Section one: Contracting authority
one.1) Name and addresses
Royal Holloway and Bedford New College
Royal Holloway University of London, Egham Hill
Egham
TW20 0EX
Contact
Procurement
Telephone
+44 01784917194
Country
United Kingdom
Region code
UKJ - South East (England)
National registration number
RC000823
Internet address(es)
Main address
Buyer's address
https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/154962
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
RHUL-25052 Unit4 – Enterprise Resource Planning System
Reference number
RHUL-25052
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Awarded to Unit4 for a SaaS Enterprise Resource Planning System
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: £889,500
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
two.2.4) Description of the procurement
Awarded to Unit4 for a Enterprise Resource Planning System via a Negotiated procedure without a prior publication of a call for competition in accordance with Article 32 PCR 2015. For 36 months starting on 1st January 2026.
two.2.5) Award criteria
Price
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
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:
This award is lawful pursuant to Regulation 32 (2)(c) of the Public Contract Regulations 2015 insofar as is strictly necessary where, for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with, and in accordance with Regulation 32(2)(b)(ii) because competition is absent for technical reasons.
The following details the justification for this:
Unit 4 timing of announcements regarding product changes, coupled with a short timeframe to switch solutions, creates the urgency of the situation. The system is an essential part of the University’s IT infrastructure would have a detrimental effect of the running of the University’s services. Unit 4 have mandated the switch and withdrawn support of the onpremise solution. It will not be possible for the application and the data to be hosted on premise in the future due to the availability of support for third party hosting. The University could not have foreseen these events and no other economic provider would be able to provide this service.
At the present time it would be impossible for the University to procure and implement an alternative economic operator to provide this service. This is because, the supplier will no longer support the current on premise software and the university risks a non-supported financial system. Therefore it is key that the University upgrades to the cloud software so stability of provision is ensured over the next few years to allow proper consideration of the above mentioned aspects.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract
Contract No
1
Title
RHUL-25052 Unit4 – Enterprise Resource Planning System
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
26 March 2025
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Unit4 Business Software Limited
Bristol
BS1 9HS
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £889,500
Total value of the contract/lot: £889,500
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
Strand
London
WC2A 2LL
Country
United Kingdom