Find a TenderAwardedContract details notice

Published 2 Jun 2025, 15:34 BST

Official UK procurement notice

Invoice Automation Tool · UK public procurement notice

Official notice

Authority: Cardiff University (Education)·Consortium: 2 public authorities

GoodsCompetitive flexible procedureAbove thresholdSME suitable

Sectors: Software Packages & ERP (48) Delivery: Wales (UKL22)

Published estimate£500,000≈ £167k / year · £500,000 inc. VAT · 1 value update1% above published estimate

Submissions closed 14 Jul 2025awarded 8 Sept 2025

Awarded to DOCUMATION SOFTWARE LIMITED

Contract term 3 yrsends 9 Sept 2028 · up to 9 Sept 2030 with extensions · starts 10 Sept 2025

What is being bought

Published requirement description

Invoice Automation software tool

How the procedure runs: Conditions of participation stage which is a mix of mandatory and scored questions. The FIVE highest scoring bidders will be invited to submit proposals for the Quality (Part B) Stage. Part B will include: Quality Evaluation Responsible Procurement Evaluation Product Demonstration Cost Evaluation

CPV: Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsPublished value£500,000

Contract period: 10 Sept 2025 – 9 Sept 2028 (3 yrs) · up to 9 Sept 2030 with extensionsValue: £500,000 exc. VAT · £500,000 inc. VAT

Delivery: Wales

Extensions: Optional Extensions

48000000 Software package and information systems

What it takes to win
i
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 more

How bids were scored

Quality: 80%Price: 20%

Published sub-criteria (4)

Quality: 50%
ESG: 10%
Demonstration: 20%
Price: 20%

Published award criteria (4)

Quality
ESG: Responsible Procurement
Demonstration
Price

What this means for your bid

Price carries 20 of 100 points: a 10% discount moves about 2 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: Awarded
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: Unspecified in notice
First published: 2 Jun 2025, 15:34 BST
Last source update: 19 Sept 2025, 10:09 BST
Award evaluation window: Submission end – 26 Aug 2025
Authority reference: CU.1982.TH
FTS notice number: 2025/S 000-033470
Latest notice: Contract details notice (UK7)
Classification (CPV): Software package and information systems
Delivery area: Wales (UKL22)
Official registry OCID: ocds-h6vhtk-052ae0 Find a Tender

How it runs: Conditions of participation stage which is a mix of mandatory and scored questions.
The FIVE highest scoring bidders will be invited to submit proposals for the Quality (Part B) Stage.
Part B will include:
Quality Evaluation
Responsible Procurement Evaluation
Product Demonstration
Cost Evaluation

How it was run

Official notice

Run through: In-tend · Who buys & how to bid on In-tend

Supplier login requiredElectronic submission allowedLanguage: EN, CY

Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup

Submission deadline: 14 Jul 2025, 12:00 BST
Clarification deadline: 10 Jul 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en, cy

Detailed submission instructions & authority contactsFrom official release

in-tendhost.co.uk/cardiffuniversity/as… ↗

Timeline

2 Jun 2025 → 19 Sept 2025 · 11 dates

Planning notice published
2 Jun 2025, 15:34 BST
Market engagement
13 Jun 2025, 23:59 BST
Bidders are invited to submit clarification questions via our tender portal in-tendhost.co.uk/cardiffuniversity/as… ↗
Next notice expected
16 Jun 2025, 23:59 BST
Tender notice published
18 Jun 2025, 16:39 BST
Clarification questions by
10 Jul 2025, 12:00 BST
Submission deadline
14 Jul 2025, 12:00 BST
Award decision expected by
26 Aug 2025, 23:59 BST
Assessment summaries sent
8 Sept 2025, 00:00 BST
Contract starts
10 Sept 2025, 00:00 BST
Standstill ends
17 Sept 2025, 23:59 BST
Latest notice published
19 Sept 2025, 10:09 BST

Notice history

11 events · 4 releases on Find a Tender · since 2 Jun 2025

Preliminary market engagement notice published
2 Jun 2025, 15:34 BST
UK2
Tender notice published
18 Jun 2025, 16:39 BST
UK4
Published value updated
18 Jun 2025, 16:39 BST
Status changed to active
18 Jun 2025, 16:39 BST
Procurement method changed
18 Jun 2025, 16:39 BST
Deadline published: 14 Jul 2025, 12:00 BST
18 Jun 2025, 16:39 BST
Buyer details updated
18 Jun 2025, 16:39 BST
Contract award notice published
8 Sept 2025, 11:24 BST
UK6
Status changed to complete
8 Sept 2025, 11:24 BST
Contract signature expected
18 Sept 2025, 23:59 BST
scheduled
Contract details notice published
19 Sept 2025, 10:09 BST
UK7

Routine re-releases (4)

2025-06: 1 release · 2 Jun 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value (inc. VAT) £504,9121 award inc. VAT; no net value published

Bids received 54 from SMEs

Contracts signed 1latest 19 Sept 2025

Awarded to	Value	Date	Status
DOCUMATION SOFTWARE LIMITEDSME18 Sept 2025 – 17 Sept 2028 · up to 17 Sept 2030Extensions: Optional extensions	£504,912 inc. VAT	8 Sept 2025	Awarded

Contracts

Invoice Automation Tool · DOCUMATION SOFTWARE LIMITEDSME
Signed
19 Sept 2025
Value
£504,912 inc. VAT
Period
19 Sept 2025 – 17 Sept 2028 · up to 17 Sept 2030 with extensions
Status
active
Extensions
Continuation of service
No agreed KPIs: Below £5m

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
5final-stage tenders	4	0	—

Contracting authority & participating public bodies

2 public bodies on the notice

CARDIFF UNIVERSITY

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations applyPublic undertaking GB-COH: RC000089 · GB-PPON: PHVT-4343-HWYR Park Place, Cardiff, Wales, CF10 3ATContact email

Bidders & participating suppliers

1 commercial party on the notice

DOCUMATION SOFTWARE LIMITEDAwarded supplierGB-COH: 02528958GB-PPON: PBHH-3414-LLDL White Building, Southampton, South East, SO15 2NPContact email

Official documents & specifications (6)

Official links; attachments are not copied

Tender pack and attachments

Technical specifications tenderTechnical specificationshttps://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Bidding documents and specifications tenderBidding documents and specifications

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender19 Sept 2025, 10:09 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender8 Sept 2025, 11:24 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender18 Jun 2025, 16:39 BST
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender2 Jun 2025, 15:34 BST