Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
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: UKJ
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
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:
889 500.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48000000
72000000
II.2.3) Place of performance
NUTS code:
UKJ
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
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
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
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 Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
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: UK
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:
Total value of the contract/lot:
: 889 500.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
01/05/2025