Planning

Provsion of Research Award Management System

UNIVERSITY OF STRATHCLYDE

This public procurement record has 1 release in its history.

Planning

04 Nov 2024 at 00:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

The University of Strathclyde is in the planning stage of a public procurement process titled "Provision of Research Award Management System." The process is aimed at acquiring an award management system to support the costing and pricing of research and knowledge exchange projects. Located in Glasgow, this procurement falls under the education sector with key industry classifications like "Body governed by public law" and "48000000" under the CPV scheme. Notably, the University is conducting a Preliminary Market Consultation to inform future sourcing options, and the consultation phase has important dates: the future notice date is set for 1st February 2025. The anticipated budget is £750,000. The University plans to have key functionalities in place by Summer 2026 and additional functionalities by Summer 2027.

This tender presents significant business growth opportunities, especially for enterprises specialising in cloud-based management systems, data integration, and custom software development. Companies with expertise in research management, cost accounting, and financial system integration are well-suited for this project, given the complex requirements of integrating multiple systems like Unit 4 Cloud and Pure, among others. Vendors offering comprehensive implementation, training, and support services will find a favourable environment to demonstrate their capabilities and establish a lasting partnership with a leading educational institution.

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Notice Information

Notice Title

Provsion of Research Award Management System

Notice Description

In line with Reg 41 of the Public Contracts (Scotland) Regulations 2015 the University, prior to commencing a live procurement process, is using this notice to support Preliminary market consultation. The University of Strathclyde (UOS) seeks notes of interest from suppliers able to provide a modern comprehensive end to end award management system that as a minimum can support the costing and pricing of research and knowledge exchange projects. The University's costing, pricing and development of research and knowledge exchange projects is currently managed by 3 separate systems: -Costing and Pricing Module (CPM) from Unit 4, FMS for pre-award Research costing and pricing. -In-house solution for Knowledge Exchange costing: The KE Information Management system is used to produce costings for consultancy, services, expert witnesses, training, CPD, short course, publication, public engagement and facility / equipment access. -In-house solution for managing lifecycle and post-award finances: The Strathclyde Award Management is used to manage full lifecycle and post award finances of research projects; applications, award and project data is then shared with other systems (Pure, Agresso Finance[Unit 4 ERP], iTrent [not currently live but expected before this new system is in place] other in-house systems, FMS). The University is conducting this Preliminary market consultation to help inform future sourcing options for a solution that unifies the separate systems above. The new system will also have to integrate with our financial, research systems (Unit 4 Cloud and Pure) and internal systems for corporate management information. This will require the update and/or development of data integrations using modern API technology. The new system should be a cloud-based platform and hosted by the supplier and the University will require the supporting implementation services, training and ongoing maintenance & support.

Lot Information

Lot 1

Summary of main technical requirements: The University requires a system with the functionality to: -Allow a user (academic, research office, or other user) to create new records for project costings with a unique identifier. -Use workflow within the system to progress projects through approval process(es). The approver should be able to approve of return a project, providing comments. -Costing and pricing based on UK Government guidelines for implementation of TRAC and FEC, in accordance with funder quality assurance. -Calculate staff costs based on pre-defined salary scales and salaries of staff listed in the HR system, both on the basis of actual and banded salary. -Currency conversion. -Pricing of projects derived from the cost and/or funder settings. -Define user roles, types, access permissions and edit rights for users. -Reporting functionality or back-end reporting from database. -Number of system users: 850 (reviewers only 150) -Number of research and KE proposals: 1500* -Number of Contracts: 1500* -Number of Ethics applications*: 750 - Number of Export Control submissions: 700* * new annually In addition to the core specification, the university would like to be informed of other functionality e.g. Contracts Management, Ethics, Peer Review, Document storage (version control) that would be supplied with the proposed system. Our implementation timeframe is driven by our need to deliver a new solution for pre-award Research Costing and Pricing. Our aim is to deliver this by Summer 2026. (for the costing and pricing functionality). The additional functionalities (Contracts Management, Ethics, Peer Review) could be implemented by Summer 2027.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000781423
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=NOV517537
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
PCS Notice - Website Prior Information Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£750,000 £500K-£1M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
4 Nov 20241 years ago
Submission Deadline
Not specified
Future Notice Date
1 Feb 2025Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF STRATHCLYDE
Contact Name
Natasha Murray
Contact Email
natasha.murray@strath.ac.uk
Contact Phone
Not specified

Buyer Location

Locality
GLASGOW
Postcode
G1 1XQ
Post Town
Glasgow
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM3 West Central Scotland
Small Region (ITL 3)
TLM32 Glasgow City
Delivery Location
TLM82 Glasgow City
Local Authority
Glasgow City
Electoral Ward
Anderston/City/Yorkhill
Westminster Constituency
Glasgow North East

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=NOV517537
    Provsion of Research Award Management System - In line with Reg 41 of the Public Contracts (Scotland) Regulations 2015 the University, prior to commencing a live procurement process, is using this notice to support Preliminary market consultation. The University of Strathclyde (UOS) seeks notes of interest from suppliers able to provide a modern comprehensive end to end award management system that as a minimum can support the costing and pricing of research and knowledge exchange projects. The University's costing, pricing and development of research and knowledge exchange projects is currently managed by 3 separate systems: -Costing and Pricing Module (CPM) from Unit 4, FMS for pre-award Research costing and pricing. -In-house solution for Knowledge Exchange costing: The KE Information Management system is used to produce costings for consultancy, services, expert witnesses, training, CPD, short course, publication, public engagement and facility / equipment access. -In-house solution for managing lifecycle and post-award finances: The Strathclyde Award Management is used to manage full lifecycle and post award finances of research projects; applications, award and project data is then shared with other systems (Pure, Agresso Finance[Unit 4 ERP], iTrent [not currently live but expected before this new system is in place] other in-house systems, FMS). The University is conducting this Preliminary market consultation to help inform future sourcing options for a solution that unifies the separate systems above. The new system will also have to integrate with our financial, research systems (Unit 4 Cloud and Pure) and internal systems for corporate management information. This will require the update and/or development of data integrations using modern API technology. The new system should be a cloud-based platform and hosted by the supplier and the University will require the supporting implementation services, training and ongoing maintenance & support.

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