Section one: Contracting authority/entity
one.1) Name and addresses
Loughborough University
Anna
Loughborough
LE11 3TU
Contact
Mrs Anna Elizabeth Ellis
Telephone
+44 1509223808
Country
United Kingdom
Region code
UKF2 - Leicestershire, Rutland and Northamptonshire
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
Provision of a Research Information Management System
Reference number
LU00892
two.1.2) Main CPV code
- 48100000 - Industry specific software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The proposed contract is for an off-the-shelf Research Management System that will support end-to-end processes for pre-award (bid development, costing and internal approval workflows), award set up, contracts management and post-award monitoring for research, innovation and consultancy projects within a single platform. The system implementation will include integration with Loughborough University’s Finance and HR system. The system will provide a suite of user-friendly tools that enable appropriate access for different user groups at the University to be able to monitor progress, manage and report on research and innovation applications (both in-development and submitted), awards and projects.
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: £2,500,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF2 - Leicestershire, Rutland and Northamptonshire
Main site or place of performance
Leicestershire, Rutland and Northamptonshire
two.2.4) Description of the procurement
Supply and implementation of a Research Management System to support end-to-end application and award processes (from bid development to project closure), comprised of the following products: Pre-award, Post-award, Reporting, and Contracts modules. The University has an ambitious new strategy for Research and Innovation and requires a system solution that will enable us to handle the increasing size and complexity of our research and innovation project portfolio. In pursuit of our strategic aims, the system will transform the way we manage research and innovation projects by, among many other things, streamlining and standardising our processes
two.2.11) Information about options
Options: No
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
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:
Negotiated procedure without prior publication Through review of frameworks, soft market testing and informal discussions with staff at other institutions, we have concluded that Worktribe is the only proven solution available in the market that meets LU’s requirements. Other products were considered but ruled out as they did not offer functionality that addressed the full scope of the project requirements, and only delivered functionality to support some aspects. This would result in the need for use of multiple systems and complex integrations to deliver our requirements, which would inevitably increase complexity and implementation time required, and is inconsistent with our vision for a coherently integrated suite of digital tools and a reduction in the use of disparate technology. Use of multiple different systems would be to the detriment of user experience for our staff and would likely result in inefficiencies such as the re-keying of data across multiple systems. LU requires a solution that: •offers comprehensive end-to-end functionality for managing pre-award applications, costings, approval workflows, contracts, project set-up and post-award management for research, innovation and consultancy projects, as well as data and reporting capability for all information held within the system. •is a mature, tried and tested product that does not require any significant capability development •is recommended by multiple HEIs with similar integration requirements and research portfolio complexity •has proven integration capability with LU’s Finance system (Unit4 ERP – Agresso) and HR System (iTrent) for seamless transition of information for the purposes of costing project proposals, setting up budget codes and managing project budgets. •enables user groups to access information that is relevant to their roles through a user-friendly interface •is offered off-the-shelf and the supplier must be in a position to meet LU’s ambitious desired implementation timescales in support of the University’s strategic goals. Concerns raised about other system solutions included: •Primary capabilities of the system were either as a Current Research Information System (CRIS) or as an Ethics system. Ethics processes and management of research outputs / institutional repository are outside of scope for this project and not currently of interest. •Solution did not include an established Full Economic Costing tool for research and innovation projects. •Solution did not offer tools to manage the contracts aspect of the requirement. •Complex, un-proven integrations with other systems would be required to deliver the full requirement. •Not widely proven in the sector by other HEIs with similar integration requirements and research portfolio complexity that is in line with LU’s ambitions. Worktribe is the only vendor that offers an off-the-shelf, ready-to-use solution with end-to-end functionality and fully integrated workflows for Pre-Award, Post-Award, Contracts management and reporting within a single, user-friendly platform. Worktribe is therefore the only practical solution to meet LU’s requirements.
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
LU00892
Title
Provision of a Research Information Management System
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
23 November 2023
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
Worktribe Ltd
Engineers House, The Promenade, Clifton Down
Bristol
BS8 3NB
Country
United Kingdom
NUTS code
- UKF2 - Leicestershire, Rutland and Northamptonshire
National registration number
04576074
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £2,500,000
Section six. Complementary information
six.3) Additional information
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=825934526" target="_blank">https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=825934526
GO Reference: GO-20231124-PRO-24617859
six.4) Procedures for review
six.4.1) Review body
Loughborough University
Epinal Way
Loughborough
LE11 3TU
Telephone
+44 1509228186
Country
United Kingdom