Official UK procurement notice
Invoice Automation Tool — UK public procurement notice
Authority: Cardiff University (Education)
Sectors: Software Packages & ERP (48) Delivery: Wales (UKL22)
Published estimate£468,000≈ £94k / year · £561,600 inc. VAT · 1 value update
Submissions closed 21 Apr 2025
Contract term 5 yrsstarts 2 Jun 2025
What is being bought
Published requirement descriptionPlease go to https://in-tendhost.co.uk/cardiffuniversity/aspx/Home to access the tender documents, submit clarifications and upload your bids.
To support our finance Tansformation project, Cardiff University has identified the need for a tool to automate the capture and processing of supplier invoices, with exception handling and workflow.
The solution will also mitigate risk associated with order/invoice discrepancies and support improved service delivery and efficiency
- How the procedure runs: Tender documents will be published on https://in-tendhost.co.uk/cardiffuniversity/aspx/Home Bidders are invited to view and download the documents, submit clarification questions/correspondence, and upload their bids. Cardiff University will evaluate bids, and identify the preferred bidder. If the preferred bidder’s Terms and Conditions are acceptable to Cardiff University, the University reserves the right to make an award based on those terms without further negotiation. If the terms are unacceptable, the University engage with the preferred bidder to agree terms acceptable to the University. If terms acceptable to the University cannot be agreed with the preferred bidder, the University reserves the right to remove preferred bidders status from the highest scoring bidder and award it to the second highest bidder and agree acceptable terms with that bidder (and so on).
- No preliminary market engagement: An initial quotation was sought for budgetary purposes, prior to the implementation of the Procurement act 2023
CPV: Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£468,000
- Value
- £468,000 exc. VAT · £561,600 inc. VAT
48000000 Software package and information systems
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published — the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
How bids were scored
Published sub-criteria (3)
- Quality — 65%
- Responsible Procurement — 10%
- Price — 25%
Published award criteria (3)
- Responsible Procurement — Details of bidders ESG initiatives
Conditions of participation2
- Economic & financial standingPlease see Tender Documents
- Technical & professional abilityPlease see Tender Documents
What this means for your bid
- Price carries 25 of 100 points — a 10% discount moves about 2.5 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring — the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 30 May 2025, 12:13 BST
- Last source update
- 30 May 2025, 12:13 BST
- Award evaluation window
- Submission end — 12 May 2025, 23:59 BST
- Authority reference
CU.1874.TH- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04f8bfFind a Tender- Contract terms summary
- Invoices to be submitted electronically to [email protected]. Payment will be made within 30 days
- How it runs
- Tender documents will be published on https://in-tendhost.co.uk/cardiffuniversity/aspx/Home Bidders are invited to view and download the documents, submit clarification questions/correspondence, and upload their bids. Cardiff University will evaluate bids, and identify the preferred bidder. If the preferred bidder’s Terms and Conditions are acceptable to Cardiff University, the University reserves the right to make an award based on those terms without further negotiation. If the terms are unacceptable, the University engage with the preferred bidder to agree terms acceptable to the University. If terms acceptable to the University cannot be agreed with the preferred bidder, the University reserves the right to remove preferred bidders status from the highest scoring bidder and award it to the second highest bidder and agree acceptable terms with that bidder (and so on).
How it was run
Official noticeRun through: In-tend · Who buys & how to bid on In-tend
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
- Submission deadline
- 21 Apr 2025, 12:00 BST
- Clarification deadline
- 11 Apr 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en, cy
Detailed submission instructions & authority contactsFrom official release
Timeline
6 published dates · Europe/London- Tender notice published26 Mar 2025, 09:47 GMT
- Clarification questions by11 Apr 2025, 17:00 BST
- Submission deadline21 Apr 2025, 12:00 BST
- Award decision expected by12 May 2025, 23:59 BST
- Latest notice published30 May 2025, 12:13 BST
- Contract starts2 Jun 2025, 00:00 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics — not a forecastAwards 1
| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 30 May 2025 | Cancelled |
Notice history
7 events · 2 releases on Find a Tender · since 26 Mar 2025- Procurement termination notice published30 May 2025, 12:13 BSTUK12
- Published value updated30 May 2025, 12:13 BSTwas £468,000
- Status changed to complete30 May 2025, 12:13 BST
- Procurement method changed30 May 2025, 12:13 BST
- Deadline withdrawn30 May 2025, 12:13 BST
- Buyer details updated30 May 2025, 12:13 BST
- Tender notice published26 Mar 2025, 09:47 GMTUK4
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications ITT Schedule 1 - Evaluation Methodology Schedule 2 - Specification Schedule 3 - Response Schedule Schedule 4 - Pricing Response Schedule 5 - Cardiff University Terms (Subject to negotiation with the preferred bidder as explained int he process documents)
- Conflict of interest declarationNot published
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender