Scope
Reference
T1142
Description
Contract for Unit4 Business Software Limited for the provision of a cloud-based Enterprise Resource Planning Solution. The proposed contract term is 41 Months + 12 + 12 Months.
The current on premise Unit 4 finance software is a business-critical application used by the University and its subsidiaries for the management of their finances.
The University considers that the award of the contract is permitted under section 41 of the Procurement Act 2023. Section 41 allows contracting authorities to award a public contract to a non excluded supplier directly. Section 41 (5) (d) permits the award of a public contract for reasons of extreme and unavoidable urgency, the time limits for the open or competitive flexible procedures in addition to the integration and implementation services cannot be complied with.
Due to Unit4's unforeseeable decision to remove support for the University's on-premises solution after 31st December 2026, the University does not consider that there is sufficient time to implement a new financial system.
This would have involved gathering a full set of requirements and specification, conducting market tests, completing a full procurement exercise and integration of existing interfaces before the given deadline by Unit4. The award of a contract pursuant to section 41 (5) (d) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for the University of Essex from 31st December 2026.
The cloud based Unit4 Enterprise Resource Planning solution provides a full suite of financial management functions. It enables budget management, expenses, purchase to pay, sales to cash, inventory management, general ledger reporting and commitment accounting. Unit4 also provides support and maintenance of the software on its cloud under this contract.
Contract 1. Unit4 Enterprise Resource Planning SaaS
Supplier
Contract value
- £1,440,000 including VAT
Above the relevant threshold
Date signed
29 April 2025
Contract dates
- 1 March 2026 to 31 July 2029
- Possible extension to 31 July 2031
- 5 years, 5 months
Description of possible extension:
Initial contract term: 41 months with optional 12 months extension + an additional 12 months extension
Main procurement category
Services
CPV classifications
- 72211000 - Programming services of systems and user software
Contract locations
- UKH3 - Essex
Justification for not setting key performance indicators
Standard Service support terms are included which covers the SLA's for such items as critical or high incidents and how these would be resolved rather than specific KPI's.
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
- Single supplier - technical reasons
- Extreme and unavoidable urgency
The University considers that the award of the contract is permitted under section 41 of the Procurement Act 2023. Section 41 allows contracting authorities to award a public contract to a non excluded supplier directly. Section 41 (5) (d) permits the award of a public contract for reasons of extreme and unavoidable urgency, the time limits for the open or competitive flexible procedures in addition to the integration and implementation services cannot be complied with.
Due to Unit4's unforeseeable decision to remove support for the University's on-premises solution after 31st December 2026, the University does not consider that there is sufficient time to implement a new financial system.
This would have involved gathering a full set of requirements and specification, conducting market tests, completing a full procurement exercise and integration of existing interfaces before the given deadline by Unit4. The award of a contract pursuant to section 41 (5) (d) is therefore strictly necessary, for reasons of extreme urgency, to ensure business continuity for the University of Essex from 31st December 2026.
Supplier
UNIT4 BUSINESS SOFTWARE LIMITED
- Companies House: 01737985
- Public Procurement Organisation Number: PVRP-7679-QVJG
C/O Corporation Service Company (Uk) Limited
London
E14 5HU
United Kingdom
Email: bids.uki@unit4.com
Website: http://www.unit4.com
Region: UKI42 - Tower Hamlets
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Unit4 Enterprise Resource Planning SaaS
Contracting authority
UNIVERSITY OF ESSEX
- Companies House: RC000652
- Public Procurement Organisation Number: PQBL-6931-JNGJ
Wivenhoe Park
Colchester
CO4 3SQ
United Kingdom
Email: procure@essex.ac.uk
Website: http://www.essex.ac.uk
Region: UKH34 - Essex Haven Gateway
Organisation type: Public authority - sub-central government