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Published 3 Apr 2025, 14:11 BST

Official UK procurement notice

RHUL- 25037 Procurement of Student Records System (SaaS)

Official notice

Authority: Royal Holloway and Bedford New College (Education)·Consortium: 2 public authorities

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: South East (UKJ2)
Published estimate£7,900,000≈ £1.1m / year · £9,480,000 inc. VAT8.9% below published estimate
Submissions closed 29 Apr 2025awarded 19 Aug 2025
Awarded to Technology One UK Limited
Contract term 7 yrsends 30 Sept 2032 · up to 30 Sept 2037 with extensions · starts 30 Sept 2025

What is being bought

Published requirement description

A Student Records Software as a Service (SaaS) Solution, including Implementation services.

  • The authority expects to re-tender this requirement around 30 Sept 2033, 00:59 BST.
  • How the procedure runs: The procedure will be carried out in 3 stages: Stage 1: Participation Stage Stage 2: Tendering Stage which will include dialogue sessions, the submission of initial bids, and intermediate assessment of tenders Stage 3: Final Submission of BAFO, evaluations, assessment summaries issued, standstill period and contract execution Please see Schedule 1: Evaluation and Award Methodology for full details. Tender documents will be updated and issued at Stage 2 for successful suppliers who have met the conditions of participation.
  • No preliminary market engagement: Premarket Engagement was carried out prior to new Procurement Act 2023 (Act) Regulations.

CPV: Custom software development services · Educational software package · IT services: consulting, software development, Internet and support · Software implementation services · System and support services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 7 yrsSMEPublished value£7,900,000
Contract period: 30 Sept 2025 – 30 Sept 2032 (7 yrs) · up to 30 Sept 2037 with extensionsValue: £7,900,000 exc. VAT · £9,480,000 inc. VAT
Delivery: South EastEligibility: SME eligible
Extensions: Additional modules and or associated integration costs · First extension = three (3) years from 30th September 2032 Second extension = two (2) years from 30th September 2035
48190000 Educational software package72000000 IT services: consulting, software development, Internet and support72230000 Custom software development services72250000 System and support services72263000 Software implementation services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Legal and financial capacity conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.

  • Technical & professional ability

    Technical ability conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.

What it takes to win
i

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 more
How bids were scored
  • Technical: Technical criterion has been deemed High critical importance at stage 1 of the process.
  • Business Requirements: Business Requirements criterion has been deemed High critical importance at stage 1 of the process.
  • Implementation: Implementation criterion has been deemed High critical importance at stage 1 of the process.
  • Partnering and Contract Management: Partnering and Contract Management has been deemed Medium critical importance at stage 1 of the process.
  • Sustainability: Sustainability has been deemed low critical importance at stage 1 of the process.
  • Social Value: Social Valu has been deemed low critical importance at stage 1 of the process.
Conditions of participation2
  • Economic & financial standing

    Legal and financial capacity conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.

  • Technical & professional ability

    Technical ability conditions of participation have been set within the Invitation to Participation document which can be downloaded from the Mercell e-tendering portal.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible 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
Unspecified in notice
Recurring procurement
Yes · next expected 30 Sept 2033
First published
3 Apr 2025, 14:11 BST
Last source update
9 Oct 2025, 12:05 BST
Award evaluation window
Submission end – 9 Sept 2025
Authority reference
RHUL-25037
FTS notice number
2025/S 000-012826
Latest notice
Contract details notice (UK7)
Classification (CPV)
Custom software development servicesEducational software packageIT services: consulting, software development, Internet and supportSoftware implementation servicesSystem and support services
Delivery area
South East (UKJ2)
Official registry OCID
ocds-h6vhtk-04fcb9 Find a Tender
How it runs

The procedure will be carried out in 3 stages: Stage 1: Participation Stage Stage 2: Tendering Stage which will include dialogue sessions, the submission of initial bids, and intermediate assessment of tenders Stage 3: Final Submission of BAFO, evaluations, assessment summaries issued, standstill period and contract execution Please see Schedule 1: Evaluation and Award Methodology for full details. Tender documents will be updated and issued at Stage 2 for successful suppliers who have met the conditions of participation.

How it was run

Official notice
Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free · 5–10 minutes
Submission deadline
29 Apr 2025, 15:00 BST
Clarification deadline
15 Apr 2025, 10:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

3 Apr 2025 → 9 Oct 2025 · 8 dates
  1. Tender notice published
    3 Apr 2025, 14:11 BST
  2. Clarification questions by
    15 Apr 2025, 10:00 BST
  3. Submission deadline
    29 Apr 2025, 15:00 BST
  4. Assessment summaries sent
    19 Aug 2025, 00:00 BST
  5. Standstill ends
    29 Aug 2025, 23:59 BST
  6. Award decision expected by
    9 Sept 2025, 00:59 BST
  7. Contract starts388 days ago
    30 Sept 2025
  8. Latest notice published379 days ago
    9 Oct 2025, 12:05 BST

Notice history

7 events · 3 releases on Find a Tender · since 3 Apr 2025
  1. Tender notice published
    3 Apr 2025, 14:11 BST
    UK4
  2. Contract award notice published
    19 Aug 2025, 10:58 BST
    UK6
  3. Status changed to complete
    19 Aug 2025, 10:58 BST
  4. Procurement method changed
    19 Aug 2025, 10:58 BST
  5. Buyer details updated
    19 Aug 2025, 10:58 BST
  6. Contract signature expected
    12 Sept 2025, 23:59 BST
    scheduled
  7. Contract details notice published
    9 Oct 2025, 12:05 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £7,200,0001 award exc. VAT
Bids received 21 from SMEs
Named bidders 2published on the award notice
Contracts signed 1latest 12 Sept 2025
Awarded toValueDateStatus
Technology One UK Limited1 Oct 2025 – 30 Sept 2032 · up to 30 Sept 2037Extensions: First extension = three (3) years from 1st October 2032 Second extension = two (2) years from 1st October 2035 Subject to both parties agreement. · Options: Additional related modules and or associated integration costs£7,200,00019 Aug 2025Awarded

Contracts

  • Contract 1 · Technology One UK Limited

    Signed
    12 Sept 2025
    Value
    £7,200,000
    Period
    26 Sept 2025 – 25 Sept 2032 · up to 25 Sept 2037 with extensions
    Status
    active
    Extensions
    The University shall have the right to extend the Term for a further 3 years from the end of the Initial Term ("First Extension Period"); and for an additional 2 years from the end of the First Extension Period ("Second Extension Period") by giving the Supplier at least 3 months written notice to expire on or before the last day of the Initial Term or the First Extension Period.
    Options
    The right to additional purchases for related modules and or associated integration costs.
    8 agreed KPIs: Implementation Gates · Training · Availability …
    • Implementation Gates
    • Training
    • Availability
    • Ticket Resolution
    • SOC2 Compliance Reporting
    • Data Migration
    • Regulatory Reporting
    • Invoice Accuracy

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2final-stage tenders10—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

2 public bodies on the notice

Royal Holloway and Bedford New College

Contracting authorityPublic authority - sub-central government GB-COH: RC000823 · GB-PPON: PRVY-6462-QBVG Royal Holloway University of London, Egham Hill, Egham, South East, TW20 0EXContact email

Bidders & participating suppliers

2 commercial parties on the notice · 1 awarded
  • ELLUCIAN GLOBAL LIMITEDBidder / tendererGB-COH: 07853571GB-PPON: PZPW-9873-HZMR 12 New Fetter Lane, London, London, EC4A 1JP
  • TECHNOLOGY ONE UK LIMITEDAwarded supplierGB-COH: 05234413GB-PPON: PTCZ-9264-VLHR Fourth Floor Abbots House, Reading, South East, RG1 3BDContact email

Official documents & specifications (4)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender