Provision of a fully supported Student Management System

Location

SRUC, West Mains Road, Edinburgh, EH9 3JG

Description

SRUC is seeking to implement a fully supported Software as a Service (SaaS) solution that will replace our existing Student Management System and deliver strategic and operational benefits across our undergraduate and post-graduate Teaching activities.

Total Quantity or Scope

The objectives of this procurement include but are not limited to a modernisation and enhancement of our current 1. timetabling system 2. curriculum management 3. applications and admissions systems 4. student registration 5. Fees and Funding 6. student support and case management 7. post-graduate student management 8. statutory and operational reporting. It is anticipated that the solution will be a modern, future-proofed and highly functional system that shall deliver measurable business efficiencies, benefits and form part of our aspirations for organisation-wide change to processes, systems, controls and employee roles. The solution may also be required to integrate in an up-stream and down-stream manner with other specialist operational systems. It should be noted that SRUC is also considering opportunities to replace its financial and procurement management system within the next 6 to 12 months. The objectives of this project include but are not limited to a modernisation and enhancement of our current 1. operational financial management processes including budgeting, accounts receivable and accounts payable, strategic financial planning and forecasting; 2. procurement and contract management; 3. financial planning and analysis; 4. statutory and management account preparation; 5. tax calculations and return preparation; 6. pre-award & post-award research management; 7. staff expenses; 8. asset and stock management; 9. credit control. The requirement for a third smaller project for a work-based learning system is currently also under review. Any resulting contract for the student management system shall be for an initial period of five years, with the option to extend, by mutual agreement, for five further periods of 12 months. In accordance with the Public Contracts (Scotland) Regulations 2015 the procurement process shall follow a two-stage Restricted Procedure and any subsequent contract award shall be based on the most economically advantageous tender (MEAT). Stage 1: Selection Stage - Open to all interested suppliers - Selection shall be based on capability, capacity, experience and financial standing (using the Single Procurement Document Scotland (SPD)) - The SPD shall be scored on a pass / fail basis. As part of the requirements for this tender, the SPD shall confirm that SRUC is seeking a supplier that is fully accredited under ISO27001 - Written tender submissions (See Stage 2, Part 1) must also be submitted along with the SPD. Stage 2: Tender Stage - Only suppliers that have passed Stage 1 shall proceed to Part 1 (below) and have their written submission evaluated. - Part 1 of the tender stage shall be a formal, written response to questions and submission of an initial price. The top three ranked suppliers (based on their score for the written response to questions) shall then be invited to participate in Part 2 of the tender. SRUC anticipates that one Supplier will be selected to provide this service. Further, it should be noted that SRUC reserves the right to vary the selected numbers. - Part 2 of the tender shall comprise a scored demonstration of the supplier’s system and submission of a final price. It is noted that suppliers can improve and/or vary their price between initial and final submission. It is further noted that SRUC shall not enter a price negotiation with any supplier at any stage of this tender process. - The scoring from Part 1 and Part 2 shall then be combined to provide a final total score, resulting in the identification of a preferred supplier. - Confirmation of a contract award to the preferred supplier shall be subject to approval by the Board of SRUC. It is estimated that any such approval shall be discussed at the September 2026 Board meeting. SRUC regards the implementation of this system as a high risk and complex task. Therefore, SRUC may also seek appropriate implementation consultancy services to support the configuration and implementation of the new system.

Renewal Options

A further two 12 month extension periods, by mutual agreement.

Award Criteria

CPV Codes

• 48000000 - Software package and information systems
• 48190000 - Educational software package
• 30196000 - Planning systems

Indicators

• Bids should cover the whole contract.
• Renewals are available.
• Award on basis of price.

Other Information

Each Tenderer must complete and submit along with their tender the Single Procurement Document (Scotland) (SPD). The SPD sets Minimum Standards that tenderers must achieve. Within each submitted SPD response, Tenderers should note the following selection criteria: 1. That they hold full ISO27001 accreditation. Copies of certification must be provided with the tender submission; 2. That their insurance cover meets the following levels: a. Employer’s Compulsory Liability Insurance (GBP 10 million) b. Professional Indemnity Insurance (GBP 5 million) c. Public Liability Insurance (GBP 10 million) 3. If the tenderer relies on the service of a third-party supplier(s) to complete the delivery of this contract, any such supplier(s) must separately complete the SPD. This completed SPD must be submitted along with the tenderer’s tender submission. 4. As noted noted in Schedule 1 Point 11, short listed suppliers will be required to complete: a. SRUC’s Vendor Due Diligence DPIA Questionnaire; b. SRUC’s Supplier Assurance Questionnaire – High Risk Profile. The above Questionnaires are not subject to scoring, but their completion is regarded as mandatory. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=830979. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. (SC Ref:830979) Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=830979