Scope
Reference
CU.1874.TH
Description
Please go to https://in-tendhost.co.uk/cardiffuniversity/aspx/Home to access the tender documents, submit clarifications and upload your bids.
To support our finance Tansformation project, Cardiff University has identified the need for a tool to automate the capture and processing of supplier invoices, with exception handling and workflow.
The solution will also mitigate risk associated with order/invoice discrepancies and support improved service delivery and efficiency
Total value (estimated)
- £468,000 excluding VAT
- £561,600 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 June 2025 to 1 June 2030
- 5 years
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
Participation
Legal and financial capacity conditions of participation
Please see Tender Documents
Technical ability conditions of participation
Please see Tender Documents
Submission
Enquiry deadline
11 April 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
21 April 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
12 May 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality |
Quality | 65.00% |
| Price | Price |
Price | 25.00% |
| Responsible Procurement | Details of bidders ESG initiatives |
Quality | 10.00% |
Other information
Payment terms
Invoices to be submitted electronically to APinvoices@cardiff.ac.uk.
Payment will be made within 30 days
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Tender documents will be published on https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Bidders are invited to view and download the documents, submit clarification questions/correspondence, and upload their bids.
Cardiff University will evaluate bids, and identify the preferred bidder.
If the preferred bidder's Terms and Conditions are acceptable to Cardiff University, the University reserves the right to make an award based on those terms without further negotiation.
If the terms are unacceptable, the University engage with the preferred bidder to agree terms acceptable to the University.
If terms acceptable to the University cannot be agreed with the preferred bidder, the University reserves the right to remove preferred bidders status from the highest scoring bidder and award it to the second highest bidder and agree acceptable terms with that bidder (and so on).
Justification for not publishing a preliminary market engagement notice
An initial quotation was sought for budgetary purposes, prior to the implementation of the Procurement act 2023
Documents
Associated tender documents
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
ITT
Schedule 1 - Evaluation Methodology
Schedule 2 - Specification
Schedule 3 - Response Schedule
Schedule 4 - Pricing Response
Schedule 5 - Cardiff University Terms (Subject to negotiation with the preferred bidder as explained int he process documents)
Contracting authority
Cardiff University
- Public Procurement Organisation Number: PHVT-4343-HWYR
Procurement Services
Cardiff
CF24 4HQ
United Kingdom
Contact name: Anthony Hale
Telephone: +442920879388
Email: halea3@cardiff.ac.uk
Website: https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Devolved regulations that apply: Wales