Section one: Contracting authority/entity
one.1) Name and addresses
UNIVERSITY OF WOLVERHAMPTON
Wulfruna Street
WOLVERHAMPTON
WV11LY
Contact
Procurement
Country
United Kingdom
Region code
UKG39 - Wolverhampton
Charity Commission (England and Wales)
EW45579
Internet address(es)
Main address
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
24-36 ERP and HR/Payroll System
Reference number
24-36
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
This notice covers the migration of an existing combined financial management (ERP) and HR services system from on premise infrastructure to a vendor managed cloud solution
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: £1,672,378
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG3 - West Midlands
two.2.4) Description of the procurement
This notice covers the migration of an existing ERP and HR/Payroll system to a vendor managed cloud solution.
University of Wolverhampton currently use the Unit4 Enterprise Resource Planning system (ERP) system for management of financial transactions, HR records and pension and payroll processing. Unit4 also provides support and maintenance under this contract.
Unit4 has informed the University that it is migrating its ERP system to the cloud. It follows that the current on-premise solution being provided to the University is no longer going to be available. The University is therefore planning a transition from the Unit4 on-premise solution to the updated cloud offering. The University's rationale and legal justification for awarding the new vendor managed cloud solution contract to Unit4 is included in this notice. The intended award date is 30th September 2024.
two.2.11) Information about options
Options: 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:
Unit4's Enterprise Resource Planning (ERP) system is currently being used by the entire University for the management of all financial activity, HR records, absence administration, pension and payroll management. Unit4 also provides support and maintenance under this contract. Unit4's system has integrations with other existing University systems such as the Student Records System (Tribal SITS) and the Accommodation Management System (StarRez). The ERP application is business critical IT infrastructure linked to both staff and student facing activities.
Unit4 is migrating its on-premise ERP solution to the Cloud. Given the critical nature of this software package and interdependencies across the University it is not currently viable to change the provider of the system. In addition, existing systems, which have separate contracts to the ERP system, were procured on the basis of their integration abilities with the Unit4 ERP application. A project of this nature would take a considerable amount of both personnel resource and financial budget, any issues with this role out would negatively affect the experience of both staff and student at the University.
The University's award of this contract directly to Unit4 is duly justified in accordance with regulation 32(2)(b)(ii) of the Public Contracts Regulations 2015. On the basis of the above facts, the University is of the view that competition is absent for technical reasons. The Unit4 System is an essential part of the University's infrastructure, such that any down time or system failure would have a detrimental effect on critical operations of the University.
At the present time it would be impossible for the University to procure an alternative economic operator to implement the solution, provide the full range of services and train all University users, within a suitable timeframe and without detrimentally impacting the operations of the University.
The proposed Contract term is 3 years with optional 1 + 1 year extension provisions. The planned award date is 30th September 2024.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Contract No
24-36
Title
ERP and HR/Payroll System
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
19 September 2024
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Unit4 Business Software Limited
Bristol
Country
United Kingdom
NUTS code
- UKK - South West (England)
Companies House
01737985
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £1,672,378
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
University of Wolverhampton
Wolverhampton
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Third parties may have rights under the Public Contracts Regulations 2015 and as set out in those regulations.