Research Grants Management System

• The authority expects to re-tender this requirement around 12 Feb 2030, 23:59 GMT.
• How the procedure runs: Stage 1 - Invitation to Tender (ITT) Stage The ITT stage is composed of 3 sub-stages; A) Procurement Specific Questionnaire B) Quality Evaluation C) Price Evaluation Following an initial evaluation of the ITT stage, it is anticipated that a shortlist of up to 5 highest scoring tenderers from stage 1 will proceed to stage 2 of the Competitive Flexible Procedure. In the best interest of all parties, Aston reserves the right to invite more or fewer suppliers to stage 2, depending on the closeness of the scores. The provisional ranking will not be disclosed to tenderers. Tenderers who are not shortlisted will be eliminated from the tender process at this stage. Stage 2 - Presentation/Interview Stage Shortlisted suppliers will be required to attend a Presentation/Interview in-person at Aston University, along with a panel of key Aston stakeholders. A brief will be provided at least 10 days prior to the Presentation/Interview date. No separate weighting has been reserved for this stage. The purpose of this stage is to provide an opportunity to confirm that the proposals made are deliverable, as well as verify tenderer's understanding and capabilities. Aston therefore reserves the right to adjust tender scores following the presentations, resulting in a final tender score for each tenderer. The Costs scores from the pricing element will be recalculated in accordance with the original methodology to reflect only the tenderers remaining in the process for this stage. Award Process The University will select the preferred bidder from among the Tenderers (the "Preferred Bidder"). The University may do so either: without further submissions, in which case the Preferred Bidder shall be the Tenderer whose submission scored highest at Stage 2 or with further submissions, by first entering into negotiations with all Tenderers whose tender submissions satisfied Mandatory Requirements, and then inviting all of those Tenderers to submit revised submissions, in which case the Preferred Bidder shall be the Tenderer whose revised submission scored highest. Preferred bidder The Preferred Bidder will be notified that it is the preferred bidder. The University reserves the right to enter into negotiations with the Preferred Bidder in order to finalise the terms of the contracts (e.g. clarifications, specifications, optimisation and other negotiations to confirm financial commitments or other terms contained in the Preferred Bidder's tender submission and / or BAFO). Where the University decides to enter into the contract without further negotiation and any standstill period has expired without any legal challenge being made, the University shall conclude the contract by issuing a contract award document. In addition, the University may send the Tenderer a legal agreement for signature for its records and in such circumstances the tenderer shall countersign and return the legal agreement to the University promptly (and no later than 7 days from the date of receipt of such legal agreement). When the University has made a final decision to award the Contract, and after the expiry of any Standstill Period (being 8 working days from the date of the Contract Award Notice), the University will notify the successful Tenderer(s) of the University's decision to award the Contract. If it has not already done so, the University will also notify any unsuccessful Tenderers including information on the characteristics and relative advantages (whilst respecting commercial sensitivity) of the successful Tender(s). Quality - 80% Price 20% Application Lifecycle Management 18.0% External Partner and Organisation Management 4.0% Workflow and Automation 8.0% System Integrations 10.0% Contracts and Due Diligence 4.0% Notifications and Communications 4.0% Data, Records and Compliance 4.0% Reporting and Analytics 10.0% Non-Functional Requirements 2.0% IT Non-Functional Requirements 13.0% Cost 20.0% Social Value 3.0%

CPV: Software-related services

Procedure method

Competitive flexible procedure

Legal basis

UKPGA · 2023/54 Procurement Act 2023

Procurement category

Services

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

Unspecified in notice

Recurring procurement

Yes · next expected 12 Feb 2030

First published

19 Nov 2025, 05:29 GMT

Last source update

17 Apr 2026, 09:31 BST

Award evaluation window

Submission end – 19 Jan 2026

Authority reference

1094

FTS notice number

2025/S 000-074997

Latest notice

Contract details notice (UK7)

Classification (CPV)

Software-related services

Delivery area

West Midlands (UKG31)

Official registry OCID

ocds-h6vhtk-05e3db Find a Tender

Contract terms summary

Invoices must be submitted electronically. Undisputed invoices will be paid within 30 days but must adhere to the University's payment policy. All invoices must quote a valid purchase order number.

How it runs

Stage 1 - Invitation to Tender (ITT) Stage

The ITT stage is composed of 3 sub-stages;

A) Procurement Specific Questionnaire

B) Quality Evaluation

C) Price Evaluation

Following an initial evaluation of the ITT stage, it is anticipated that a shortlist of up to 5 highest scoring tenderers from stage 1 will proceed to stage 2 of the Competitive Flexible Procedure. In the best interest of all parties, Aston reserves the right to invite more or fewer suppliers to stage 2, depending on the closeness of the scores. The provisional ranking will not be disclosed to tenderers. Tenderers who are not shortlisted will be eliminated from the tender process at this stage.

Stage 2 - Presentation/Interview Stage

Shortlisted suppliers will be required to attend a Presentation/Interview in-person at Aston University, along with a panel of key Aston stakeholders. A brief will be provided at least 10 days prior to the Presentation/Interview date. No separate weighting has been reserved for this stage. The purpose of this stage is to provide an opportunity to confirm that the proposals made are deliverable, as well as verify tenderer's understanding and capabilities. Aston therefore reserves the right to adjust tender scores following the presentations, resulting in a final tender score for each tenderer. The Costs scores from the pricing element will be recalculated in accordance with the original methodology to reflect only the tenderers remaining in the process for this stage.

Award Process

The University will select the preferred bidder from among the Tenderers (the "Preferred Bidder"). The University may do so either:

without further submissions, in which case the Preferred Bidder shall be the Tenderer whose submission scored highest at Stage 2 or

with further submissions, by first entering into negotiations with all Tenderers whose tender submissions satisfied Mandatory Requirements, and then inviting all of those Tenderers to submit revised submissions, in which case the Preferred Bidder shall be the Tenderer whose revised submission scored highest.

Preferred bidder

The Preferred Bidder will be notified that it is the preferred bidder. The University reserves the right to enter into negotiations with the Preferred Bidder in order to finalise the terms of the contracts (e.g. clarifications, specifications, optimisation and other negotiations to confirm financial commitments or other terms contained in the Preferred Bidder's tender submission and / or BAFO).

Where the University decides to enter into the contract without further negotiation and any standstill period has expired without any legal challenge being made, the University shall conclude the contract by issuing a contract award document. In addition, the University may send the Tenderer a legal agreement for signature for its records and in such circumstances the tenderer shall countersign and return the legal agreement to the University promptly (and no later than 7 days from the date of receipt of such legal agreement).

When the University has made a final decision to award the Contract, and after the expiry of any Standstill Period (being 8 working days from the date of the Contract Award Notice), the University will notify the successful Tenderer(s) of the University's decision to award the Contract.

If it has not already done so, the University will also notify any unsuccessful Tenderers including information on the characteristics and relative advantages (whilst respecting commercial sensitivity) of the successful Tender(s).

Quality - 80%

Price 20%

Application Lifecycle Management 18.0%

External Partner and Organisation Management 4.0%

Workflow and Automation 8.0%

System Integrations 10.0%

Contracts and Due Diligence 4.0%

Notifications and Communications 4.0%

Data, Records and Compliance 4.0%

Reporting and Analytics 10.0%

Non-Functional Requirements 2.0%

IT Non-Functional Requirements 13.0%

Cost 20.0%

Social Value 3.0%

Submission deadline

19 Dec 2025, 12:00 GMT

Clarification deadline

8 Dec 2025, 12:00 GMT

Submission channel

Official e-sourcing portal

Electronic submission

Allowed

Accepted languages

en

• FUSION PRACTICES LTDAwarded supplierGB-COH: 07103004GB-PPON: PQYG-7859-VDXL 24 St. John Street, London, London, EC1M 4AYContact emailShow contact details