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PROCUREMENT OPPORTUNITY

Student Accommodation Room Management System

University of Southampton · Tender notice on Find a Tender

Tender information last checkedLast checked 5 Oct 2026, 05:31.

Opportunity overview

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. The primary object of the system will be to manage end to end, pre and post arrival transactions and data relating to student residential services. The 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: • Full implementation of the new cloud‑hosted system; • Completion of all acceptance testing with outcomes approved by the University; • Completion of all data migration activities, with all data successfully transferred, validated and operational within the new system before 'go live'; • The system is fully in place, live and ready for use with no dependency on the legacy solution. PLEASE 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. For the purposes of this advertisement; "Regulations": means the Public Contracts Regulations 2015 (PCR 2015), the Procurement Act 2023 (PA 2023) or the Procurement Regulations 2024. Where 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. Nothing 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.

Classification

  • CPV48000000 — Software package and information systems
  • CPV50324100 — System maintenance services

Lots

  • Lot 1£540k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
2025UoS-1520
Status
active
Procurement Method
open
Procurement Method Details
Open procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
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. All documentation in relation to this tender can be downloaded from In-Tend. Potential 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. Regular monitoring of the portal is the responsibility of the potential tenderer. If 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. Once 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'. Potential 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. Further instructions for the submission of responses are below: To submit your return: 1. Log in 2. Click 'Tenders' 3. Locate the relevant project 4. View details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. 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. 8. Click the red 'Submit Return' button. Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. The 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. Costs 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. The University is not liable for any costs in the event of the cancellation of this procurement process.
Has Recurrence
Yes

Legal basis

Id
2023/54
Scheme
UKPGA

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
23 Feb 2026, 12:00

Enquiry period

Ends
2 Feb 2026, 12:00

Expected award period

Ends
31 Mar 2026, 23:59

Recurrence

Dates

Entry 1
Starts
16 Oct 2030, 23:59

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Including VAT
648,000
Amount
540,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Non-Functional Requirements (Highly Desirable)
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. Where 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. If the proposed solution cannot meet the requirement, or an unsuitable supporting response has been provided, a score of 0 will be given. 1 point will be allocated for requirements achieving the following: • The requirement is confirmed as currently met. • The response provides sufficient detail to demonstrate compliance. 0 points will be allocated for requirements achieving the following: • The requirement is not met, or • The response is inadequate, unclear, or missing, or • Lack of evidence or vague statements that do not demonstrate how the requirement is fulfilled. The points awarded will be added to give an overall section score . Weighted scores will be rounded to two decimal places. The overall section score will be calculated based on the following formula: Section Score = ((Tenderer's Score ÷ Maximum Score) x Section Weighting) Full details on the highly desirable non-functional requirements criteria as well as weightings can be found within the tender documentation.

Numbers

Entry 1
Number
5
Weight
percentageExact
Criterion 2
Type
quality
Name
Technical Requirements
Description
The functional requirements have been split into ten categories below: 1. System Functionality and Core Features 2. Student Experience and Self-Service Capabilities 3. Integration 4. Room and Contract Configuration 5. Reporting and Analytics 6. Cloud Hosting and Security 7. Mobilising and Migration Support 8. Helpdesk and customer service provision 9. Contract Management 10. Responsible Procurement Full details on the criteria within each category as well as weightings can be found within the tender documentation.

Numbers

Entry 1
Number
65
Weight
percentageExact
Criterion 3
Type
cost
Name
Commercial Requirements
Description
The commercials will form 30% of the award criteria. The evaluation of commercial responses (i.e. pricing) will be determined by a mathematical formula on the following basis: The 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. Weighted scores will be rounded to two decimal places. This process can be expressed as the formula below: Price Score = ((Lowest Tendered Cost ÷ Cost to be Scored) x Section Weighting) Full details on the commercial response evaluation and weightings can found found in the tender documentation.

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
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. The 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. Where 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. Tenderers 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: Public Liability - £5 million Employers' Liability - £5 million Professional Indemnity - £2.5 million Cyber Insurance - £2.5 million Full details of the selection criteria can be found in the tender documents.
Criterion 2
Type
technical
Description
The selection criteria is as stated in the tender documents. Tenderers attention is drawn to the MANDATORY requirements of the award criteria: - Grounds for mandatory exclusion - File 6 sections 2 & 3 - Grounds for discretionary exclusion - File 6 section 4 - Economic & Financial Standing - File 6 section 5 - Insurance - File 6 section 7.1 - Data Protection - File 6 section 7.2 - Health & Safety - File 6 section 7.3 - Prompt Payments - File 6 section 7.4 - University's use of the Selection Questionnaire - File 6 section 7.5 - Compliance with the Conditions of Contract - File 6 section 8.1 - Functional Requirements (Mandatory) - File 7 section 1 - Non-Functional Requirements (Mandatory) - File 7 section 3 Full details of the selection criteria can be found in the tender documents.

Suitability

Sme
Yes
Vcse
Yes

Contract period

Starts
17 Apr 2026, 00:00
Ends
16 Oct 2028, 23:59
Max Extent Date
16 Oct 2031, 23:59

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). This 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. The breakdown of the initial contract term and extension periods has been detailed below. Initial term (inclusive of implementation): 17/04/2026 - 16/10/2028 Extension period 1: 17/10/2028 - 16/10/2030 Extension period 2: 17/10/2030 - 16/10/2031

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 2
Scheme
CPV
Id
50324100
Description
System maintenance services

Delivery locations

Entry 1
Region
UKJ
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
L-1
Document Type
biddingDocuments
Entry 3
Id
004381-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
19 Jan 2026, 14:11
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
University of Southampton
Id
GB-UKPRN-10007158

Identifier

Scheme
GB-UKPRN
Id
10007158

Additional Identifiers

Entry 1
Scheme
GB-PPON
Id
PLJL-3977-CCGG

Address

Street Address
University Road, Highfield
Locality
Southampton
Postal Code
SO17 1BJ
Country
GB
Country Name
United Kingdom
Region
UKJ32

Contact

Name
Hannah Nash
Telephone
+442380595000

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government

Recorded locations

  • Buyer location · Southampton · UKJ32 · SO17 1BJ · United Kingdom
  • Delivery location · UKJ · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 004381-2026Tender notice on Find a Tender ·