Section one: Contracting authority/entity
one.1) Name and addresses
UNIVERSITY OF YORK
Heslington
YORK
YO105DD
Contact
Rachel Devaney
Telephone
+44 1904328201
Country
United Kingdom
Region code
UKE21 - York
UK Register of Learning Providers (UKPRN number)
10007167
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
Research Management System
Reference number
UY PROC 1141
two.1.2) Main CPV code
- 48190000 - Educational software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
End to end research grant costing and management system, required to: cost research applications according to TRAC rules, seek project approval via the scheme of delegation, create applications for direct or portal submission, notify relevant project and contract stakeholders and to administer grants post award. In addition the software is used to create and manage research and research-related contracts.
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: £900,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKE21 - York
two.2.4) Description of the procurement
End to end research grant costing and management system, required to: cost research applications according to TRAC rules, seek project approval via the scheme of delegation, create applications for direct or portal submission, notify relevant project and contract stakeholders and to administer grants post award. In addition the software is used to create and manage research and research-related contracts.
In 2023, The University of York received £97m in research grants. It is therefore imperative that we have a market-leading system that can allow us to create, cost and administer our research applications and facilitate cross team collaboration and communication.
Following an open EU tender, we contracted with Worktribe in 2015. Through consideration of the market and discussions with colleagues at other institutions, Worktribe remains the market leader for end to end research management systems. Since our original tender we have made a substantial investment in embedded integrations with our finance and HR systems, research approval processes and staff training and development that make switching to another system economically unviable.
two.2.11) Information about options
Options: Yes
Description of options
This is a 5 year agreement with two further optional extensions of 24 months each. I.e. a total possible contract period of nine years. The contract sum gives the value of the contract for the total nine year period.
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:
The University of York received £97m in research grants. It is therefore imperative that we have a market-leading system that can allow us to create, cost and administer our research applications and facilitate cross team collaboration and communication.
Following an open EU tender, we contracted with Worktribe in 2015. Through consideration of the market and discussions with colleagues at other institutions, Worktribe remains the market leader for end to end research management systems. Since our original tender we have made a substantial investment in embedded integrations with our finance and HR systems, research approval processes and staff training and development that make switching to another system economically unviable.
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: 2015/S 249-455758
Section five. Award of contract/concession
Contract No
UY PROC 1141
Title
Research Management System
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
25 October 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
Worktribe Ltd
Bristol
BS8 3NB
Country
United Kingdom
NUTS code
- UKK11 - Bristol, City of
Companies House
04576074
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: £900,000
Section six. Complementary information
six.3) Additional information
The university reserves the right to add modules produced and or developed by the vendor which are linked and or aligned to the subject matter of the contract during the term of the contract. This will be in addition to the published contract sum.
six.4) Procedures for review
six.4.1) Review body
Legal Services - University of York
York
YO10 5DD
Country
United Kingdom