Scope
Reference
C387685
Description
The Agency is seeking to let a contract for a three-year period, with two twelve-month optional extensions (for a total possible five-year contract term) to one Supplier.
The Agency is seeking to let a contract with a phased approach to deliverables. There will be a Phase I consisting of mandatory works, which, at the discretion of MHRA may lead-in to a second Phase of works.
The MHRA manufactures Biological Reference Materials ("standards") that support the harmonisation of biological medicines and ensure the accuracy of diagnostic tests. Such standards are produced and distributed from the MHRA's Science Campus based in Hertfordshire, UK and are distributed globally via the NIBSC website. To support this essential function, the Agency is seeking to replace its legacy dispatch system, Assist4, which is scheduled for retirement by December 2026.
The MHRA also produces British Pharmacopoeia Chemical Reference Substances (BPCRS) which is currently contracted out to LGC who also manage despatch through their in-house dispatch system and so not in scope of this requirement.
The immediate priority is to secure a modern, scalable dispatch solution that ensures continuity of logistics and shipping operations and integrates effectively with MHRA's existing inventory system also known as "Ingenica 360" that is built on the MS dynamics platform.
While the dispatch functionality described above is the core requirement, the Agency strongly encourages modular solutions that can be extended in future phases to support inventory management, trade compliance, forecasting, courier booking, and integration with its e-commerce web-based platform. This modular approach aligns with MHRA's long-term goal to streamline operations across inventory management, sales and dispatch, alongside its Manufacturing Resource Planning (MRP) lifecycle.
MHRA remains open to innovative approaches that meet its evolving operational needs.
Total value (estimated)
- £600,000 excluding VAT
- £720,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 19 January 2026 to 19 January 2029
- Possible extension to 19 January 2031
- 5 years, 1 day
Description of possible extension:
Two annual options for the Agency to extend the Contract Term by twelve months
Options
The right to additional purchases while the contract is valid.
Two annual options for the Agency to extend the Contract Term by twelve months
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 72212451 - Enterprise resource planning software development services
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
12 December 2025, 2:00pm
Tender submission deadline
12 December 2025, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
7 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 70.00% |
| Price | Price | 30.00% |
Other information
Payment terms
As per Contract Terms
Description of risks to contract performance
As per Contract Terms
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
PME was undertaken, unsuccessfully, via a CCS purchasing framework. This PME activity received zero responses from the supplier base. As such, it was determined that an Open Tender Above Threshold via FTS would be a better route to market.
Documents
Associated tender documents
C387685 Dispatch System Software ITT.docx
C387685 PSQ.docx
C387685 Appendix J Pricing.xlsx
C387685 Appendix D Contract Draft.docx
Contracting authority
MHRA
- Public Procurement Organisation Number: PJLJ-9824-VXPG
10 South Colonnade, Canary Wharf
London
E14 4PU
United Kingdom
Contact name: Jonathon Moloney
Telephone: 07584538678
Email: commercial@mha.gov.uk
Website: https://www.gov.uk/government/organisations/medicines-and-healthcare-products-regulatory-agency
Region: UKI42 - Tower Hamlets
Organisation type: Public authority - central government