Provision of Research Management System

University of Keele is publishing this transparency notice to announce its intention, in accordance with its statutory obligations, to award a contract directly to Worktribe Ltd for the provision of a consolidated, end-to-end research management system.

This direct award is justified under Paragraphs 7 and 25 of Schedule 5 of the Procurement Act 2023.

The services require a platform that is fully integrated with the University's existing technical estate (including HR and Finance systems), workflows, and processes. Since first procuring Worktribe in 2022, the University has made a substantial investment in system integrations, customisations, and staff training. These are now embedded in the University's research support operations.

Appointing any alternative supplier would require them to replicate this specific integration and expertise. This would necessitate a substantial duplication of effort and cost, and an unacceptable period of mobilisation, resulting in:

1. Potential material duplication of cost for the University (including data migration, new integrations, and staff retraining); and

2. Detrimental delays in the delivery of critical research support services, which would disrupt the University's research activities and prevent it from achieving its operational and financial objectives.

The award of this contract to Worktribe Ltd represents the only viable route to secure the required goods and services in a timely and cost-effective manner, as a competitive procurement process would be objectively unsuitable in these specific circumstances.

This justification is supported by precedents from other UK universities, including the University of Birmingham, the University of Greenwich, and Nottingham Trent University.

This Transparency Notice is published by the University of Keele, a contracting authority, in accordance with its statutory obligations under Section 44 of the Procurement Act 2023 to notify its intention to award a contract directly.

Disclaimer

This notice does not itself constitute an offer, an award of contract, or give rise to any implied contract. The publication of the subsequent Contract Award Notice will initiate the mandatory 8-working-day standstill period, as required by Section 51(1) of the Act.

The University will not, and cannot lawfully, enter into a contract for the required goods and services until the 8-working-day standstill period has been successfully completed. Any contract award will be confirmed through the subsequent publication of a Contract Details Notice.