---
title: "Core System Solution"
ocid: "ocds-r6ebe6-0000515628"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000515628"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000515628.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000515628.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "UNIVERSITY OF EDINBURGH"
published: "2017-10-26"
---

# Core System Solution

Buyer: UNIVERSITY OF EDINBURGH  
Current stage: Award  
OCID: ocds-r6ebe6-0000515628

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## Summary

The University of Edinburgh is currently in the Tender stage of the procurement process for a project titled "Core System Solution." This initiative falls within the education sector and aims to secure a Software as a Service (SaaS) solution for the University’s central Finance and HR systems, including aspects related to Payroll and Procurement. The tender submission deadline is set for 27th November 2017, with delivery expected in Edinburgh, UK. The procurement method employed is selective, and it involves a competitive dialogue due to the complexity of defining the required services adequately.

This tender presents a significant opportunity for businesses specialising in software development and implementation services, particularly those knowledgeable in Finance and HR systems. Companies that can provide comprehensive, end-to-end solutions or those that have experience collaborating in consortia with implementation partners are well-positioned to compete. With an estimated contract value of around £9 million and the potential for future project extensions beyond the initial five-year term, vendors can explore long-term relationships with a reputable institution while contributing to modernising critical systems within higher education.

## Notice

The University of Edinburgh (the "University") wishes to appoint a supplier to provide a Software as a Service (SaaS) based solution for the University's Finance (including Procurement) and HR (including Payroll) "Core Systems". Please refer to Section II.2.4 of this Notice for further definition around the scope of this procurement. In accordance with Regulation 27(4) of The Public Contracts (Scotland) Regulations 2015, use of this procedure (competitive dialogue) is justified on the basis that the supplies and services cannot be sufficiently defined and require supplier technical design input. The complexity of this project and need to mitigate risk on technical, financial, legal and reputational dimensions, necessitates dialogue. Bidders must self-certify adherence to selection and exclusion criteria via the ESPD on Public Contract Scotland - Tender (PCS-T). When completing the ESPD, bidders must have regard for the selection requirements detailed in Section III of this OJEU Notice.

### Lot Information

Lot 1

The University will accept bids from suppliers who provide an end-to-end software and implementation solution as a single entity. The University will also accept bids from consortia (e.g. software suppliers and implementation partners working collaboratively) or any other bid comprising subcontractors or otherwise relying on the capacities of other entities.The University has identified that investment in a solution to deliver a new Finance and HR system is critical. Additional modules such as Estates Management, Customer Relationship Management, Student Lifecycle Management, Research Management Systems, Document Management are currently seen as out of the 'Core Systems' scope. However, the University retains the ability, at its sole discretion, to explore these modules with the Qualified Bidder(s), i.e. those organisations selected (following ESPD stage) and invited by the University to participate in the dialogue stage. This will enable the University to (i) obtain further understanding of the Qualified Bidder(s) pipeline towards future innovation of the solution, and (ii) consider whether or not to incorporate such modules within the solution during the lifespan of the contract. All bidders should therefore be willing to provide the Core System's scope together with the additional modules, if required. Core Enterprise Business Systems, "Core Systems", is defined as the central systems that support the HR, Finance, Payroll, and Procurement requirements of the University. However, the University would like to explore further modules, as outlined above. Such systems provide much of the core IT functionality to run the University's professional services and administrative functions. These systems have received very little investment over the last 20 years, which has in turn resulted in an excessive amount of application proliferation as individual areas of professional services, Colleges or Schools have added, created or purchased their own business system. As a result, we have a number of difficulties: - inconsistent data, - widely differing user interfaces, - high cost of maintenance, - weak processes or missing processes, - an inability to produce consistent cross functional area management information and, - old systems with high and growing maintenance needs. The estimated total order of magnitude of this contract is 9m GBP. This low accuracy estimation is based on: (i) the initial 5-year contract term; and (ii) annual renewal figures of the University's current Finance and HR systems. At this stage, the University does not have sufficient information of all the systems across the estate (including those in addition) which we are potentially looking to replace.The figure does not include the costs of implementation or integration as this information is not currently available to the University.The University also has insufficient information of what a solution might entail and consequently cannot form a meaningful contract value estimate.The competitive dialogue process is structured to determine such factors, however it is likely that the overall value of the opportunity will be higher. Under no circumstances will the University or any of its respective advisors be liable for any costs or expenses incurred by bidders and/or its respective advisors arising directly or indirectly from this procurement or termination thereof, including, without limitation, any changes or adjustments made to the procurement documentation, or the exclusion/disqualification of a bidder.Any discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.This project will NOT be divided in to lots due to its complexity.

Options: As part of the dialogue, additional purchase options e.g. (Estates Management, Customer Relationship Management, Student Lifecycle Management, Research Management Systems, Document Management) will be subject to dialogue. These options shall either be incorporated into the contract agreed between the University and the successful supplier, or the ability to add such purchase options shall be reflected in clear review clauses in such contract.

Renewal: Initial 5-year contract with possible 3-year extensions (maximum of 4 extensions). Extension options will act as breakpoints for contract review and allow for any refresh of the HR and Finance system, including incorporation/refresh of further modules as stated in II.1.3 and II.2.4 of this Notice, should this be required.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT299415 |
| Notice type | OJEU - F3 - Contract Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Competitive dialogue |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 26 Oct 2017 |
| Submission deadline | 27 Nov 2017 |
| Future notice date | Not specified |
| Award date | 26 Oct 2017 |
| Contract period | Not specified |
| Recurrence | Estimated timing for further notices to be published: Should the maximum number of extensions be exercised (5+3+3+3+3) this contract will be due for renewal in 2036. |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | £9,000,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Cancelled |
| Lots status | Cancelled |
| Awards status | Unsuccessful |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY OF EDINBURGH |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH1 1HT |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM75 City of Edinburgh |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 64 - Postal and telecommunications services
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 48000000 - Software package and information systems
- 48810000 - Information systems
- 64216200 - Electronic information services
- 72222300 - Information technology services

## Release History

- 26 Oct 2017 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT299415
- 25 Oct 2017 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT299154

## Documents

- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT299154
  Core System Solution - The University of Edinburgh (the "University") wishes to appoint a supplier to provide a Software as a Service (SaaS) based solution for the University's Finance (including Procurement) and HR (including Payroll) "Core Systems". Please refer to Section II.2.4 of this Notice for further definition around the scope of this procurement. In accordance with Regulation 27(4) of The Public Contracts (Scotland) Regulations 2015, use of this procedure (competitive dialogue) is justified on the basis that the supplies and services cannot be sufficiently defined and require supplier technical design input. The complexity of this project and need to mitigate risk on technical, financial, legal and reputational dimensions, necessitates dialogue. Bidders must self-certify adherence to selection and exclusion criteria via the ESPD on Public Contract Scotland - Tender (PCS-T). When completing the ESPD, bidders must have regard for the selection requirements detailed in Section III of this OJEU Notice.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT299415
  Core System Solution - The University of Edinburgh (the "University") wishes to appoint a supplier to provide a Software as a Service (SaaS) based solution for the University's Finance (including Procurement) and HR (including Payroll) "Core Systems". Please refer to Section II.2.4 of this Notice for further definition around the scope of this procurement. In accordance with Regulation 27(4) of The Public Contracts (Scotland) Regulations 2015, use of this procedure (competitive dialogue) is justified on the basis that the supplies and services cannot be sufficiently defined and require supplier technical design input. The complexity of this project and need to mitigate risk on technical, financial, legal and reputational dimensions, necessitates dialogue. Bidders must self-certify adherence to selection and exclusion criteria via the ESPD on Public Contract Scotland - Tender (PCS-T). When completing the ESPD, bidders must have regard for the selection requirements detailed in Section III of this OJEU Notice.

## Notice URLs

- http://
- http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN
- http://www.ed.ac.uk/schools-departments/procurement/supplying
- http://www.hse.gov.uk/pubns/hse40.pdf
- http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000515628
- https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000515628. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000515628.json.