Research Ethics Management System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-051ff4-2025-09-24T14:32:48+01:00",
    "date": "2025-09-24T14:32:48+01:00",
    "ocid": "ocds-h6vhtk-051ff4",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-RC000904",
            "name": "ASTON UNIVERSITY",
            "identifier": {
                "scheme": "GB-COH",
                "id": "RC000904"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PTLB-7496-TPTR"
                }
            ],
            "address": {
                "streetAddress": "Aston Triangle",
                "locality": "Birmingham",
                "postalCode": "B4 7ET",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG31"
            },
            "contactPoint": {
                "name": "SHIRLEY O'REILLY",
                "email": "procurement@aston.ac.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.aston.ac.uk/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PJHX-2541-MGGZ",
            "name": "F1 Solutions Pty Ltd",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJHX-2541-MGGZ"
            },
            "address": {
                "streetAddress": "103-105 Northbourne Avenue",
                "locality": "Turner",
                "postalCode": "2612",
                "country": "AU",
                "countryName": "Australia",
                "region": "AU"
            },
            "contactPoint": {
                "email": "tenders@f1solutions.com.au"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.f1solutions.com.au",
                "scale": "sme",
                "vcse": false
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-RC000904",
        "name": "ASTON UNIVERSITY"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "As part of the Discovery Phase for this project, the Research Integrity Office (RIO) conducted a series of informal market engagement discussions with several prospective suppliers. These conversations were instrumental in shaping the project's scope, refining requirements, and informing the budget for the next stages of work. This early engagement supported the development of the internal business case by: Enhancing understanding of the supplier landscape; Gaining insight into indicative pricing models; and Identifying potential delivery approaches aligned with sector best practices. In addition to supplier engagement, the RIO undertook desktop research and consulted with peer institutions in the Higher Education sector that currently use research ethics management systems. These activities provided valuable context on system capabilities, implementation challenges, and user experiences. The primary objectives of this engagement were to: Assess the feasibility of Aston University's requirements; Identify potential constraints and opportunities in the market; and Establish a realistic understanding of the investment required for a fit-for-purpose system that aligns with the University's strategic objectives.",
                "dateMet": "2025-03-31T00:00:00+01:00",
                "status": "met"
            }
        ],
        "documents": [
            {
                "id": "025538-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/025538-2025",
                "datePublished": "2025-05-23T09:13:47+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "1109",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Research Ethics Management System",
        "description": "Aston University is seeking proposals from Suppliers who are able to provide a Research Ethics Management System suitable for use within a Higher Education Environment. The Research Integrity Office (RIO) are responsible for ethics evaluation of research projects across the following stakeholder groups: * Research active staff. * Postgraduate Researchers (PGRs). * UG/PG taught students. Ethics management consists of entirely manual processes involving email, MS Word, and MS Excel, delivered by three people. The RIO is a small team for the workload, smaller than equivalent teams at other institutions. Whilst the team has grown, so has the complexity and volume of their workload. With the workload demand of the current process, there are not enough reviewers in the Colleges. With this manual and unsustainable way of working, process reengineering is required with proactive and compliant solutions to allow staff to manage the ethics approval process, in an efficient environment where there is positive sentiment and an understanding of the consequences and the broader context of ethical approval. Proposals will also include ongoing hosting and maintenance provision. The full specification is available as part of the procurement documents available through Aston's e-tendering portal.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "72260000",
                        "description": "Software-related services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKG31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKG31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 215000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2025-07-31T00:00:00+01:00",
                    "endDate": "2028-07-30T23:59:59+01:00",
                    "maxExtentDate": "2030-07-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "complete",
                "value": {
                    "amountGross": 215000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Functional and Non-Functional Requirements",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Pricing and Milestones",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "renewal": {
                    "description": "The inital contract period will be for 3 years with the option to extend for a further 2 years, based on 2 x12 month periods. Any subsequent extension to the contract will be agreed between Aston and the Supplier. It is likely that Aston will seek the Supplier to demonstrate improvements and/or price reductions before considering an extension. For any extension(s) to the contract, discussions with the Supplier shall be conducted sufficiently far in advance of the contract expiry date to arrive at an agreed position."
                }
            }
        ],
        "status": "complete",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "Submissions must be made via our e-tendering portal ProContract. Suppliers will need to register to gain access to the project using the following url address - https://procontract.due-north.com/Opportunities/Index?v=2",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-06-17T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-06-10T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2025-07-09T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "technicalSpecifications",
                "description": "Suppliers are required to submit their tender response on our e-tendering portal ProContract. Suppliers must first regiser on the ProContract portal to enable access to the tender documentation. Please use the following URL https://procontract.due-north.com/Opportunities/Index?v=2",
                "url": "https://procontract.due-north.com/Opportunities/Index?v=2"
            },
            {
                "id": "026106-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/026106-2025",
                "datePublished": "2025-05-23T12:04:38+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2029-03-31T23:59:59+01:00"
                }
            ]
        },
        "riskDetails": "Dependency on third-party data integration timelines that result in delays beyond the control of the project team. This may trigger the need to adjust deliverables, requirements etc."
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 14,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "finalStageBids",
                "value": 6,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "smeFinalStageBids",
                "value": 5,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "status": "active",
            "date": "2025-07-31T00:00:00+01:00",
            "value": {
                "amountGross": 142000,
                "currency": "GBP"
            },
            "mainProcurementCategory": "services",
            "aboveThreshold": false,
            "suppliers": [
                {
                    "id": "GB-PPON-PJHX-2541-MGGZ",
                    "name": "F1 Solutions Pty Ltd"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "72260000",
                            "description": "Software-related services"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKG31",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        },
                        {
                            "region": "UKG31",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "contractPeriod": {
                "startDate": "2025-08-15T00:00:00+01:00",
                "endDate": "2028-08-31T23:59:59+01:00",
                "maxExtentDate": "2030-08-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "2 years"
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "045258-2025",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/045258-2025",
                    "datePublished": "2025-08-01T14:09:17+01:00",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2025-08-01T00:00:00+01:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2025-08-14T23:59:59+01:00",
                    "status": "scheduled"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "1",
            "awardID": "1",
            "status": "active",
            "period": {
                "startDate": "2026-03-31T00:00:00+01:00",
                "endDate": "2029-03-30T23:59:59+01:00",
                "maxExtentDate": "2031-03-30T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "12 months + 12 months"
            },
            "value": {
                "amountGross": 117755,
                "currency": "GBP"
            },
            "aboveThreshold": false,
            "dateSigned": "2025-09-24T00:00:00+01:00",
            "documents": [
                {
                    "id": "059303-2025",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/059303-2025",
                    "datePublished": "2025-09-24T14:32:48+01:00",
                    "format": "text/html"
                }
            ]
        }
    ]
}