UK

Contract award notice

Information

Published

External Reference: 2025-593742

FTS Reference: 2025-018470

Contract award notice

Contract award notice

Results of the procurement procedure

Section I: Contracting authority

I.1)

Name and addresses

Royal Holloway and Bedford New College
RC000823
Royal Holloway University of London, Egham Hill
Egham
TW20 0EX
UK
Contact person: Procurement
Telephone: +44 01784917194
E-mail: Procurement@rhul.ac.uk
NUTS code:  UKJ -  SOUTH EAST (ENGLAND)
Internet address(es):
Main address: www.royalholloway.ac.uk
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/154962

I.4)

Type of the contracting authority

Body governed by public law
I.5)

Main activity

Education

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

RHUL-25052 Unit4 – Enterprise Resource Planning System
Reference number:  RHUL-25052
II.1.2)

Main CPV code

72000000  -  IT services: consulting, software development, Internet and support
II.1.3)

Type of contract

Services
II.1.4)

Short description

Awarded to Unit4 for a SaaS Enterprise Resource Planning System
II.1.6)

Information about lots

This contract is divided into lots: no
II.1.7)

Total value of the procurement

Value excluding VAT:  889500.00  GBP
II.2)

Description

II.2.2)

Additional CPV code(s)

48000000  -  Software package and information systems
72000000  -  IT services: consulting, software development, Internet and support
II.2.3)

Place of performance

NUTS code:  UKJ -  SOUTH EAST (ENGLAND)
II.2.4)

Description of the procurement

Awarded to Unit4 for a Enterprise Resource Planning System via a Negotiated procedure without a prior publication of a call for competition in accordance with Article 32 PCR 2015. For 36 months starting on 1st January 2026.
II.2.5)

Award criteria

Criteria below
Price
II.2.11)

Information about options

Options: no
II.2.13)

Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

Section IV: Procedure

IV.1)

Description

IV.1.1)

Type of procedure

Award of a contract without prior publication of a call for competition in the Find a Tender service in the cases listed below
  • The contract falls outside the scope of application of the regulation
Explanation
This award is lawful pursuant to Regulation 32 (2)(c) of the Public Contract Regulations 2015 insofar as is strictly necessary where, for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with, and in accordance with Regulation 32(2)(b)(ii) because competition is absent for technical reasons.
The following details the justification for this:
Unit 4 timing of announcements regarding product changes, coupled with a short timeframe to switch solutions, creates the urgency of the situation. The system is an essential part of the University’s IT infrastructure would have a detrimental effect of the running of the University’s services. Unit 4 have mandated the switch and withdrawn support of the onpremise solution. It will not be possible for the application and the data to be hosted on premise in the future due to the availability of support for third party hosting. The University could not have foreseen these events and no other economic provider would be able to provide this service.
At the present time it would be impossible for the University to procure and implement an alternative economic operator to provide this service. This is because, the supplier will no longer support the current on premise software and the university risks a non-supported financial system. Therefore it is key that the University upgrades to the cloud software so stability of provision is ensured over the next few years to allow proper consideration of the above mentioned aspects.
IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : no
IV.2)

Administrative information

Section V: Award of contract

Contract No: 1

Title: RHUL-25052 Unit4 – Enterprise Resource Planning System

A contract/lot is awarded: yes
V.2)

Award of contract

V.2.1)

Date of conclusion of the contract

26/03/2025
V.2.2)

Information about tenders

Number of tenders received:  1
The contract has been awarded to a group of economic operators :  no
V.2.3)

Name and address of the contractor

Unit4 Business Software Limited
Bristol
BS1 9HS
UK
NUTS code:  UK -  UNITED KINGDOM

The contractor is an SME : no
V.2.4)

Information on value of the contract/lot (excluding VAT)

Initial estimated total value of the contract/lot:  889500.00  GBP
Total value of the contract/lot:  889500.00  GBP

Section VI: Complementary information

VI.4)

Procedures for review

VI.4.1)

Review body

Royal Courts of Justice
Strand
London
WC2A 2LL
UK