Student Accommodation Room Management System
A Tender Notice
by UNIVERSITY OF SOUTHAMPTON
- Source
- Find a Tender
- Type
- Contract (Services)
- Duration
- 2.5 year
- Value
- £540K
- Sector
- TECHNOLOGY
- Published
- 19 Jan 2026
- Delivery
- 17 Apr 2026 to 16 Oct 2028
- Deadline
- 23 Feb 2026 12:00
Related Terms
- southampton
- software package
- information systems
- system maintenance
- student residential services
- student accommodation room management system
- the student accommodation management system
- the new cloud‑hosted system
- a cloud hosted, user friendly, future-facing student accommodation management system
- an improved student experience
Location
South East England:
1 buyer
- Southampton University Southampton
Description
The University of Southampton's Residences team are looking to procure a cloud hosted, user friendly, future-facing student accommodation management system. The system will actively support enabling modern flexible integration options, resulting in an improved student experience. The primary object of the system will be to manage end to end, pre and post arrival transactions and data relating to student residential services. The student accommodation management system must be cloud hosted. Completion of migration to a new cloud hosted solution must complete no later than November 2026. For the purposes of this procurement, completion of migration is defined as: • Full implementation of the new cloud‑hosted system; • Completion of all acceptance testing with outcomes approved by the University; • Completion of all data migration activities, with all data successfully transferred, validated and operational within the new system before 'go live'; • The system is fully in place, live and ready for use with no dependency on the legacy solution. PLEASE NOTE: The University of Southampton is not a 'body governed by public law' and is therefore not considered a contracting authority for the purposes of the Public Contracts Regulations 2015 (PCR 2015), the Procurement Act 2023 (PA 2023) or the Procurement Regulations 2024 and/or any replacement legislation. This procurement process is not regulated by UK (or EU) public procurement law. For the purposes of this advertisement; "Regulations": means the Public Contracts Regulations 2015 (PCR 2015), the Procurement Act 2023 (PA 2023) or the Procurement Regulations 2024.
Renewal Options
The University proposes to enter into a Contract for five years and six months. This will be the maximum contract period, including any potential extensions with the successful tenderer(s). This will comprise of a six month implementation period followed by an initial contract period of two years. There will then be the option to extend the contract by an optional two‑year extension period, and subsequently a further optional one‑year extension period, subject to satisfactory performance and at the discretion of the University. The breakdown of the initial contract term and extension periods has been detailed below. Initial term (inclusive of implementation): 17/04/2026 - 16/10/2028 Extension period 1: 17/10/2028 - 16/10/2030 Extension period 2: 17/10/2030 - 16/10/2031
Award Criteria
| Non-Functional Requirements (Highly Desirable) | Where the University's requirement is not mandatory but would enhance the service solution's capability and user experience to a high degree, the weighting of "highly desirable" has been utilised. Where it is confirmed that the proposed solution can meet the requirement, and a suitable supporting response has been provided, a score of 1 will be given. If the proposed solution cannot meet the requirement, or an unsuitable supporting response has been provided, a score of 0 will be given. 1 point will be allocated for requirements achieving the following: • The requirement is confirmed as currently met. • The response provides sufficient detail to demonstrate compliance. 0 points will be allocated for requirements achieving the following: • The requirement is not met, or • The response is inadequate, unclear, or missing, or • Lack of evidence or vague statements that do not demonstrate how the requirement is fulfilled. The points awarded will be added to give an overall section score . Weighted scores will be rounded to two decimal places. The overall section score will be calculated based on the following formula: Section Score = ((Tenderer's Score ÷ Maximum Score) x Section Weighting) Full details on the highly desirable non-functional requirements criteria as well as weightings can be found within the tender documentation. |
| Technical Requirements | The functional requirements have been split into ten categories below: 1. System Functionality and Core Features 2. Student Experience and Self-Service Capabilities 3. Integration 4. Room and Contract Configuration 5. Reporting and Analytics 6. Cloud Hosting and Security 7. Mobilising and Migration Support 8. Helpdesk and customer service provision 9. Contract Management 10. Responsible Procurement Full details on the criteria within each category as well as weightings can be found within the tender documentation. |
| Commercial Requirements | The commercials will form 30% of the award criteria. The evaluation of commercial responses (i.e. pricing) will be determined by a mathematical formula on the following basis: The Tenderer who delivers the lowest overall cost in response to the Commercial Requirements Workbook (File 8), noted as "The Grand Total", will earn the maximum available percentage score (equivalent to the Commercial Response weighting stated at 2.3.1 above). Scores will then be allocated to the remaining Tenderer's costs based as a percentage of the lowest price. Weighted scores will be rounded to two decimal places. This process can be expressed as the formula below: Price Score = ((Lowest Tendered Cost ÷ Cost to be Scored) x Section Weighting) Full details on the commercial response evaluation and weightings can found found in the tender documentation. |
CPV Codes
- 48000000 - Software package and information systems
- 50324100 - System maintenance services
Indicators
- This is a recurring contract.
- Renewals are available.
Other Information
Where the University advertises contracts, through any public sector tender portal, it does so on a voluntary basis by way of transparency and to encourage open competition, but it is not required to comply with the procurement legislation and this does not bind the University to publish additional notices in the future. For the purpose of procuring this Project, the University is acting in accordance with its internal financial regulations and the procedure detailed in the tender documents. Nothing which is done during the procurement process (including the publication of the contract notice, use of the SQ and use of terminology which may be defined by the Regulations) should be taken to imply that the University is voluntarily complying with the Regulations or intends to do so. Some of the stages, documentation and terminology adopted in the University's procurement process may have similarities to ones regulated by and defined under the Regulations, but they will not be regulated by the Regulations during this process and should not be taken as references to those things as defined by the Regulations. Interested parties are invited to express their interest and submit their proposals in accordance with the instructions provided in the tender documentation. The University aims to ensure a fair, transparent, and competitive procurement process to select the most suitable partner for this significant project. ** PREVIEW NOTICE, please check Find a Tender for full details. **
Reference
- ocds-h6vhtk-0608ce
- FTS 004381-2026