Student Accommodation Room Management System

{
  "id": "004381-2026",
  "tag": [
    "tender"
  ],
  "date": "2026-01-19T14:11:48Z",
  "ocid": "ocds-h6vhtk-0608ce",
  "buyer": {
    "id": "GB-UKPRN-10007158",
    "name": "University of Southampton"
  },
  "tender": {
    "id": "2025UoS-1520",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 540000,
          "currency": "GBP",
          "amountGross": 648000
        },
        "status": "active",
        "renewal": {
          "description": "The University proposes to enter into a Contract for five years and six months. This will be the maximum contract period, including any potential extensions with the successful tenderer(s). \nThis will comprise of a six month implementation period followed by an initial contract period of two years. There will then be the option to extend the contract by an optional two‑year extension period, and subsequently a further optional one‑year extension period, subject to satisfactory performance and at the discretion of the University.\nThe breakdown of the initial contract term and extension periods has been detailed below.\nInitial term (inclusive of implementation):\n17/04/2026 - 16/10/2028\nExtension period 1:\n17/10/2028 - 16/10/2030\nExtension period 2:\n17/10/2030 - 16/10/2031"
        },
        "hasRenewal": true,
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "awardCriteria": {
          "criteria": [
            {
              "name": "Non-Functional Requirements (Highly Desirable)",
              "type": "quality",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "description": "Where the University's requirement is not mandatory but would enhance the service solution's capability and user experience to a high degree, the weighting of \"highly desirable\" has been utilised.\nWhere it is confirmed that the proposed solution can meet the requirement, and a suitable supporting response has been provided, a score of 1 will be given.\nIf the proposed solution cannot meet the requirement, or an unsuitable supporting response has been provided, a score of 0 will be given.\n1 point will be allocated for requirements achieving the following:\n•\tThe requirement is confirmed as currently met.\n•\tThe response provides sufficient detail to demonstrate compliance.\n0 points will be allocated for requirements achieving the following:\n•\tThe requirement is not met, or\n•\tThe response is inadequate, unclear, or missing, or\n•\tLack of evidence or vague statements that do not demonstrate how the requirement is fulfilled.\nThe points awarded will be added to give an overall section score  .\nWeighted scores will be rounded to two decimal places.\nThe overall section score will be calculated based on the following formula:\nSection Score = ((Tenderer's Score ÷ Maximum Score) x Section Weighting)\nFull details on the highly desirable non-functional requirements criteria as well as weightings can be found within the tender documentation."
            },
            {
              "name": "Technical Requirements",
              "type": "quality",
              "numbers": [
                {
                  "number": 65,
                  "weight": "percentageExact"
                }
              ],
              "description": "The functional requirements have been split into ten categories below:\n1. System Functionality and Core Features\n2. Student Experience and Self-Service Capabilities\n3. Integration\n4. Room and Contract Configuration\n5. Reporting and Analytics\n6. Cloud Hosting and Security\n7. Mobilising and Migration Support\n8. Helpdesk and customer service provision\n9. Contract Management\n10. Responsible Procurement\nFull details on the criteria within each category as well as weightings can be found within the tender documentation."
            },
            {
              "name": "Commercial Requirements",
              "type": "cost",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "description": "The commercials will form 30% of the award criteria.\nThe evaluation of commercial responses (i.e. pricing) will be determined by a mathematical formula on the following basis:\nThe Tenderer who delivers the lowest overall cost in response to the Commercial Requirements Workbook (File 8), noted as \"The Grand Total\", will earn the maximum available percentage score (equivalent to the Commercial Response weighting stated at 2.3.1 above).  Scores will then be allocated to the remaining Tenderer's costs based as a percentage of the lowest price.  \nWeighted scores will be rounded to two decimal places. \nThis process can be expressed as the formula below:\nPrice Score = ((Lowest Tendered Cost ÷ Cost to be Scored) x Section Weighting)\nFull details on the commercial response evaluation and weightings can found found in the tender documentation."
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-10-16T23:59:59+01:00",
          "startDate": "2026-04-17T00:00:00+01:00",
          "maxExtentDate": "2031-10-16T23:59:59+01:00"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "type": "economic",
              "description": "To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers, and every organisation that is being relied on to meet this procurement, using an independent company called CreditSafe.\nThe University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: \"Moderate Risk\"; \"High Risk\"; \"Very High Risk\"; or \"Not Rated\", based on the rating provided by CreditSafe.\nWhere a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.\nTenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:\nPublic Liability - £5 million\nEmployers' Liability - £5 million\nProfessional Indemnity - £2.5 million\nCyber Insurance - £2.5 million\nFull details of the selection criteria can be found in the tender documents."
            },
            {
              "type": "technical",
              "description": "The selection criteria is as stated in the tender documents.\nTenderers attention is drawn to the MANDATORY requirements of the award criteria:\n- Grounds for mandatory exclusion - File 6 sections 2 & 3\n- Grounds for discretionary exclusion - File 6 section 4\n- Economic & Financial Standing - File 6 section 5\n- Insurance - File 6 section 7.1\n- Data Protection - File 6 section 7.2\n- Health & Safety - File 6 section 7.3\n- Prompt Payments - File 6 section 7.4\n- University's use of the Selection Questionnaire - File 6 section 7.5\n- Compliance with the Conditions of Contract - File 6 section 8.1\n- Functional Requirements (Mandatory) - File 7 section 1\n- Non-Functional Requirements (Mandatory) - File 7 section 3\nFull details of the selection criteria can be found in the tender documents."
            }
          ]
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKJ",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "50324100",
            "scheme": "CPV",
            "description": "System maintenance services"
          }
        ]
      }
    ],
    "title": "Student Accommodation Room Management System",
    "value": {
      "amount": 540000,
      "currency": "GBP",
      "amountGross": 648000
    },
    "status": "active",
    "documents": [
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "L-1",
        "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home",
        "documentType": "biddingDocuments"
      },
      {
        "id": "004381-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/004381-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-01-19T14:11:48Z"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "recurrence": {
      "dates": [
        {
          "startDate": "2030-10-16T23:59:59+01:00"
        }
      ]
    },
    "awardPeriod": {
      "endDate": "2026-03-31T23:59:59+01:00"
    },
    "description": "The University of Southampton's Residences team are looking to procure a cloud hosted, user friendly, future-facing student accommodation management system. The system will actively support enabling modern flexible integration options, resulting in an improved student experience.\nThe primary object of the system will be to manage end to end, pre and post arrival transactions and data relating to student residential services.\nThe student accommodation management system must be cloud hosted. Completion of migration to a new cloud hosted solution must complete no later than November 2026. For the purposes of this procurement, completion of migration is defined as:\n•\tFull implementation of the new cloud‑hosted system;\n•\tCompletion of all acceptance testing with outcomes approved by the University;\n•\tCompletion of all data migration activities, with all data successfully transferred, validated and operational within the new system before 'go live';\n•\tThe system is fully in place, live and ready for use with no dependency on the legacy solution.\nPLEASE NOTE: The University of Southampton is not a 'body governed by public law' and is therefore not considered a contracting authority for the purposes of the Public Contracts Regulations 2015 (PCR 2015), the Procurement Act 2023 (PA 2023) or the Procurement Regulations 2024 and/or any replacement legislation. This procurement process is not regulated by UK (or EU) public procurement law.\nFor the purposes of this advertisement;\n\"Regulations\": means the Public Contracts Regulations 2015 (PCR 2015), the Procurement Act 2023 (PA 2023) or the Procurement Regulations 2024.\nWhere the University advertises contracts, through any public sector tender portal, it does so on a voluntary basis by way of transparency and to encourage open competition, but it is not required to comply with the procurement legislation and this does not bind the University to publish additional notices in the future. For the purpose of procuring this Project, the University is acting in accordance with its internal financial regulations and the procedure detailed in the tender documents.\nNothing which is done during the procurement process (including the publication of the contract notice, use of the SQ and use of terminology which may be defined by the Regulations) should be taken to imply that the University is voluntarily complying with the Regulations or intends to do so. Some of the stages, documentation and terminology adopted in the University's procurement process may have similarities to ones regulated by and defined under the Regulations, but they will not be regulated by the Regulations during this process and should not be taken as references to those things as defined by the Regulations. Interested parties are invited to express their interest and submit their proposals in accordance with the instructions provided in the tender documentation. The University aims to ensure a fair, transparent, and competitive procurement process to select the most suitable partner for this significant project.",
    "tenderPeriod": {
      "endDate": "2026-02-23T12:00:00Z"
    },
    "enquiryPeriod": {
      "endDate": "2026-02-02T12:00:00Z"
    },
    "hasRecurrence": true,
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential tenderers.\nAll documentation in relation to this tender can be downloaded from In-Tend.\nPotential tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Invitation to Tender responses, will be conducted via In-Tend.\nRegular monitoring of the portal is the responsibility of the potential tenderer.\nIf you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.\nOnce you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.\nPotential tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.\nFurther instructions for the submission of responses are below:\nTo submit your return:\n1. Log in\n2. Click 'Tenders'\n3. Locate the relevant project\n4. View details\n5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')\n6. Click on the 'Attach Documents' button and upload your return.\n7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.\n8. Click the red 'Submit Return' button.\nPlease note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.\nThe University may publish details of its contract(s), including the contract values and the identities of its suppliers on its website without consulting the provider of that information. By submitting a response, potential tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.\nCosts and Expenses: Potential tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential tenderers or any of their supply chain, partners or advisers in this procurement process.\nThe University is not liable for any costs in the event of the cancellation of this procurement process.",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-UKPRN-10007158",
      "name": "University of Southampton",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKJ32",
        "country": "GB",
        "locality": "Southampton",
        "postalCode": "SO17 1BJ",
        "countryName": "United Kingdom",
        "streetAddress": "University Road, Highfield"
      },
      "details": {
        "url": "https://www.southampton.ac.uk/",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "10007158",
        "scheme": "GB-UKPRN"
      },
      "contactPoint": {
        "name": "Hannah Nash",
        "email": "procurement@soton.ac.uk",
        "telephone": "+442380595000"
      },
      "additionalIdentifiers": [
        {
          "id": "PLJL-3977-CCGG",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "initiationType": "tender"
}