Procurement Intake & orchestration Software as a Service (SaaS)

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06a68f-2026-05-27T14:49:51+01:00",
    "date": "2026-05-27T14:49:51+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 LTD",
            "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 LTD"
    },
    "tender": {
        "id": "ocds-h6vhtk-06a68f",
        "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": "planned",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "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. The SAP -Ariba registration period will end on 29 May at 23.59 hours. You must contact baljinder.besra@nationalgrid.com and provide a completed registration form by this deadline. A Tender Notice is estimated to be issued between 2nd and 5th June 2026 and suppliers will be invited to tender on the same day that the Tender Notice is issued. The RFP will consist of 2 steps; Step A -Supplier Self-Assessment questionnaire comprising 19 questions; only suppliers that respond \"Yes\" to 17 /19 questions shall receive the full RFP documents and will be the only ones who may enter the competition. The Supplier Self-Assessment is provided with this notice for your perusal. Do not complete the questionnaire. Do not return the questionnaire, it is only provided for your information to enable you to determine if you can meet the requirements, prior to you deciding to register on Ariba. The Assessment will be issued on Ariba when the Tender Notice is released. Step B Full RFP submissions shall undergo the following stages; 1. Release of the RFP on SAP Ariba (25 days) 2. Desktop evaluation of RFP written responses for all criteria; quality, commercial and due diligence fulfilment. 3. Up to the top five suppliers will be invited to presentations and system demonstrations, suppliers that are not part of the selected five shall be relegated and notified. 4. Following presentations and system demonstrations, suppliers will be ranked from the highest to the lowest. 5. At least 1 and up to a maximum of 2 suppliers may be invited to negotiation, a second supplier may be invited at National Grid's discretion, and that is only if National Grid sees merit in a negotiation of 2 suppliers. 6. Contract negotiation will take place, agreement of contractual terms and acceptance of the commercial offer should result in contract award. An estimated timeline is provided; in the document titled 'RFP estimated timeline'."
        },
        "mainProcurementCategory": "goods",
        "specialRegime": [
            "utilities"
        ],
        "aboveThreshold": true,
        "submissionMethodDetails": "The EOI & Ariba registration form should be sent to baljinder.besra@nationalgrid.com The SAP Ariba tendering event will only become available upon completion of supplier onboarding and upon release of the RFP on the planned date that is expected to fall between 2nd to 5th June 2026. www.ariba.com",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-06-27T23:59:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-09-07T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "planned",
                "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"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "technical",
                            "description": "Suppliers must meet requirements listed in the Supplier Self Assessment questionnaire (the document is attached)."
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-09-21T00:00:00+01:00",
                    "endDate": "2029-09-21T23:59:59+01:00",
                    "maxExtentDate": "2034-09-21T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Following the initial 3 year term, the contract may be extended annually for up to 5 extension years if National Grid desires extension periods."
                }
            }
        ],
        "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"
            }
        ],
        "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."
        }
    },
    "language": "en"
}