Inplace software · UK public procurement notice

InPlace is a specialist placement and mobility management platform that is already established across Coventry University Group and supports the management of student mobility activity, including exchange programmes, study abroad opportunities, international placements, risk management processes, partner institution records, student workflows, approvals, reporting, and associated UKVI compliance requirements.

The requirement is not for a generic student management system but for the continuation of an existing platform that has been configured to meet the University's specific operational and regulatory requirements. Significant investment has already been made in system implementation, process design, user training, data migration, testing, and integration with existing University processes.

Obtaining three comparable quotations or running a competitive tender is not practical in this instance because alternative suppliers would not be able to provide a like-for-like comparison without a detailed procurement exercise, system evaluation, implementation assessment, and consideration of the costs associated with replacing the existing platform. Any alternative solution would require the migration of historical mobility records and student data, redevelopment of established workflows, retraining of staff, reconfiguration of reporting structures, and extensive testing to ensure continuity of service and compliance with University requirements.

Replacing the current platform would create significant operational disruption and introduce risk to the management of student mobility programmes, including student support, partner institution management, activity tracking, health and safety oversight, and funding scheme reporting. Renewal of the existing contract therefore represents the most cost-effective and lowest-risk approach, ensuring continuity of service while protecting the University's investment in established processes, data, and staff expertise.

The value of the contract is below the threshold of £207,720.00 including VAT, which is the threshold for tendering or awarding a compliant direct award from a framework