Learning Management System · UK public procurement notice

Learning Management System; Pre Market Engagement

GreenSquareAccord Limited (GSA) is exploring the market for a modern Learning Management System (LMS) to support our training, compliance, and professional development needs across the organisation. We intend to undertake preliminary market engagement activities to help shape our requirements, procurement approach, and route to market.

This engagement is being conducted in accordance with Section 16 and 17 of the Procurement Act 2023, which encourage early market engagement while ensuring fairness, transparency and equal treatment of all potential suppliers. Participation in this PME will not confer any advantage or preferential treatment in any future procurement process.

This notice invites interested suppliers to participate in pre procurement discussions and product demonstrations to support the refinement of our requirements and the development of a robust competitive procurement exercise. This PME does not constitute a call for competition and does not committee GSA to undertake any future procurement.

Objectives of the Pre Market Engagement

The purpose of this PME is to inform the organisation's commercial strategy and ensure the future procurement delivers the best possible outcomes. Specifically, we aim to:

Develop and refine requirements

• Understand market capabilities, innovation, and emerging functionality.
• Test the feasibility of our high level requirements and identify gaps.
• Inform functional and technical specifications, service levels, data migration needs, hosting requirements, and integration expectations.

Shape the procurement approach

• Determine the most appropriate procurement route (including whether the Competitive Flexible Procedure is suitable).
• Understand the typical delivery and implementation structure used in the market.
• Clarify pricing models and cost drivers.

Develop award criteria

• Understand which factors suppliers believe best differentiate quality.
• Shape the evaluation methodology (price/quality/social value).
• Identify meaningful, measurable criteria aligned to user needs.

Define conditions of participation

• Identify realistic supplier requirements (e.g., experience, accreditations).
• Ensure no unnecessary barriers to SME participation.
• Test assumptions about supplier capability thresholds.

Identify potential suppliers

• Establish which suppliers are active in the market and interested.
• Build a comprehensive list to notify when the tender goes live.

Understand social value opportunities

• Explore how LMS providers can contribute to the GSA's social value goals (e.g., local skills development, sustainability, digital inclusion).
• Identify achievable KPIs that can be developed for the tender.

Ensuring best value for money

Across the life of the contract, we aim to ensure the procurement delivers:

• Economy: securing the best commercially viable pricing model.
• Efficiency: reducing administrative effort, improving workflows, and minimising system management overhead.
• Effectiveness: delivering successful user outcomes, high adoption, strong reporting, automation, and measurable improvements in learning delivery.

Estimate Contract Value

• Provision of indicative pricing to inform affordability and value for money

Scope of the Future Requirement

GSA requires a new Learning Management System (LMS) to modernise and standardise learning across the organisation. The LMS will centralise training delivery, support compliance requirements, streamline onboarding, reduce operational costs, and enable data driven workforce development. This investment will strengthen capability building, improve employee performance, and align learning to GSA's strategic business priorities.

All requirements outlined in this notice are indicative and subject to change following market engagement.

Contractual Term: 5 Years (2+1+1+1)

Key Requirements and deliverables:

1. Core Functional Requirements

• We require1500-2000 users licenses

2. User Management

• The system must allow creation and management of user accounts (manual entry, bulk upload, and automated sync via HRIS/Active Directory/SSO).
• The system must support user roles (e.g. learner, manager, admin, content creator).
• The system must allow managers to view their teams' learning records and progress.

3. Qualifications & Certification Management

• The system must store, track, and report on employee qualifications, certifications, and mandatory training.
• The system must support qualification expiry dates, with automated alerts to learners and managers.
• The system must allow uploading evidence (e.g., certificates, documents, assessments).
• The system must support approval workflows for submitted evidence.
• The system must provide dashboards and reports showing qualification compliance at individual, team, and organisation levels.

4. Learning Content Delivery

• The system must support SCORM 1.2 and/or SCORM 2004 packages.
• The system must allow hosting of video content (MP4, streamed video, or embedded video).
• The system must allow creation and delivery of native e‑learning modules, quizzes, and assessments.
• The system must track completion, pass/fail status, time spent, and SCORM data reporting variables.
• The system must support blended learning (recording attendance for classroom or virtual sessions).
• The system provider can supply catalogues of learning (Care certificate package desirable)

5. Course & Programme Management

• The system must support creation of courses, learning pathways, and curricula.
• The system must allow automated assignment of courses based on role, department, location, or other criteria.
• The system must handle recurring/renewal training requirements.
• The system must allow setting prerequisites for course enrolment.

6. Reporting & Analytics

• The system must provide dashboards for learners, managers, and admins.
• The system must include customisable reports (e.g. learning completions, overdue training, qualification status).
• Reports must be exportable to CSV, Excel, and/or PDF.
• The system must support scheduled automated reporting via email.

7. Notifications & Communication

• The system must support configurable automated notifications (e.g, enrolment, reminders, expiries)
• Notifications must be available via email; optional in‑system and mobile push notifications.
• The system must allow broadcast messages to users or groups

8. Integration

• The system must be cloud based
• The system must integrate with HR systems for automatic user provisioning and organisational structure sync
• The system must provide APIs for data exchange.
• Accessibility compliance (WCAG 2.1 AA)

GreenSquareAccord's request from Suppliers

We would like to invite suppliers to participate in the following activities:

1. Written Market Feedback

Suppliers will be asked to respond to a short questionnaire covering:

• Solution capabilities
• Deployment options
• Licensing and pricing models
• Implementation timescales
• Hosting & data security
• Innovation and best practice
• Conditions of Participation
• Market Insights
• Social Value

2. Supplier Demonstrations (Optional)

GreenSquareAccord would welcome the opportunity to view standard, non tailored, out the box product demonstrations from interested suppliers as part of this pre market engagement exercise (they must not be tailored to GSA at this stage). Demonstrations are expected to be delivered virtually; however in person demonstrations may be considered if appropriate. Dates and formats will be confirmed with participating suppliers. Demonstration are to:

• Understand system usability
• Assess reporting and analytics
• Review user experience for administrators and learners
• Explore integration options
• Understand automation and workflow features

GreenSquareAccord will remain compliant with the Procurement Act 23:

• We will not be evaluating suppliers at this stage.
• We will not be providing individual feedback or guidance at this stage.
• We will not score demonstrations.
• We will not share supplier specific information with other suppliers.
• We will not accept promotional gifts, trial access, or any incentives.
• We will not indicate preferred suppliers.
• All future procurement documents will be openly published.
• Suppliers who do not participate will not be disadvantaged.
• Information will be handled in accordance with data protection legislation

All information gathered will be aggregated and anonymised before being solely used to shape the procurement.

Should your organisation wish to participate in this pre market engagement exercise, please register your interest by emailing: [email protected]

Please include:

• Organisation name
• Contact person
• Product name

Please also indicate whether you wish to participate in:

• Written feedback
• Demonstrations
• Both

The deadline for expressing interest in this Pre-Market Engagement: Wednesday 6th May 2026.