Section one: Contracting authority
one.1) Name and addresses
THE UNIVERSITY OF BIRMINGHAM
Edgbaston
BIRMINGHAM
B152TT
Contact
Kseniya Samsonik
Country
United Kingdom
Region code
UKG31 - Birmingham
Companies House
RC000645
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.intendhost.com/universityofbirmingham
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.intendhost.com/universityofbirmingham
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
Tender for the Supply and Implementation of Procure to Pay Solution Services (Catering)
Reference number
FRAM837/23
two.1.2) Main CPV code
- 55520000 - Catering services
two.1.3) Type of contract
Services
two.1.4) Short description
The University wishes to establish a contract with a Single Provider for the provision, implementation and ongoing support and maintenance of a fully integrated Central Billing, Procure to Pay and Stock management solution and the procurement of UOB Food, Beverage, and disposable suppliers inc Light Equipment. The annual procurement spend is in the region of up to £4M.
All cradle to grave tendering activity related to UOB Food, Beverage, and disposable suppliers inc Light Equipment, will be outsourced to the successful supplier.
The successful provider would be able to provide a fully integrated service of both "systems and procurement" to support Campus Services, they would provide monthly summary billing and have appropriate systems in place to provide the University with excellent value for money and an excellent service level demanded by a large Russell Group University with over 34,000 students with the potential to expand on Edgbaston Campus to 50,000 over the next 10 years.
The system must cater for the different functions operating in the university, namely purchasing, finance and Food, Beverage and Retail operations. The system should ideally provide modules which
provide the functions listed below and further be able to maximise market price across a wide category
of food and drink products able to deliver contract price compliance whilst providing an end to end contract management solution for the institution:
1.1 E-invoices and supplier payments with detail analysis
1.2 Financial systems integration with existing UOB systems
1.2.1 Integration with Delivered catering solution
1.3 Procure to Pay
1.4 Recipe management inc Legal Allergen and Nutritional requirements
1.5 Full stock management combined with production planning system facility both from and internal and external supplier basis
1.6 Supplier management
1.7 Full Epos integration and sales analysis, linking to one true source
1.8 Sustainability product carbon impact and food waste monitoring
The rates Tendered shall be Fixed and Firm for the first 3 years of the term of the Contract, and will be reviewed at the end of Year 3 if we wish to extend.
two.1.5) Estimated total value
Value excluding VAT: £12,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48490000 - Procurement software package
- 72212490 - Procurement software development services
two.2.3) Place of performance
NUTS codes
- UKG31 - Birmingham
two.2.4) Description of the procurement
The University wishes to establish a contract with a Single Provider for the provision, implementation and ongoing support and maintenance of a fully integrated Central Billing, Procure to Pay and Stock management solution and the procurement of UOB Food, Beverage, and disposable suppliers inc Light Equipment. The annual procurement spend is in the region of up to £4M.
The successful provider would be able to provide a fully integrated service of both "systems and procurement" to support Campus Services, they would provide monthly summary billing and have appropriate systems in place to provide the University with excellent value for money and an excellent service level demanded by a large Russell Group University with over 34,000 students with the potential to expand on Edgbaston Campus to 50,000 over the next 10 years.
The system must cater for the different functions operating in the university, namely purchasing, finance and Food, Beverage and Retail operations. The system should ideally provide modules which
provide the functions listed below and further be able to maximise market price across a wide category
of food and drink products able to deliver contract price compliance whilst providing an end to end contract management solution for the institution:
1.1 E-invoices and supplier payments with detail analysis
1.2 Financial systems integration with existing UOB systems
1.2.1 Integration with Delivered catering solution
1.3 Procure to Pay
1.4 Recipe management inc Legal Allergen and Nutritional requirements
1.5 Full stock management combined with production planning system facility both from and internal and external supplier basis
1.6 Supplier management
1.7 Full Epos integration and sales analysis, linking to one true source
1.8 Sustainability product carbon impact and food waste monitoring
The rates Tendered shall be Fixed and Firm for the first 3 years of the term of the Contract, and will be reviewed at the end of Year 3 if we wish to extend.
Please refer to www.intendhost.com/universityofbirmingham for full specification of requirements
two.2.5) Award criteria
Quality criterion - Name: COMPLIANCE WITH SPECIFICATION / Weighting: 40
Quality criterion - Name: CORPORATE & SOCIAL RESPONSIBILITY/SUSTAINABILITY / Weighting: 10
Quality criterion - Name: MANAGEMENT OF THE CONTRACT / Weighting: 10
Quality criterion - Name: STANDARDS / Weighting: 10
Quality criterion - Name: TECHNICAL SKILLS/SUPPORT/BACKUP / Weighting: 10
Price - Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £12,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Option to extend up to 72 Months
two.2.10) Information about variants
Variants will be accepted: No
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
20 September 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
20 September 2023
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
University of Birmingham
Edgbaston
Country
United Kingdom