--- title: "NU2108 - Samples Management System" ocid: "ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383.json" source: "Contracts Finder" current_stage: "Tender" buyer: "NEWCASTLE UNIVERSITY" published: "2025-01-20" --- # NU2108 - Samples Management System Buyer: NEWCASTLE UNIVERSITY Current stage: Tender OCID: ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-a52c3dca-db37-4667-b16f-54522b167383.json) ## Summary Newcastle University is currently seeking to procure a new samples management system, titled "NU2108 - Samples Management System," as their current system, implemented in 2012, is no longer fit for purpose. This tender falls under the industry category of "Software package and information systems" with an additional classification of "IT services: consulting, software development, Internet and support." Located in Newcastle upon Tyne, England, the procurement is at the Tender stage with a deadline for expressing interest by 4pm GMT on 7th February 2025. The contract is set to begin on 1st July 2025 and end on 30th June 2026. Interested parties should contact Ola Smith and Jessica Watson via email for the full briefing document. This tender offers significant opportunities for businesses specialising in software development and IT services, particularly those that can demonstrate experience in creating scalable, compliant systems for managing data and samples. Small and medium-sized enterprises (SMEs) are particularly encouraged to participate. The successful vendor will not only provide the software but also offer ongoing support, user training, and ensure the system's compliance with Good Clinical Practice (GCP), Human Tissue Act (HTA), and GDPR. Businesses capable of offering comprehensive, compliant systems with robust data management and reporting capabilities will find this an excellent opportunity to collaborate with a leading university renowned for its research excellence. ## Notice Newcastle University are looking to procure a samples management system. The University uses a samples management system that was implemented in 2012 but is no longer fit for purpose. Several issues have been identified with this system, leading us to consider an alternative solution. The strategic aims of the project are: * To implement a system which will help to provide the infrastructure for high quality translational research - including clinical trials undertaken as part of undergraduate and post graduate research projects. * To manage the University tissue databanks for researchers across the campus as well as provide access via web. * Access to large numbers of well characterised samples which will enable Newcastle University to maintain its competitive position in relation to other Universities in the Russell Group. * To provide the tools for the University to continue to be a Centre of Excellence for translational research within the Northeast region. The key benefits/outputs and deliverables are: * Provide sample visibility and sample tracking with full audit trail. * Import existing samples and related information. * Provide a web-based facility that is accessible from outside our network and potentially to external users. * Implement a level of authorisation and project-based as well as user-based access to the databases. * Provide reports by single instance and consolidated reports. * Provide 2D Bar code system. The selected vendor is expected cover the following: * Provision of a comprehensive samples management system compliant to regulations, to receive and store samples, make derivatives, facilitate change of location and reporting etc., * Configure the solution to meet the University's requirements. * Deliver training sessions & user guides for end-users and administrators. * Provide ongoing support and maintenance services. The contract reference is NU/2108. Should you be interested this project, please email Ola.Smith@newcastle.ac.uk and Jessica.Watson@newcastle.ac.uk for the full briefing document. The deadline for expressing an interest is 7th February 2025 at 4pm GMT. To do so, please email a proposal to Ola.Smith@newcastle.ac.uk and Jessica.Watson@newcastle.ac.uk Please note that Newcastle University is not a contracting authority for the purposes of the UK Public Contracts Regulations 2015 and the Concession Contracts Regulations 2016, this will not apply to this Request for Information or any subsequent tender activity as an outcome of this engagement. Additional information: * Master Data / Single Source of Truth: The system will be master data for all sample information, ensure data accessibility to ancillary systems and ensure data integrity by preventing unauthorised changes. * Samples data management: Maintain relevant samples data with barcode, against each of the research projects created, assigning a location / container with multiple levels of granularity. Ability to create derivatives, change sample location and update usage of samples. * Custom fields and documents: The system must support associated metadata such as links to images and documents such as consent forms. * Bulk data upload: The system must have the ability to bulk upload samples data using a template instead of individual data entry and update details such as change of locations. * Compliance: The solution must be Good Clinical Practice (GCP), Human Tissue Act (HTA) and General Data Protection Regulation (GDPR) compliant as a minimum. * Reporting: Ability to generate multiple reports based on projects, custom dates, status etc., and export results to multiple formats. * Data Migration & storage: Migrate over a million samples and their associated data from the existing solution and have the capacity scale up to several more millions. * Scalability: The solution must be scalable to accommodate other data samples from within the University. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/3ddbdb4a-8a80-46a8-ab1e-d5dabab77b4a | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Not Specified | | Procurement method details | Other - | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 20 Jan 2025 | | Submission deadline | 7 Feb 2025 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 30 Jun 2025 - 30 Jun 2026 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | NEWCASTLE UNIVERSITY | | Locality | NEWCASTLE UPON TYNE | | Post town | Newcastle upon Tyne | | Postcode | NE1 7RU | | Country | England | | ITL 1 | TLC North East (England) | | ITL 2 | TLC4 Northumberland, Durham and Tyne & Wear | | ITL 3 | TLC43 Tyneside | | Local authority | Newcastle upon Tyne | | Electoral ward | Monument | | Westminster constituency | Newcastle upon Tyne Central and West | | Delivery location | TLC North East (England), TLD North West (England), TLF East Midlands (England), TLG West Midlands (England), TLH East (England), TLJ South East (England), TLK South West (England) | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48000000 - Software package and information systems - 72000000 - IT services: consulting, software development, Internet and support ## Release History - 20 Jan 2025 at 16:05 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/3ddbdb4a-8a80-46a8-ab1e-d5dabab77b4a ## Documents - https://www.contractsfinder.service.gov.uk/Notice/3ddbdb4a-8a80-46a8-ab1e-d5dabab77b4a 20th January 2025 - Opportunity notice on Contracts Finder ## Notice URLs - https://www.ncl.ac.uk ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. 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