Scope
Reference
CU.1982.TH
Description
Cardiff University is looking to tender for an Accounts Payable Automation solution to enable a more efficient, cost effective and secure accounts payable process.
The university currently processes approximately 130,000 invoices per annum. The invoices are manually entered into Oracle EBS and saved locally.
We are looking for a SaaS based AP Automation solution to be implemented in the autumn of 2025, which is capable of processing invoices received via email, capturing and storing invoice data and images, and integrating to Oracle EBS AP Invoice Workbench.
Total value (estimated)
- £500,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 10 September 2025 to 9 September 2028
- Possible extension to 9 September 2030
- 5 years
Description of possible extension:
Optional Extensions
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
Submission
Enquiry deadline
10 July 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
14 July 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
26 August 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality | 50% | |
| Demonstration | Quality | 20% | |
| Price | Price | 20% | |
| ESG | Responsible Procurement |
Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Conditions of participation stage which is a mix of mandatory and scored questions.
The FIVE highest scoring bidders will be invited to submit proposals for the Quality (Part B) Stage.
Part B will include:
Quality Evaluation
Responsible Procurement Evaluation
Product Demonstration
Cost Evaluation
Documents
Associated tender documents
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Technical specifications to be met
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Contracting authority
CARDIFF UNIVERSITY
- Companies House: RC000089
- Public Procurement Organisation Number: PHVT-4343-HWYR
Park Place
Cardiff
CF10 3AT
United Kingdom
Email: procurement@cardiff.ac.uk
Website: http://www.cardiff.ac.uk
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales