Published date: 27 September 2023

Last edited date: 18 October 2023

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 27 October 2023, 12pm

Contract summary

Industry

  • Financial analysis and accounting software package - 48440000

  • Time accounting or human resources software package - 48450000

  • Procurement software package - 48490000

Location of contract

GU24 0NF

Value of contract

£700,000

Procurement reference

FIN002-SYSTEMS2023

Published date

27 September 2023

Closing date

27 October 2023

Closing time

12pm

Contract start date

1 February 2024

Contract end date

31 December 2030

Contract type

Supply contract

Procedure type

Open procedure (above threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The Institute requires a fully integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System or integrated ERP System.

The requirements are to be met by a reliable, single sign-on (active directory), integrated system and will include migration, transition, training, implementation and ongoing support and maintenance.

The Institute will seek a live system commencement date of 1st April 2025 for fully tested systems and processes.

The key areas for implementation of a new system include:

• Grants management capabilities including grant concept, grant proposal / application; grant submission; grant funding; grant management and grant close. The solution must be able to allocate a scientists salary cost across multiple projects and flow into / update in, the relevant project budgets.
• Financial management capabilities including full economic costing (overhead absorption); accounts payable; accounts receivable; fixed assets; general ledger; project ledger; sales ledger, purchase ledger, expenses planning; budgeting; forecasting; and cash management.
• Human resource management capabilities including recruitment; working terms and conditions; attendance and absence; information and records; transfers; employee relations; legal cases; occupational health; immigration visa's; housing; learning and development; job evaluation and grading; performance management, reward, and recognition; exit process; time and attendance; and employee self-service.
• Inventory capabilities.
• Procurement management capabilities including raising requisitions; processing purchase orders; punch-out to supplier websites; receipting goods and services; managing supplier returns; dangerous goods; identifying orders >£10k (quotes); identifying orders; stores; inventory; and specialised shipping.
• Self-service capabilities including the ability for end users to access items to action; personal data; team calendar; pay details; HR details; expenses; procurement; training; and professional details.
• Chart of Accounts structure or alternate concept.
• Labour distribution capabilities including the ability to allocate end users (specifically scientist) across multiple projects.
• Workflow capabilities in Finance, HR, Payroll, Procurement, Grants, Self-service, COA, Reporting, Approvals and Project Module.
• Internal and external reporting capabilities across all areas of grants management; financial management; human resource management; payroll; procurement management, self-service, COA, reporting and project module.
• Approvals management across all areas of grants management; financial management; human resource management; inventory; procurement management, self-service, COA, reporting and project module.

All ITT Responses must be submitted to the Institute via email to pirbrighttenders@pirbright.ac.uk.

See attached documentation.

More information

Attachments

About the buyer

Contact name

Lester Demmer

Address

Pirbright
WOKING
GU240NF
England

Telephone

0148 3231481

Email

pirbrighttenders@pirbright.ac.uk