Student Records System (SaaS)

{
  "buyer": {
    "id": "GB-PPON-PRVY-6462-QBVG",
    "name": "Royal Holloway and Bedford New College"
  },
  "date": "2025-04-03T14:11:35+01:00",
  "id": "012826-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04fcb9",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Egham",
        "postalCode": "TW20 0EX",
        "region": "UKJ25",
        "streetAddress": "Royal Holloway University of London, Egham Hill"
      },
      "contactPoint": {
        "email": "procurement@rhul.ac.uk",
        "name": "Kirandeep Roopraye",
        "telephone": "+441784917194"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PRVY-6462-QBVG",
      "identifier": {
        "id": "PRVY-6462-QBVG",
        "scheme": "GB-PPON"
      },
      "name": "Royal Holloway and Bedford New College",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "Premarket Engagement was carried out prior to new Procurement Act 2023 (Act) Regulations."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "additionalProcurementCategories": [
      "goods"
    ],
    "awardPeriod": {
      "endDate": "2025-09-08T23:59:59Z"
    },
    "description": "Royal Holloway University currently has its Student Records System hosted in a managed cloud environment, along with a provision of student recruitment functionality. There is a desire to take a fresh view on the processes that achieve the outcomes required from a Student Records solution, remove technical debt and move to a Software as a Service (SaaS) solution, where unnecessary customisation is removed, updates are seamless and the total operational cost is reduced. Given the academic calendar and contractual timelines, RHUL would invite suppliers who can demonstrate they have a proven track record of successfully delivering regulatory returns with a full SaaS solution, for institutions with comparable size. The solution must deliver automated updates (including releases and patching). Tenderers are expected to provide a detailed proposal, aligned with RHUL Terms and Conditions, outlining their approach to delivering a fully operational Student Records SaaS solution. The system should be ready for the Admissions cycle in September 2026 and be fully implemented by August 2027. Proposals should also detail risk mitigation strategies, particularly regarding cost management throughout the this process. This specification document details the requirements the University has with regards to the Student Record System delivered as \u2018Software as a Service\u2019 (SaaS). The purpose of this is to provide enough detail for suppliers to be able to initially respond to the PSQ and Conditions of Participation. As part of the process in Stage 2 (tendering stage), it is anticipated there will be at least seven dialogues sessions. Tenderers responding to Stage 1 must ensure resources are available should they be successful to the tendering stage. Please see timetable within ITP document for more details. The University is seeking to award a contract for an initial term of seven (7) years with the provision to extend for a further three (3) plus two (2) years, commencing on 30th September 2025, with a number of key milestone deliverable objectives, in 2026 and 2027, respectively.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-04-03T14:11:35+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "012826-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/012826-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-04-15T09:00:00+00:00"
    },
    "hasRecurrence": true,
    "id": "RHUL-25037",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          },
          {
            "description": "Educational software package",
            "id": "48190000",
            "scheme": "CPV"
          },
          {
            "description": "Custom software development services",
            "id": "72230000",
            "scheme": "CPV"
          },
          {
            "description": "System and support services",
            "id": "72250000",
            "scheme": "CPV"
          },
          {
            "description": "Software implementation services",
            "id": "72263000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ26"
          }
        ],
        "id": "LOT-0000",
        "relatedLot": "LOT-0000"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Technical criterion has been deemed High critical importance at stage 1 of the process.",
              "name": "Technical",
              "type": "quality"
            },
            {
              "description": "Business Requirements criterion has been deemed High critical importance at stage 1 of the process.",
              "name": "Business Requirements",
              "type": "quality"
            },
            {
              "description": "Implementation criterion has been deemed High critical importance at stage 1 of the process.",
              "name": "Implementation",
              "type": "quality"
            },
            {
              "description": "Partnering and Contract Management has been deemed Medium critical importance at stage 1 of the process.",
              "name": "Partnering and Contract Management",
              "type": "quality"
            },
            {
              "description": "Sustainability has been deemed low critical importance at stage 1 of the process.",
              "name": "Sustainability",
              "type": "quality"
            },
            {
              "description": "Social Valu has been deemed low critical importance at stage 1 of the process.",
              "name": "Social Value",
              "type": "quality"
            }
          ],
          "weightingDescription": "Stage 1 provides a critical importance of the six main award criteria set by the University. A full award criteria will be issued at Stage 2 tender stage. Criteria includes: Technical - High Business Requirements - High Implementation - High Partnering and Contract Management - Medium Sustainability - Low Social Value - High"
        },
        "contractPeriod": {
          "endDate": "2032-09-29T23:59:59Z",
          "maxExtentDate": "2037-09-29T23:59:59Z",
          "startDate": "2025-09-30T00:00:00Z"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "LOT-0000",
        "options": {
          "description": "Additional modules and or associated integration costs"
        },
        "renewal": {
          "description": "First extension = three (3) years from 30th September 2032 Second extension = two (2) years from 30th September 2035"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Legal and financial capacity conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.",
              "type": "economic"
            },
            {
              "description": "Technical ability conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 7900000.0,
          "amountGross": 9480000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The procedure will be carried out in 3 stages: Stage 1: Participation Stage Stage 2: Tendering Stage which will include dialogue sessions, the submission of initial bids, and intermediate assessment of tenders Stage 3: Final Submission of BAFO, evaluations, assessment summaries issued, standstill period and contract execution Please see Schedule 1: Evaluation and Award Methodology for full details. Tender documents will be updated and issued at Stage 2 for successful suppliers who have met the conditions of participation."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2033-09-29T23:59:59Z"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=92235\u0026B=",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-04-29T14:00:00+00:00"
    },
    "title": "Student Records System (SaaS)",
    "value": {
      "amount": 7900000.0,
      "amountGross": 9480000.0,
      "currency": "GBP"
    }
  }
}