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Official procurement procedure

Provision of a Research Information Management System

Industry specific software package
East Midlands (UKF2)
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: Loughborough University: "Provision of a Research Information Management System". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
Contracting AuthorityLoughborough UniversityScope & CategoriesNot publishedSubmission Window
complete
No deadline published
Submission GatewayDirect notice routeLegal Basis & RegimeStandard procurementEstimated Value (exc. VAT)Not published
Bidder Intelligence · Authority Profile: Loughborough University
Market Analytics
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Derived from OCDS awards & bid statistics
Published history for Loughborough University. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Published-to-award variance
Not availableInsufficient comparable data
Requires at least 5 comparable procedures
Competition Density
Not availableNo published reports
Bid counts are not published for this buyer
Supplier ConcentrationNo estimate
Insufficient attributable awardsNo concentration estimate available
Payment Terms
Check noticePublished terms
Payment obligations depend on the applicable regime and contract. Consult the official documents.
Coverage: 1 active published awards; 0 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Published-to-award variance compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Procedure terms
Contracting AuthorityLoughborough University
Procedure methodNot published
Procurement categoryNot published
Statuscomplete
Framework / DPSNot published
CompetitionNot published
Above thresholdNot published
Legal basisNot published
Tender period startsNot published
Clarification deadlineNot published
Electronic submissionNot published
Submission languagesNot published
Published24 Nov 2023, 19:05 GMT
Last source update24 Nov 2023, 19:05 GMT
Recurring procurementNot published
ClassificationIndustry specific software package
Delivery area
East Midlands (UKF2)
OCIDocds-h6vhtk-041cd4
What is being bought
The proposed contract is for an off-the-shelf Research Management System that will support end-to-end processes for pre-award (bid development, costing and internal approval workflows), award set up, contracts management and post-award monitoring for research, innovation and consultancy projects within a single platform. The system implementation will include integration with Loughborough University’s Finance and HR system. The system will provide a suite of user-friendly tools that enable appropriate access for different user groups at the University to be able to monitor progress, manage and report on research and innovation applications (both in-development and submitted), awards and projects.
What changed
From the official release history
  1. Status changed to complete
    24 Nov 2023, 19:05 GMT
  2. Official notice release published
    24 Nov 2023, 19:05 GMT
  3. Buyer information updated
    24 Nov 2023, 19:05 GMT
Lots and requirements (1)
Published by the contracting authority
  • Lot 1 · #1
    Individual lot title not published
    Status not published
    Published valueNot published
    Supply and implementation of a Research Management System to support end-to-end application and award processes (from bid development to project closure), comprised of the following products: Pre-award, Post-award, Reporting, and Contracts modules. The University has an ambitious new strategy for Research and Innovation and requires a system solution that will enable us to handle the increasing size and complexity of our research and innovation project portfolio. In pursuit of our strategic aims, the system will transform the way we manage research and innovation projects by, among many other things, streamlining and standardising our processes
    Contract periodNot published
    EligibilityNot published
    Options / renewalNot published
Timeline
  1. Procedure published
    24 Nov 2023, 19:05 GMT
  2. Award active
    Not published · Not published
  3. Contract active
    Signed 23 Nov 2023, 00:00 GMT · £2,500,000
Commercial outcome and competition
Awards
Worktribe Ltd
Not published · Not published · active
Contracts
Provision of a Research Information Management System
£2,500,000 · signed 23 Nov 2023, 00:00 GMT · active
Bid statisticsNo aggregate bid statistics published
Buyer and organisations in this procedure

Loughborough University

Contracting authority GB-FTS-99286
View buyer profile

  • Loughborough University
    buyer

    Anna, Loughborough, UKF2, LE11 3TU
    a.ellis@lboro.ac.uk
    +44 1509223808

  • Loughborough University
    reviewBody

    Epinal Way, Loughborough, LE11 3TU
    +44 1509228186

  • Worktribe Ltd
    supplier

    04576074
    Engineers House, The Promenade, Clifton Down, Bristol, UKF2, BS8 3NB
Documents (0)
Official links; attachments are not copied
No data
No linked documents are published
Related procedures (0)
No data
No related procedures published
Planning and rationale
Planning budgetNot published
No-engagement rationaleNot published
Procedure rationaleNegotiated procedure without prior publication Through review of frameworks, soft market testing and informal discussions with staff at other institutions, we have concluded that Worktribe is the only proven solution available in the market that meets LU’s requirements. Other products were considered but ruled out as they did not offer functionality that addressed the full scope of the project requirements, and only delivered functionality to support some aspects. This would result in the need for use of multiple systems and complex integrations to deliver our requirements, which would inevitably increase complexity and implementation time required, and is inconsistent with our vision for a coherently integrated suite of digital tools and a reduction in the use of disparate technology. Use of multiple different systems would be to the detriment of user experience for our staff and would likely result in inefficiencies such as the re-keying of data across multiple systems. LU requires a solution that: •offers comprehensive end-to-end functionality for managing pre-award applications, costings, approval workflows, contracts, project set-up and post-award management for research, innovation and consultancy projects, as well as data and reporting capability for all information held within the system. •is a mature, tried and tested product that does not require any significant capability development •is recommended by multiple HEIs with similar integration requirements and research portfolio complexity •has proven integration capability with LU’s Finance system (Unit4 ERP – Agresso) and HR System (iTrent) for seamless transition of information for the purposes of costing project proposals, setting up budget codes and managing project budgets. •enables user groups to access information that is relevant to their roles through a user-friendly interface •is offered off-the-shelf and the supplier must be in a position to meet LU’s ambitious desired implementation timescales in support of the University’s strategic goals. Concerns raised about other system solutions included: •Primary capabilities of the system were either as a Current Research Information System (CRIS) or as an Ethics system. Ethics processes and management of research outputs / institutional repository are outside of scope for this project and not currently of interest. •Solution did not include an established Full Economic Costing tool for research and innovation projects. •Solution did not offer tools to manage the contracts aspect of the requirement. •Complex, un-proven integrations with other systems would be required to deliver the full requirement. •Not widely proven in the sector by other HEIs with similar integration requirements and research portfolio complexity that is in line with LU’s ambitions. Worktribe is the only vendor that offers an off-the-shelf, ready-to-use solution with end-to-end functionality and fully integrated workflows for Pre-Award, Post-Award, Contracts management and reporting within a single, user-friendly platform. Worktribe is therefore the only practical solution to meet LU’s requirements.