Section one: Contracting authority/entity
one.1) Name and addresses
University of Leeds
Purchasing Office, Woodhouse Lane
Leeds
LS2 9JT
CentralPurchasing@adm.leeds.ac.uk
Telephone
+44 1133436987
Country
United Kingdom
Region code
UKE42 - Leeds
Internet address(es)
Main address
Buyer's address
http://purchasing.leeds.ac.uk/
one.4) Type of the contracting authority
Other type
University
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of a Research Management System
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 is for the supply and implementation of a commercial off the shelf SaaS Research Management System. The University's externally funded research grant portfolio is currently managed using an in-house developed, highly bespoke SAP application called KRISTAL, which reports via a bespoke SQL database using QlikView. The proposed contract hopes to modernise and simplify the pre and post-award IT applications landscape with a move to a cloud based solution removing legacy complex bespoke systems.
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: £533,454
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKE42 - Leeds
Main site or place of performance
Leeds
two.2.4) Description of the procurement
The University's externally funded research grant portfolio is currently managed using an in-house developed, highly bespoke SAP application called KRISTAL, which reports via a bespoke SQL database using QlikView. The proposed contract hopes to modernise and simplify the pre and post-award IT applications landscape with a move to a cloud based solution removing complex bespoke legacy systems. Through the proposed SaaS system the University's Research and Innovation will implement improvements to the research administration systems and processes currently in place at the University of Leeds. Improving efficiency and sustainability by being able to better track the entire research life cycle and ensure that as much of the cost of research is recovered as possible.
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The proposed contract is for the University to enter a contract with the selected Research Management System for 4 years.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- 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:
Under Clause 32(b) (ii) of Public Contract Regulations 2015: Award of a contract without prior publication of a call for competition: (2) The negotiated procedure without prior publication may be used for works contract, public supply contracts and public service contracts in any of the following cases: - (b) where the works, suppliers or services can be supplied only by a particular economic operator for any of the following reasons: - (ii) competition is absent for technical reasons Justification: A substantial options appraisal exercise has been carried out. This included investigation and soft market testing of thirteen potential solutions available in the market. Following the options appraisal, a number of reference site demos and knowledge sharing events were organised to learn from peer-group approach; this included Universities of Cambridge, Exeter, York, Edinburgh and UCL. Through this approach there is an evolving consensus that a Software as a Service (SaaS) solution will offer the best fit for the University of Leeds. The result of the market research and reference site demonstrations concluded Worktribe As the only option to emerge from the appraisal that can meet the University’s requirements on a single SaaS solution, Worktribe’s Research Management System is a fully integrated, end-to-end research management solution, currently used by 50 UK universities (including Russell Group Universities). We have identified the Pre-Award and Post-Award products of the research lifecycle to meet our needs. These will increase organisational efficiency and compliance through providing aligned and auditable workflows, which in turn provides a single source of truth for research grant data, which can be used across the organisation. Worktribe can securely share its information with other interdependent systems. The workflow and data management system will enable easy collaboration both between academic and professional service colleagues and within the academic and professional service areas.
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
Title
Provision of a Research Management System
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
15 March 2024
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
Engineers House, The Promenade, Clifton Down
Bristol
BS8 3NB
CentralPurchasing@adm.leeds.ac.uk
Country
United Kingdom
NUTS code
- UKE42 - Leeds
National registration number
04576074
Internet address
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: £533,454
Total value of the contract/lot/concession: £533,454
Section six. Complementary information
six.3) Additional information
To view this notice, please click here:
https://neupc.delta-esourcing.com/delta/viewNotice.html?noticeId=843680835" target="_blank">https://neupc.delta-esourcing.com/delta/viewNotice.html?noticeId=843680835
GO Reference: GO-2024318-PRO-25525551
six.4) Procedures for review
six.4.1) Review body
University of Leeds
Woodhouse
Leeds
LS2 9JT
CentralPurchasing@adm.leeds.ac.uk
Telephone
+44 1132431751
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
University of Leeds
Woodhouse
Leeds
LS2 9JT
CentralPurchasing@adm.leeds.ac.uk
Country
United Kingdom
Internet address
six.4.4) Service from which information about the review procedure may be obtained
University of Leeds
Woodhouse
Leeds
LS2 9JT
CentralPurchasing@adm.leeds.ac.uk
Country
United Kingdom