Procurement Intake & orchestration Software as a Service (SaaS)

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06a68f-2026-06-09T23:48:42+01:00",
    "date": "2026-06-09T23:48:42+01:00",
    "ocid": "ocds-h6vhtk-06a68f",
    "initiationType": "tender",
    "planning": {
        "documents": [
            {
                "id": "049780-2026",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK3",
                "description": "Planned procurement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/049780-2026",
                "datePublished": "2026-05-27T14:49:51+01:00",
                "format": "text/html"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-COH-04508773",
            "name": "NATIONAL GRID UK LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "04508773"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PGTR-4481-CJPQ"
                }
            ],
            "address": {
                "streetAddress": "1-3 Strand",
                "locality": "London",
                "postalCode": "WC2N 5EH",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI32"
            },
            "contactPoint": {
                "name": "Baljinder Besra",
                "email": "baljinder.besra@nationalgrid.com"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "privateUtility",
                        "scheme": "UK_CA_TYPE",
                        "description": "Private utility"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-04508773",
        "name": "NATIONAL GRID UK LIMITED"
    },
    "tender": {
        "id": "Ariba Reference WS5597625923",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Procurement Intake & orchestration Software as a Service (SaaS)",
        "description": "National Grid is seeking to secure a contract for the provision of Procurement Intake and Orchestration Software as a Service (SaaS). The service being sought is Software as a Service (SaaS) Licensing models should be provided. System integrations into Coupa and SAP-Ariba are required. User acceptance testing will be undertaken. Artificial intelligence that enables accurate and reliable executions is required. The software should be a commercial off the shelf product. National Grid's current Source 2 Pay (S2P) landscape has fragmented systems, inconsistent intake routes, and heavy manual coordination across sourcing, purchasing, and payment processes, creating friction for end users and limiting procurement's ability to control demand, enforce policy, and deliver value at scale. Employees navigate multiple tools and approval paths depending on category, business unit, and geography, resulting in long cycle times, unmanaged or maverick spend, poor visibility of requests in flight, and downstream issues in P2P execution. As procurement volumes and complexity continue to grow, this operating model does not scale and constrains the adoption of AI. National Grid is advancing a multi-year digital transformation of the Procurement function across both UK and US to enhance strategic sourcing, supplier engagement, and operational efficiency. Building on foundational efforts, the FY 26-27 initiative will focus on upgrading core platforms, automating processes, and preparing for future technologies and agentic AI. As part of this digital transformation, the procurement team is running an RFP for a procurement intake and orchestration solution.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "1. Step A - Self-Assessment Tenderers are permitted and required to self-evaluate to determine if they are suitable for progression to Step B of this RFP. Tenderers achieving the required score in the self-assessment will be granted entry to Step B. The required score is 17/19. National Grid shall validate the responses before progression to step B is permitted. The self-assessment questionnaire was published on Find a Tender within the Planned Procurement Notice on 27 May 2026. 2. Step B Detailed set of competition documents A detailed set of documents will be made available. Tenderers should complete documents. 3. Desktop Evaluation of Tender Documents A Desktop evaluation of technical and functional sections of your responses will be undertaken in accordance with the scoring criteria. Tenders shall be ranked in order from highest to lowest for functional and technical capabilities, the highest scorer shall be ranked as position 1, and others shall be pegged against the highest scorer. Tenders falling towards the bottom shall be relegated. Higher scoring tenders shall be considered for the next stage of down-selection. Supporting IT Security documents & due diligence documents will be assessed. Tenderers are asked to supply 2 case studies. Each case study must be no more than one side of A4, clearly outlining the business objective, implementation approach, and value achieved. Tenderers may be asked to explain their security posture. National Grid may seek additional information, certificates and proofs, beyond those submitted. The Compliance Questionnaire will be assessed. Because of National Grid's legal, regulatory obligations and duties, Tenders are expected to satisfactorily meet due diligence requirements. Two case studies will provide qualitative information. National Grid will only use case studies to understand your company's approach to system delivery. Case studies are not evaluated and do not affect scores. 4. Commercial Evaluation Pricing documents shall be evaluated & pricing shall be ranked from lowest to highest. 5. Combined Scoring Technical, functional and commercial scores shall be combined, and tenders shall be ranked from highest to lowest. Up to the top 5 scorers will be invited to proceed to presentations and demonstrations. 6. Presentations & System Demonstrations Following your presentation / demo, original scores may be adjusted in accordance with the scoring criteria. The presentation / demo is your opportunity to evidence system capabilities. Failure to provide proof of functional and technical capabilities in the presentations/demos could result in a reduction in original scores and vice versa. The same evaluators shall undertake the original scores and subsequent adjustments. Presentations/demos shall be recorded on Teams. Adjustment of scores was notified in the Planned Procurement Notice on 27 May 2026. National Grid may request additional demos and seek clarifications. Upon completion of scoring and ranking, National Grid shall down-select at least 1 and up to 2 Tenderers to negotiations, this selection shall be made from the top 5 scoring Tenderers. Tenderers that did not make the top 5 will not be amongst the selection. 7. Contractual Negotiation Contract negotiations shall take place. References and proofs may be sought. Security vetting should be completed to satisfactory levels. National Grid may seek BAFO's. BAFO's affect commercial scores only. The scope should not change during negotiations. The Contract Award Criteria will remain fixed during the negotiation period and will not change. Following agreement of contractual Terms & Conditions including the commercial offer and the statement of work; ideally, the successful Tenderer should be confirmed, and award will be placed with the MAT. Successive negotiation; If a successful outcome is not achieved through negotiations with either 1 or 2 of the top Tenderers, then National Grid may invite in succession, each of the remaining 3 Tenderers from the top 5 in the order of their ranking if and until a successful outcome is achieved. Subject to successful agreement, a contract award will be formed."
        },
        "mainProcurementCategory": "goods",
        "specialRegime": [
            "utilities"
        ],
        "aboveThreshold": true,
        "submissionMethodDetails": "The Request for Proposal shall take place in the SAP-Ariba sourcing platform. Suppliers interested in tendering for this service must be registered on SAP-Ariba. The accompanying form; 'Expression of Interest (EOI) & SAP Ariba onboarding form' must be completed in order to enter the competition. Even if you have an existing SAP Ariba account you must complete and return the form. You must send the form to baljinder.besra@nationalgrid.com Tender documents will become available upon completion of onboarding. www.ariba.com",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-07-06T09:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-09-29T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Functional",
                            "description": "Functional system criteria",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Technical",
                            "description": "Technical criteria includes security provisions and system architecture",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Commercial",
                            "description": "Pricing",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Functional",
                            "description": "Functional system criteria",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Technical",
                            "description": "Technical criteria includes security provisions and system architecture",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Commercial",
                            "description": "Price",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "technical",
                            "description": "Suppliers must meet requirements listed in the Supplier Self Assessment questionnaire (the document is attached)."
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-09-29T00:00:00+01:00",
                    "endDate": "2029-09-28T23:59:59+01:00",
                    "maxExtentDate": "2034-09-28T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract may be extended annually. The estimated value of the contract is not known by National Grid. This is because there is usually a wide variance in pricing that is caused by the size, scale and reach of software providers who range from start-ups, Small to Medium Enterprises (SME's) and global companies. Therefore, the estimated price purely consists of the threshold amount in the Procurement Act 2023; Schedule 1; Threshold Amounts; row 6; PS415,440 multiplied by the maximum number of anticipated contract years. No indexation has been applied to the number."
                },
                "value": {
                    "amountGross": 3988224,
                    "amount": 3323520,
                    "currency": "GBP"
                }
            }
        ],
        "documents": [
            {
                "id": "A-15675",
                "documentType": "biddingDocuments",
                "description": "EOI and Ariba onboarding form",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-15675",
                "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
            },
            {
                "id": "A-16847",
                "documentType": "biddingDocuments",
                "description": "RFP estimated timeline.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-16847",
                "format": "application/pdf"
            },
            {
                "id": "A-16848",
                "documentType": "biddingDocuments",
                "description": "Supplier Self Assessment",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-16848",
                "format": "application/pdf"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "A-17514",
                "documentType": "biddingDocuments",
                "description": "Expression of Interest form plus SAP Ariba registration.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-17514",
                "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
            },
            {
                "id": "054501-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/054501-2026",
                "datePublished": "2026-06-09T23:48:42+01:00",
                "format": "text/html"
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-06-02T23:59:59+01:00"
        },
        "contractTerms": {
            "financialTerms": "National Grid has a preference of 42 days for payment of invoices, the process for invoices and payments is undertaken in the Coupa P2P system."
        },
        "value": {
            "amountGross": 3988224,
            "amount": 3323520,
            "currency": "GBP"
        },
        "enquiryPeriod": {
            "endDate": "2026-07-01T18:00:00+01:00"
        }
    },
    "language": "en"
}