Tender Summary

Integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System

Buying Organisation

THE PIRBRIGHT INSTITUTE

Contract Value

£550,000

Suitable for SMEs

Yes

Suitable for VCSEs

Yes

Tender Description

The Institute requires an integrated Grants Management, Financial Management, Human Resource Management, Inventory and Procurement Management System or integrated ERP System.

The requirements are to be met by a reliable, single sign-on (active directory), on-site, integrated system and will include migration, transition, training, implementation and ongoing support and maintenance.

The Institute will seek a live system commencement date of 1st April 2025 for fully tested systems and processes.

The key areas for implementation of a new system include:

Grants management capabilities including grant concept, grant proposal / application; grant submission; grant funding; grant management and grant close. The solution must be able to allocate a scientists salary cost across multiple projects and flow into / update in, the relevant project budgets.
Financial management capabilities including full economic costing (overhead absorption); accounts payable; accounts receivable; fixed assets; general ledger; project ledger; sales ledger, purchase ledger, expenses planning; budgeting; forecasting; and cash management.
Human resource management capabilities including recruitment; working terms and conditions; attendance and absence; information and records; transfers; employee relations; legal cases; occupational health; immigration visa's; housing; learning and development; job evaluation and grading; performance management, reward, and recognition; exit process; time and attendance; and employee self-service.
Inventory capabilities.
Procurement management capabilities including raising requisitions; processing purchase orders; punch-out to supplier websites; receipting goods and services; managing supplier returns; dangerous goods; identifying orders >10k (quotes); identifying orders; stores; inventory; and specialised shipping.
Self-service capabilities including the ability for end users to access items to action; personal data; team calendar; pay details; HR details; expenses; procurement; training; and professional details.
Chart of Accounts structure or alternate concept.
Labour distribution capabilities including the ability to allocate end users (specifically scientist) across multiple projects.
Workflow capabilities in Finance, HR, Payroll, Procurement, Grants, Self-service, COA, Reporting, Approvals and Project Module.
Internal and external reporting capabilities across all areas of grants management; financial management; human resource management; payroll; procurement management, self-service, COA, reporting and project module.
Approvals management across all areas of grants management; financial management; human resource management; inventory; procurement management, self-service, COA, reporting and project module.

All ITT Responses must be submitted to the Institute via email to pirbrighttenders@pirbright.ac.uk.

See attached documentation.

Tender categories (products & services required)

Financial analysis and accounting software package (CPV 48440000)
Time accounting or human resources software package (CPV 48450000)
Procurement software package (CPV 48490000)

Region

United Kingdom (UK)

Buyer Information