Section one: Contracting authority
one.1) Name and addresses
Newcastle University
Newcastle University, 1 Park Tce
Newcastle upon Tyne
NE1 7RU
Contact
Mrs Leigh Robinson
Telephone
+44 1912088618
Country
United Kingdom
Region code
UKC - North East (England)
Internet address(es)
Main address
Buyer's 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
NU/1745-6 The Provision of an Invoice-Receipting Hub Service
Reference number
DN629459
two.1.2) Main CPV code
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- AA01 - Metal
two.1.3) Type of contract
Services
two.1.4) Short description
The University wishes to appoint a Contractor to provide an Invoice-Receipting Hub Service to handle the receipt of supplier invoices and provide the University with a daily electronic feed.
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: £176,020
two.2) Description
two.2.2) Additional CPV code(s)
- 66170000 - Financial consultancy, financial transaction processing and clearing-house services
- 80530000 - Vocational training services
- 66121000 - Mergers and acquisition services
- 71241000 - Feasibility study, advisory service, analysis
- 72221000 - Business analysis consultancy services
- 66519600 - Actuarial services
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
two.2.4) Description of the procurement
The scope of the services shall comprise of:
1) Receiving paper and e-mail invoices e.g. via PDF, Excel, Word, Jpegs, Tiffs etc and converting them to an electronic format.
2) Processing the data from the electronic images of the paper invoices.
3) Receiving electronic invoices and translating/mapping the data and invoice image to integrate with our WNS SAP-certified Accounts Payable Workbench.
4) The Contractor will also implement and manage a programme to migrate
suppliers from submitting paper invoices to submitting pure electronic invoices over the course of the contract.
5) The proposed solution should integrate with our WNS SAP-certified Accounts Payable Workbench (APW) with the following steps per process:
5.1) Import of reference files sent from University SAP ECC system to Contractor (new/changed Vendor information, Purchase Order headers sent as CSV text files).
5.2) Export of a reconciliation file (one file in XML format).
5.3) Export of invoice image files (one or many files in PDF format).
5.4) Export of invoice files (one or many files in XML format).
5.5) Import of a reconciliation response file (one file in XML format).
5.6) Transfer of the invoice data to APW.
Processing must be able to be performed once or several times a day every day.
All file import/exports are to be performed by web services created at the University.
All connections inbound to or outbound from Contractor to be PI Secure Connectivity SFTP adapter type.
Appropriate firewall security must be in place.
There must be procedures to recover from and restart the processing from any of the above steps if errors occur and also to ensure no duplicates are created.
two.2.5) Award criteria
Quality criterion - Name: Ability to meet the Scope of Service / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The contract will commence on the 1st April 2023 and, unless extended by the University, will complete by 31st March 2025.
The appointment may be extended for a further two 12-month periods from 1st April 2025:
- 1st April 2025 – 31st March 2026
- 1st April 2026 –31st March 2027
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
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.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-006602
Section five. Award of contract
Contract No
NU/1745-6
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
1 November 2022
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Parseq Ltd
Lowton Way, Hellaby
Rotherham
S66 8RY
Country
United Kingdom
NUTS code
- UKC - North East (England)
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £180,000
Total value of the contract/lot: £176,020
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Newcastle University
Newcastle upon Tyne
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Newcastle University
Newcastle upon Tyne
Country
United Kingdom