Financial Management System

{
  "buyer": {
    "id": "GB-PPON-PXGY-4832-TWCN",
    "name": "UK Biobank Ltd"
  },
  "date": "2025-07-08T16:21:34+01:00",
  "id": "038355-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-055b6c",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Stockport",
        "postalCode": "SK3 0SA",
        "region": "UKD35",
        "streetAddress": "1-2 Spectrum Way"
      },
      "contactPoint": {
        "email": "tenders@ukbiobank.ac.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.ukbiobank.ac.uk"
      },
      "id": "GB-PPON-PXGY-4832-TWCN",
      "identifier": {
        "id": "PXGY-4832-TWCN",
        "scheme": "GB-PPON"
      },
      "name": "UK Biobank Ltd",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-02-02T23:59:59+00:00"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "UK Biobank (UKB) is seeking suppliers with the capacity and expertise to deliver a new Financial Management System (FMS) that will replace the current platform and provide the necessary modules to support UKB\u2019s business model.\nUKB requires that the new FMS will support all key financial management activities, including Purchase to Pay, Accounts Receivable, Banking, Project Accounting, Timesheet Automation, Budgeting and Forecasting, Fund Accounting and Grant Management, Financial Accounting, Reporting and Analysis, Fixed Assets, Expenses, Stock and Financial Planning.\nThe replacement of this existing back-office software is a critical component of UKB\u2019s broader transformation strategy. The current finance system, Sage 200 Professional, has been in place for over a decade and no longer meets the demands of UKB\u2019s growing scale and complexity. UKB requires a modern, efficient, and scalable FMS which will support UKB\u2019s future ambitions.\nDetails in relation to the requirements for the FMS are set out in UKB\u2019s specification provided as part of the Associated Tender Documents.\nA demonstration and a sandbox area for UKB staff to test the product will be requested from all shortlisted bidders. This will not be scored separately but will be used to verify the written submission. If any clarification questions are needed after the demonstration or sandbox access, UKB will raise these with bidders in writing.\nUKB will provide a remote briefing session on 21 July 2025 in relation to this opportunity for interested organisations. Please register your interest in attending the session by sending contact details for people who want to attend to tenders@ukbiobank.ac.uk.",
    "documents": [
      {
        "description": "Expression of Interest document",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605684"
      },
      {
        "description": "Procurement Specific Questionnaire",
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605694"
      },
      {
        "description": "Draft Specification",
        "documentType": "biddingDocuments",
        "id": "L-3",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605686"
      },
      {
        "description": "Draft Invitation to Tender",
        "documentType": "biddingDocuments",
        "id": "L-4",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605687"
      },
      {
        "description": "Key Contractual Principles",
        "documentType": "biddingDocuments",
        "id": "L-5",
        "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=605696"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-07-08T16:21:34+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "038355-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/038355-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-07-31T12:00:00+01:00"
    },
    "id": "UKB0024",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Financial systems software package",
            "id": "48442000",
            "scheme": "CPV"
          },
          {
            "description": "Financial analysis and accounting software package",
            "id": "48440000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "40%",
              "name": "Functional Requirements",
              "type": "quality"
            },
            {
              "description": "25%",
              "name": "Non-functional/ technical requirements",
              "type": "quality"
            },
            {
              "description": "10%",
              "name": "Implementation services",
              "type": "quality"
            },
            {
              "description": "25%",
              "name": "Price",
              "type": "price"
            }
          ],
          "weightingDescription": "Shortlisted bidders will be required to submit a tender to UKB. The quality questions comprise two sections: Section A mandatory criteria relating to compliance with the minimum requirements in the specification (including functional requirements,\nnon-functional requirements and implementation and support services) which are assessed on a Pass/Fail basis; and Section B scored quality questions with criteria as described below for Functional Requirements, Non-Functional Requirements and Implementation Services. Award criteria for price carries 25% weighting. Further details (including further quality sub-criteria) are set out in the draft invitation to tender provided as part of the Associated Tender Documents."
        },
        "contractPeriod": {
          "endDate": "2031-02-26T23:59:59+00:00",
          "maxExtentDate": "2036-02-26T23:59:59+00:00",
          "startDate": "2026-02-27T00:00:00+00:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "UKB will have the option to extend its Contract annually for a further 5 years.  This would lead to a maximum total term of around 10 years and 6 months (assuming a six-month implementation period), with the Contract to commence in early 2026 following contract award. "
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "UKB is conducting a 2-stage process. UKB has set a number of conditions of participation as part of a separate Procurement Specific Questionnaire (PSQ) first stage. Interested organisations are required to complete and submit a response to UKB\u2019s PSQ by the deadline specified in section 2.2.9 of the PSQ. A number of the conditions of participation will be assessed on a Pass/Fail basis including economic and financial standing and requirements in relation to modern slavery. UKB has also included conditions of participation in relation to technical ability which are assessed on a scored basis. The weightings for this are Experience of delivering similar Financial Management Systems for similar entities (30%), Experience of Data migration (20%), Implementation experience (20%), Experience of training and post implementation support (15%), Experience of system testing and support (15%). Potential Suppliers that are not excluded from the procurement (by reference to exclusion grounds and in accordance with the Procurement Act 2023) and achieve a Pass in relation to all Pass/Fail questions will have their PSQ responses ranked by reference to their total scores achieved for technical ability. UKB will shortlist the six (6) highest ranking PSQ responses to be invited to the tender stage of the process and reserves the right to invite the Potential Supplier ranked in 7th and 8th place if the relevant PSQ Response score is within 5% of the sixth highest ranking PSQ Response. Further details are set out in the PSQ.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 850000,
          "amountGross": 1020000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procedure": {
      "features": "UKB is conducting a 2-stage process. UKB has set a number of conditions of participation as part of a separate Procurement Specific Questionnaire (PSQ) first stage. Shortlisted bidders will be required to submit a tender to UKB as part of the second stage.\nUKB does not envisage holding any negotiation sessions with shortlisted bidders but reserves the right to hold clarification and/or negotiation meetings following submission of tenders."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "www.mytenders.co.uk",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-08-08T12:00:00+01:00"
    },
    "title": "Financial Management System",
    "value": {
      "amount": 850000,
      "amountGross": 1020000,
      "currency": "GBP"
    }
  }
}