Research Grants Management System

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    "date": "2026-04-17T09:31:06+01:00",
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                "locality": "Birmingham",
                "postalCode": "B4 7ET",
                "country": "GB",
                "countryName": "United Kingdom",
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            "contactPoint": {
                "name": "SHIRLEY O'REILLY",
                "email": "procurement@aston.ac.uk"
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            "contactPoint": {
                "email": "consulting@fusionpractices.com"
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            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
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        "title": "Research Grants Management System",
        "description": "The University currently uses Unit 4 Agresso Research Costing and Pricing (ARCP) as its research grant management system and costing tool. It provides valuable data and reports as part of Aston's pre- and post-award grants processes and houses the approvals process via an automated system in Agresso. The tool also functions as a storage facility for application and award paperwork, tax liabilities and due diligence. All research reporting using PowerBI is underpinned by data held in ARCP. Due to Unit 4 issuing an end-of-life announcement, ARCP will no longer be supported or maintained from 31st December 2026. Without a timely viable alternative, there is a significant risk that the university would not be compliant with Cyber Essentials and critical business activities would grind to a halt. The ARCP system is used by Research and Enterprise and Research Finance, and provides information for the Finance Director, College Deans, and Vice Chancellor. Given the end-of life announcement for ARCP, the teams want to use this opportunity to find a solution that can deliver improved automation, collaboration and reporting across the teams involved in pre-award and post-award research funding enhancing strategic operations",
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        "value": {
            "amountGross": 596000,
            "currency": "GBP"
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        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
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            "features": "Stage 1 - Invitation to Tender (ITT) Stage The ITT stage is composed of 3 sub-stages; A) Procurement Specific Questionnaire B) Quality Evaluation C) Price Evaluation Following an initial evaluation of the ITT stage, it is anticipated that a shortlist of up to 5 highest scoring tenderers from stage 1 will proceed to stage 2 of the Competitive Flexible Procedure. In the best interest of all parties, Aston reserves the right to invite more or fewer suppliers to stage 2, depending on the closeness of the scores. The provisional ranking will not be disclosed to tenderers. Tenderers who are not shortlisted will be eliminated from the tender process at this stage. Stage 2 - Presentation/Interview Stage Shortlisted suppliers will be required to attend a Presentation/Interview in-person at Aston University, along with a panel of key Aston stakeholders. A brief will be provided at least 10 days prior to the Presentation/Interview date. No separate weighting has been reserved for this stage. The purpose of this stage is to provide an opportunity to confirm that the proposals made are deliverable, as well as verify tenderer's understanding and capabilities. Aston therefore reserves the right to adjust tender scores following the presentations, resulting in a final tender score for each tenderer. The Costs scores from the pricing element will be recalculated in accordance with the original methodology to reflect only the tenderers remaining in the process for this stage. Award Process The University will select the preferred bidder from among the Tenderers (the \"Preferred Bidder\"). The University may do so either: without further submissions, in which case the Preferred Bidder shall be the Tenderer whose submission scored highest at Stage 2 or with further submissions, by first entering into negotiations with all Tenderers whose tender submissions satisfied Mandatory Requirements, and then inviting all of those Tenderers to submit revised submissions, in which case the Preferred Bidder shall be the Tenderer whose revised submission scored highest. Preferred bidder The Preferred Bidder will be notified that it is the preferred bidder. The University reserves the right to enter into negotiations with the Preferred Bidder in order to finalise the terms of the contracts (e.g. clarifications, specifications, optimisation and other negotiations to confirm financial commitments or other terms contained in the Preferred Bidder's tender submission and / or BAFO). Where the University decides to enter into the contract without further negotiation and any standstill period has expired without any legal challenge being made, the University shall conclude the contract by issuing a contract award document. In addition, the University may send the Tenderer a legal agreement for signature for its records and in such circumstances the tenderer shall countersign and return the legal agreement to the University promptly (and no later than 7 days from the date of receipt of such legal agreement). When the University has made a final decision to award the Contract, and after the expiry of any Standstill Period (being 8 working days from the date of the Contract Award Notice), the University will notify the successful Tenderer(s) of the University's decision to award the Contract. If it has not already done so, the University will also notify any unsuccessful Tenderers including information on the characteristics and relative advantages (whilst respecting commercial sensitivity) of the successful Tender(s). Quality - 80% Price 20% Application Lifecycle Management 18.0% External Partner and Organisation Management 4.0% Workflow and Automation 8.0% System Integrations 10.0% Contracts and Due Diligence 4.0% Notifications and Communications 4.0% Data, Records and Compliance 4.0% Reporting and Analytics 10.0% Non-Functional Requirements 2.0% IT Non-Functional Requirements 13.0% Cost 20.0% Social Value 3.0%"
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                    "description": "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. The ability to continually meet the University's Key Performance Indicators and service level agreement whilst delivering best value and sustained performance and support will impact the decision to extend."
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