Section one: Contracting authority
one.1) Name and addresses
THE PIRBRIGHT INSTITUTE
Pirbright
WOKING
GU240NF
Contact
Lester Demmer
pirbrighttenders@pirbright.ac.uk
Country
United Kingdom
NUTS code
UKJ25 - West Surrey
Companies House
559784
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://pirbrighttenders@pirbright.ac.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://pirbrighttenders@pirbright.ac.uk/
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
Fully Integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System
Reference number
FIN002-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 a fully integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System or integrated ERP System.
two.1.5) Estimated total value
Value excluding VAT: £700,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48440000 - Financial analysis and accounting software package
- 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 a fully 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), 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
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £700,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 February 2024
End date
31 December 2030
This contract is subject to renewal
Yes
Description of renewals
To extend one year
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
As per the possible extension to the agreement
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.2.2) Time limit for receipt of tenders or requests to participate
Date
27 October 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
27 October 2023
Local time
2:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
This requirement has also been advertised on Contracts Finder
https://www.contractsfinder.service.gov.uk/Notice/Manage/Review/1b0b9de8-ef0a-49cb-a6ba-f24c74eb3c88
The ITT package can be found on Contracts Finder or on request from procurement@pirbright.ac.uk
six.4) Procedures for review
six.4.1) Review body
The Pirbright Institute
Pirbright
Country
United Kingdom