Scope
Reference
UKB0024
Description
UK Biobank (UKB) is seeking suppliers with the capacity and expertise to deliver a new Financial Management System (FMS) that will replace the current platform and provide the necessary modules to support UKB's business model.
UKB requires that the new FMS will support all key financial management activities, including Purchase to Pay, Accounts Receivable, Banking, Project Accounting, Timesheet Automation, Budgeting and Forecasting, Fund Accounting and Grant Management, Financial Accounting, Reporting and Analysis, Fixed Assets, Expenses, Stock and Financial Planning.
The replacement of this existing back-office software is a critical component of UKB's broader transformation strategy. The current finance system, Sage 200 Professional, has been in place for over a decade and no longer meets the demands of UKB's growing scale and complexity. UKB requires a modern, efficient, and scalable FMS which will support UKB's future ambitions.
Details in relation to the requirements for the FMS are set out in UKB's specification provided as part of the Associated Tender Documents.
A demonstration and a sandbox area for UKB staff to test the product will be requested from all shortlisted bidders. This will not be scored separately but will be used to verify the written submission. If any clarification questions are needed after the demonstration or sandbox access, UKB will raise these with bidders in writing.
UKB will provide a remote briefing session on 21 July 2025 in relation to this opportunity for interested organisations. Please register your interest in attending the session by sending contact details for people who want to attend to tenders@ukbiobank.ac.uk.
Total value (estimated)
- £850,000 excluding VAT
- £1,020,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 27 February 2026 to 26 February 2031
- Possible extension to 26 February 2036
- 10 years
Description of possible extension:
UKB will have the option to extend its Contract annually for a further 5 years. This would lead to a maximum total term of around 10 years and 6 months (assuming a six-month implementation period), with the Contract to commence in early 2026 following contract award.
Main procurement category
Goods
CPV classifications
- 48442000 - Financial systems software package
- 48440000 - Financial analysis and accounting software package
Contract locations
- UK - United Kingdom
Participation
Technical ability conditions of participation
UKB is conducting a 2-stage process. UKB has set a number of conditions of participation as part of a separate Procurement Specific Questionnaire (PSQ) first stage. Interested organisations are required to complete and submit a response to UKB's PSQ by the deadline specified in section 2.2.9 of the PSQ. A number of the conditions of participation will be assessed on a Pass/Fail basis including economic and financial standing and requirements in relation to modern slavery. UKB has also included conditions of participation in relation to technical ability which are assessed on a scored basis. The weightings for this are Experience of delivering similar Financial Management Systems for similar entities (30%), Experience of Data migration (20%), Implementation experience (20%), Experience of training and post implementation support (15%), Experience of system testing and support (15%). Potential Suppliers that are not excluded from the procurement (by reference to exclusion grounds and in accordance with the Procurement Act 2023) and achieve a Pass in relation to all Pass/Fail questions will have their PSQ responses ranked by reference to their total scores achieved for technical ability. UKB will shortlist the six (6) highest ranking PSQ responses to be invited to the tender stage of the process and reserves the right to invite the Potential Supplier ranked in 7th and 8th place if the relevant PSQ Response score is within 5% of the sixth highest ranking PSQ Response. Further details are set out in the PSQ.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
31 July 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
8 August 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 February 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Functional Requirements | 40% |
Quality |
| Non-functional/ technical requirements | 25% |
Quality |
| Implementation services | 10% |
Quality |
| Price | 25% |
Price |
Weighting description
Shortlisted bidders will be required to submit a tender to UKB. The quality questions comprise two sections: Section A mandatory criteria relating to compliance with the minimum requirements in the specification (including functional requirements,
non-functional requirements and implementation and support services) which are assessed on a Pass/Fail basis; and Section B scored quality questions with criteria as described below for Functional Requirements, Non-Functional Requirements and...
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
UKB is conducting a 2-stage process. UKB has set a number of conditions of participation as part of a separate Procurement Specific Questionnaire (PSQ) first stage. Shortlisted bidders will be required to submit a tender to UKB as part of the second stage.
UKB does not envisage holding any negotiation sessions with shortlisted bidders but reserves the right to hold clarification and/or negotiation meetings following submission of tenders.
Documents
Associated tender documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605684
Expression of Interest document
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605694
Procurement Specific Questionnaire
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605686
Draft Specification
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605687
Draft Invitation to Tender
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605696
Key Contractual Principles
Contracting authority
UK Biobank Ltd
- Public Procurement Organisation Number: PXGY-4832-TWCN
1-2 Spectrum Way
Stockport
SK3 0SA
United Kingdom
Email: tenders@ukbiobank.ac.uk
Website: http://www.ukbiobank.ac.uk
Region: UKD35 - Greater Manchester South East
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)