Find a TenderAwardedContract details notice

Published 21 Mar 2025, 12:06 GMT

Official UK procurement notice

Electronic Solution for Structured Clinical Assessments

Official notice

Authority: Cardiff University (Education)·Consortium: 2 public authorities

GoodsCompetitive flexible procedureAbove thresholdSME suitable

Sectors: Software Packages & ERP (48) Delivery: UKWales (UKL22)

Published estimate£485,695≈ £90k / year · £582,834 inc. VAT2.6% below final estimate

Submissions closed 16 Apr 2025awarded 28 May 2025

Awarded to Fry-IT

Contract term 5 yrs 5 moends 30 Sept 2030 · starts 5 May 2025

What is being bought

Published requirement description

A system to support the management of clinical exams assessments through all stages of the process, from creation to marking. The types of exams and assessments that we will be seeker to deliver through this system include:

Multiple Mini Interviews (MMIs)

Objective Structured Clinical Examinations / Integrated Structured Clinical Examinations (OSCEs / ISCEs)

Single Best Answer (SBA)

Multiple Short Answer (MSA)

How the procedure runs: The University will be running this process as a competitive flexible procedure, advertised both on the Central Digital Platform and Sell2Wales. The Procurement Process is a bespoke, process which will establish a preferred bidder. As part of the tender process, bidders are invited to submit their terms and conditions/licence agreements. Cardiff University will evaluate bids, and identify the preferred bidder. If the preferred bidder’s Terms and Conditions are acceptable to Cardiff University, the University reserves the right to make an award based on those terms without further negotiation. If the terms are unacceptable, the University engage with the preferred bidder to agree terms acceptable to the University. If terms acceptable to the University cannot be agreed with the preferred bidder, the University reserves the right to remove preferred bidders status from the highest scoring bidder and award it to the second highest bidder and agree acceptable terms with that bidder (and so on).
No preliminary market engagement: No formal Preliminary Market engagement has taken place

CPV: Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1Awarded 5 yrs 5 moPublished value£485,695

Contract period: 5 May 2025 – 30 Sept 2030 (5 yrs 5 mo)Value: £485,695 exc. VAT · £582,834 inc. VAT

Delivery: UK

48000000 Software package and information systems

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 70%Price: 30%

Published sub-criteria (3)

Quality: 60%
Responsible Procurement: 10%
Price: 30%

Published award criteria (3)

Quality: As detailed in tender documents
Responsible Procurement: As detailed in Tender Documents
Price: As detailed in Tender documents

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Competitive flexible procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Goods
Notice status: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 21 Mar 2025, 12:06 GMT
Last source update: 9 Jun 2025, 15:57 BST
Award evaluation window: Submission end – 1 May 2025
Authority reference: CU.1883.TH
FTS notice number: 2025/S 000-010634
Latest notice: Contract details notice (UK7)
Classification (CPV): Software package and information systems
Delivery area: UKWales (UKL22)
Official registry OCID: ocds-h6vhtk-04f745 Find a Tender

How it runs: The University will be running this process as a competitive flexible procedure, advertised both on the Central Digital Platform and Sell2Wales.
The Procurement Process is a bespoke, process which will establish a preferred bidder.
As part of the tender process, bidders are invited to submit their terms and conditions/licence agreements.
Cardiff University will evaluate bids, and identify the preferred bidder.
If the preferred bidder’s Terms and Conditions are acceptable to Cardiff University, the University reserves the right to make an award based on those terms without further negotiation.
If the terms are unacceptable, the University engage with the preferred bidder to agree terms acceptable to the University.
If terms acceptable to the University cannot be agreed with the preferred bidder, the University reserves the right to remove preferred bidders status from the highest scoring bidder and award it to the second highest bidder and agree acceptable terms with that bidder (and so on).

How it was run

Official notice

Run through: In-tend · Who buys & how to bid on In-tend

Supplier login requiredElectronic submission allowedLanguage: CY, EN

Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup

Submission deadline: 16 Apr 2025, 12:00 BST
Clarification deadline: 4 Apr 2025, 00:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: cy, en

Detailed submission instructions & authority contactsFrom official release

in-tendhost.co.uk/cardiffuniversity/as… ↗

Timeline

21 Mar 2025 → 9 Jun 2025 · 8 dates

Tender notice published
21 Mar 2025, 12:06 GMT
Clarification questions by
4 Apr 2025, 00:00 BST
Submission deadline
16 Apr 2025, 12:00 BST
Award decision expected by
1 May 2025, 23:59 BST
Contract starts
5 May 2025, 00:00 BST
Assessment summaries sent
28 May 2025, 00:00 BST
Standstill ends
6 Jun 2025, 23:59 BST
Latest notice published
9 Jun 2025, 15:57 BST

Notice history

6 events · 3 releases on Find a Tender · since 21 Mar 2025

Tender notice published
21 Mar 2025, 12:06 GMT
UK4
Contract award notice published
28 May 2025, 19:14 BST
UK6
Status changed to complete
28 May 2025, 19:14 BST
Buyer details updated
28 May 2025, 19:14 BST
Contract details notice published
9 Jun 2025, 15:57 BST
UK7
Contract signature expected
9 Jun 2025, 23:59 BST
scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value (inc. VAT) £473,0821 award inc. VAT; no net value published

Bids received 22 from SMEs

Contracts signed 1latest 9 Jun 2025

Awarded to	Value	Date	Status
Fry-ITSME1 Jul 2025 – 30 Jun 2030	£473,082 inc. VAT	28 May 2025	Awarded

Contracts

Electronic Solution for Structured Clinical Assessments · Fry-ITSME
Signed
9 Jun 2025
Value
£473,082 inc. VAT
Period
1 Jul 2025 – 30 Jun 2030
Status
active
No agreed KPIs: Below £5m

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
2final-stage tenders	2	0	—

Contracting authority & participating public bodies

2 public bodies on the notice

CARDIFF UNIVERSITY

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations applyPublic undertaking GB-COH: RC000089 · GB-PPON: PHVT-4343-HWYR Park Place, Cardiff, Wales, CF10 3ATContact email

Bidders & participating suppliers

1 commercial party on the notice

FRY-IT LIMITEDAwarded supplierGB-COH: 04091032GB-PPON: PZCN-5598-HHHV 71-75 Shelton Street, London, London, WC2H 9JQContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender9 Jun 2025, 15:57 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender28 May 2025, 19:14 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender21 Mar 2025, 12:06 GMT