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.
Contract 1. Invoice Automation Tool
Supplier
Contract value
- £504,912 including VAT
Above the relevant threshold
Award decision date
8 September 2025
Date assessment summaries were sent to tenderers
8 September 2025
Standstill period
- End: 17 September 2025
- 8 working days
Earliest date the contract will be signed
18 September 2025
Contract dates (estimated)
- 18 September 2025 to 17 September 2028
- Possible extension to 17 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
Information about tenders
- 5 tenders received
- 5 tenders assessed in the final stage:
- 4 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 4 suppliers unsuccessful (details included for contracts over £5 million)
Submission
Submission type
Tenders
Procedure
Procedure type
Competitive flexible procedure
Supplier
DOCUMATION SOFTWARE LIMITED
- Companies House: 02528958
- Public Procurement Organisation Number: PBHH-3414-LLDL
White Building
Southampton
SO15 2NP
United Kingdom
Email: listeningteam@documation.co.uk
Website: http://www.documation.co.uk
Region: UKJ32 - Southampton
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Invoice Automation Tool
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