
two.2.4) Description of the procurement
An end-to-end research lifecycle management consisting of the following: research pre-award, post-award and contracts products. UoB receives external funding to carry out academic research projects A very large proportion of this is won through competitive bids to funders, through charities, government bodies and industrial organisations.
The process of submitting applications to funders, the receipt of award funding, tracking of the award through its lifecycle and invoicing of expenditure against the award is then carried out mainly by nominated staff.
The management overhead on staff across the university in application and awards management is very large, and the need for communication and collaboration within the university is critical.
In order to improve and streamline these processes as much as possible UoB has explored the market for Research Awards Management systems. These are systems that assist with "end-to-end" management of the awards process, from bid development through to project closure.
Worktribe is a market-leading research management system. Through examination of the market and discussions with staff at other institutions, there appear to be few main options currently available for consideration. In addition since first procuring Worktribe the University has made a substantial investment in terms of integrations into the rest of the technical estate, working processes and staff training. As such, The University has decided to extend the maintenance contract for 3 years.
two.2.11) Information about options
Options: No
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:
An end-to-end research lifecycle management consisting of the following: research pre-award, post-award and contracts products. UoB receives external funding to carry out academic research projects A very large proportion of this is won through competitive bids to funders, through charities, government bodies and industrial organisations.
The process of submitting applications to funders, the receipt of award funding, tracking of the award through its lifecycle and invoicing of expenditure against the award is then carried out mainly by nominated staff.
The management overhead on staff across the university in application and awards management is very large, and the need for communication and collaboration within the university is critical.
In order to improve and streamline these processes as much as possible UoB has explored the market for Research Awards Management systems. These are systems that assist with "end-to-end" management of the awards process, from bid development through to project closure.
Worktribe is a market-leading research management system. Through examination of the market and discussions with staff at other institutions, there appear to be few main options currently available for consideration. In addition since first procuring Worktribe the University has made a substantial investment in terms of integrations into the rest of the technical estate, working processes and staff training. As such, The University has decided to extend the maintenance contract for 3 years.
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
Contract No
SC9082/21
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
1 April 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
Bristol
BS9 4PN
Country
United Kingdom
NUTS code
- UKK - South West (England)
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £449,303
Total value of the contract/lot/concession: £449,303
Section six. Complementary information
six.3) Additional information
01 August 2021 to 31 July 2022: £142,522.76
01 August 2022 to 31 July 2023: £149,648.90
01 August 2023 to 31 July 2024: £157,131.34
six.4) Procedures for review
six.4.1) Review body
The University of Birmingham
Birmingham
B15 2TT
Country
United Kingdom