Section one: Contracting authority
one.1) Name and addresses
THE PIRBRIGHT INSTITUTE
Pirbright
WOKING
GU240NF
Contact
https://www.pirbright.ac.uk/
Country
United Kingdom
Region code
UKJ25 - West Surrey
Companies House
559784
Internet address(es)
Main address
one.4) Type of the contracting authority
Other type
Institute
one.5) Main activity
Other activity
Animal Research
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System
Reference number
FIN001-SYSTEMS2023
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Institute requires an integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System or integrated ERP System.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
- 48490000 - Procurement software package
two.2.3) Place of performance
NUTS codes
- UKJ25 - West Surrey
two.2.4) Description of the procurement
The Institute requires an integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System or integrated ERP System.
The requirements are to be met by a reliable, single sign-on (active directory), on-site, integrated system and will include migration, transition, training, implementation and ongoing support and maintenance.
The Institute will seek a live system commencement date of 1st April 2025 for fully tested systems and processes.
The key areas for implementation of a new system include:
• Grants management capabilities including grant concept, grant proposal / application; grant submission; grant funding; grant management and grant close. The solution must be able to allocate a scientists salary cost across multiple projects and flow into / update in, the relevant project budgets.
• Financial management capabilities including full economic costing (overhead absorption); accounts payable; accounts receivable; fixed assets; general ledger; project ledger; sales ledger, purchase ledger, expenses planning; budgeting; forecasting; and cash management.
• Human resource management capabilities including recruitment; working terms and conditions; attendance and absence; information and records; transfers; employee relations; legal cases; occupational health; immigration visa's; housing; learning and development; job evaluation and grading; performance management, reward, and recognition; exit process; time and attendance; and employee self-service.
• Inventory capabilities.
• Procurement management capabilities including raising requisitions; processing purchase orders; punch-out to supplier websites; receipting goods and services; managing supplier returns; dangerous goods; identifying orders >£10k (quotes); identifying orders; stores; inventory; and specialised shipping.
• Self-service capabilities including the ability for end users to access items to action; personal data; team calendar; pay details; HR details; expenses; procurement; training; and professional details.
• Chart of Accounts structure or alternate concept.
• Labour distribution capabilities including the ability to allocate end users (specifically scientist) across multiple projects.
• Workflow capabilities in Finance, HR, Payroll, Procurement, Grants, Self-service, COA, Reporting, Approvals and Project Module.
• Internal and external reporting capabilities across all areas of grants management; financial management; human resource management; payroll; procurement management, self-service, COA, reporting and project module.
• Approvals management across all areas of grants management; financial management; human resource management; inventory; procurement management, self-service, COA, reporting and project module.
All ITT Responses must be submitted to the Institute via email to pirbrighttenders@pirbright.ac.uk.
two.2.5) Award criteria
Quality criterion - Name: Overall / Weighting: 70%
Price - Weighting: 30%
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-020695
Section five. Award of contract
A contract/lot is awarded: No
five.1) Information on non-award
The contract/lot is not awarded
Other reasons (discontinuation of procedure)
Section six. Complementary information
six.3) Additional information
The Pirbright Institute is withdrawing the tender on the following grounds:
That the budget and specification of requirements need to be fully defined.
six.4) Procedures for review
six.4.1) Review body
The Pirbright Institute
Pirbright
Country
United Kingdom