Official UK procurement notice
ID 5830970 DE - Stranmillis College - Provision, Implementation, Support and Maintenance of a New Finance System
Authority: Stranmillis University College (Central government)·On behalf of: CPD
What is being bought
Published requirement descriptionStranmillis University College (The Buyer) wishes to establish a contract with a Supplier to provide a commercial, off-the shelf solution for the provision, support and maintenance of a finance system, which must be fully operational by 1 March 2026.
The Contract will commence immediately following Award, with an implementation phase, which must be completed by 28 February 2026.
The initial 5-year period will commence on the Go-Live date of 1 March 2026, and include options to extend for 2 further up to one-year periods (i.e. a maximum of 7.5 years, dependent on the Contract Award date and Implementation Phase).
Suppliers should refer to the Specification Schedule for full detail on the deliverables of this contract. This procurement is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the PA 2023.
- No preliminary market engagement: A pre-market engagement exercise titled ‘DfE - Stranmillis UC - Replacement Finance and Purchasing Solution Pre Market Engagement’ was published on 12/03/2024. The closing date was 05/04/2024. The PME Notice identifier was: 2024/S 000-007859 Procurement identifier (OCID): ocds-h6vhtk-0447bb As part of this engagement suppliers were invited to submit a response to a questionnaire and attended meetings with Stranmillis University College. Meetings with respondents took place on 01 May 2024 virtually.
CPV: Accounting software development services · Accounting software package · Accounting system · Business transaction and personal business software development services · Computer support services · Computer-related services · Content management software development services · Content management software package · Database and operating software package · Database-management system · Financial analysis and accounting software development services · Financial analysis and accounting software package · +11 more
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£596,000
What it takes to wini
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 morei
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).
Published sub-criteria (2)
- Qualitative Criteria: 35%
- Quantitative Criteria: 65%
Published award criteria (2)
- Quantitative Criteria: As per Tender documentation. The Contracting Authority may during the process refine an award criterion in line with section 24 of the PA 2023. Where this is the case revised tender documentation will be provided to all suppliers clearly indicating any refinements made.
- Qualitative Criteria: As per Tender documentation. The Contracting Authority may during the process refine an award criterion in line with section 24 of the PA 2023. Where this is the case revised tender documentation will be provided to all suppliers clearly indicating any refinements made.
- Price carries 65 of 100 points: a 10% discount moves about 6.5 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- 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
- 7 Aug 2025, 15:33 BST
- Last source update
- 4 Nov 2025, 10:50 GMT
- Award evaluation window
- Submission end – 6 Oct 2025
- Authority reference
5830970- FTS notice number
2025/S 000-047005- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-058394Find a Tender- Contract terms summary
As per Schedule 3 (Charges) of the Contract
How it was run
Official notice- Submission deadline
- 8 Sept 2025, 15:00 BST
- Clarification deadline
- 27 Aug 2025, 15:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Tenders must be submitted electronically via the relevant Call for Tender (CfT) opportunity on eTendersNI, website details immediately below.
Paper submissions will not be accepted or considered and will be rejected by the Contracting Authority / Buyer.
The tender documents are available with unrestricted and full direct access, free of charge, at: URL etendersni.gov.uk/epps ↗
Timeline
7 Aug 2025 → 4 Nov 2025 · 8 dates- Tender notice published7 Aug 2025, 15:33 BST
- Clarification questions by27 Aug 2025, 15:00 BST
- Submission deadline8 Sept 2025, 15:00 BST
- Assessment summaries sent384 days ago3 Oct 2025, 00:00 BST
- Contract starts381 days ago6 Oct 2025, 00:00 BST
- Award decision expected by380 days ago6 Oct 2025, 23:59 BST
- Standstill ends372 days ago14 Oct 2025, 23:59 BST
- Latest notice published352 days ago4 Nov 2025, 10:50 GMT
Notice history
5 events · 3 releases on Find a Tender · since 7 Aug 2025- Tender notice published7 Aug 2025, 15:33 BSTUK4
- Contract award notice published3 Oct 2025, 12:50 BSTUK6
- Status changed to complete3 Oct 2025, 12:50 BST
- Contract signature expected15 Oct 2025, 23:59 BSTscheduled
- Contract details notice published4 Nov 2025, 10:50 GMTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SHERWOOD SYSTEMS LIMITEDSME15 Oct 2025 – 28 Feb 2031 · up to 28 Feb 2033Extensions: Following the initial contract period, there are 2 potential extension periods of up to 12months each. Optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority. · Options: This Contract provides the right to additional purchases while the contract is valid, as outlined in the Potential Future Requirements section of the Specification Document. These will be dependent on the Buyer's decision to proceed with them, based on business need and budget allocation. • Customer Self-Service Portal • Employee Expenses Module • Government Procurement Card (GPC) transaction logging (Currently approx. 8 GPC cardholders • Payroll and/or HR module (for approx. 200 staff) with potential for a Work Attendance system (clock-in/clock-out) functionality. Where a future requirement is deemed necessary, the Buyer will advise the supplier and request a detailed proposal, methodology and pricing for consideration. The Buyer reserves the right to benchmark pricing or procure the requirement via alternative procurement routes. | £582,291 | 2 Oct 2025 | Awarded |
Contracts
ID 5830970 DE - Stranmillis College - Provision, Implementation, Support and Maintenance of a New Finance System · SHERWOOD SYSTEMS LIMITEDSME
- Signed
- 16 Oct 2025
- Value
- £582,291
- Period
- 17 Oct 2025 – 28 Feb 2031 · up to 28 Feb 2033 with extensions
- Status
- active
- Extensions
- Following the initial contract period, there are 2 optional extension periods of up to 12 months each. Take up of the optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority.
- Options
- This Contract provides the right to additional purchases while the contract is valid, as outlined in the Potential Future Requirements section of the Specification Document. These will be dependent on the Buyer's decision to proceed with them, based on business need and budget allocation, including the possible additions of a; • Customer Self-Service Portal • Employee Expenses Module • Government Procurement Card (GPC) transaction logging (Currently approx. 8 GPC cardholders • Payroll and/or HR module (for approx. 200 staff) with potential for a Work Attendance system (clock-in/clock-out) functionality. Where a future requirement is deemed necessary, the Buyer will advise the supplier and request a detailed proposal, methodology and pricing for consideration. The Buyer reserves the right to benchmark pricing or procure the requirement via alternative procurement routes.
No agreed KPIs: The value of this contract is below the relevant threshold of £5 million including VAT and as such the reporting and publication of KPIs is not mandated.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1final-stage tenders · 2 at stage one | 1 | 0 | — |
Contracting authority & participating public bodies
3 public bodies on the noticeOther public bodies
- CPDBeneficiary authority
- CPD - Supplies & Services DivisionProcess contact pointProcuring entityConstruction and Procurement Delivery - Supplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland
Bidders & participating suppliers
2 commercial parties on the notice- SHERWOOD SYSTEMS LIMITEDAwarded supplier
- SHERWOOD SYSTEMS LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender