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Renewal of Estates Management Software Licenses (Planon)

THE OPEN UNIVERSITY

This public procurement record has 1 release in its history.

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22 Jul 2026 at 11:05

Award Notice
Summary of the contracting process

The Open University procured renewal of its existing Planon estates management software licences. Planon is embedded in the university’s operations for planned maintenance, reactive works, hospitality management and central room booking. The requirement is for software products and information systems, supporting estates management rather than a new implementation or replacement platform. The buying organisation is The Open University, and the service is for its operations in Milton Keynes, England. The procurement covers licence renewal for the existing system, with the supplier acting as a software reseller. This is therefore relevant mainly to businesses supplying Planon licences or authorised software-reseller services, rather than general estates, facilities management or software development providers.

The procurement is complete and was awarded on 22 July 2026 to Academia Limited. It used a selective procedure as a call-off from the Procurement Services Software Products and Associated Services Y23065 framework, with the tender described as a direct award to the reseller. The initial contract period runs from 1 August 2026 to 31 July 2029, covering three years of licence renewal. The initial three-year value is £171,821.06 including VAT. The buyer also holds an option to extend for up to two further years, valued at £126,334.32 including VAT. The awarded potential total value is £298,155.38 including VAT. The award is active and the contract concerns software licence goods.

For a supplier that did not win this award, the requirement demonstrates established demand from a higher-education estates operation for continued use of Planon across maintenance, reactive work, hospitality and room-booking functions. A credible future competitor would need to supply or resell Planon licences, understand the software’s estates-management application and support continuity for an embedded system rather than offer a generic alternative. The route used was a public-sector framework call-off and direct award to a software reseller, so relevant framework access, reseller status and the ability to transact under framework terms would be important. The buyer’s stated SME and VCSE suitability flags were false, indicating that this opportunity was aimed at larger, established suppliers with the required commercial and software-channel capability.

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Notice Information

Notice Title

Renewal of Estates Management Software Licenses (Planon)

Notice Description

Planon is an existing and embedded estate management software used to manage planned maintenance, reactive work, hospitality and central room booking. The contract is a direct award to Academia Limited as a software reseller under the Procurement Services Software Products and Associated Services Y23065 framework. This contract is for the renewal of the licenses for a 3 year period with the option to extend for an additional 2 years (up to 5 years in total). The value for the initial 3 year term is PS171,821.06 inc VAT, and PS126,334.32 inc VAT for the additional extension option, giving a potential total contract value of PS298,155.38.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-43952482-f976-4df6-8a8c-208e003f37fc
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/6a0a617f-9e50-4e6b-a148-1aa9afbbbe84
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£298,155 £100K-£500K
Lots Value
Not specified
Awards Value
£298,155 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
22 Jul 20262 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
22 Jul 20262 months ago
Contract Period
1 Aug 2026 - 31 Jul 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE OPEN UNIVERSITY
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MILTON KEYNES
Postcode
MK7 6AA
Postcode Area
Milton Keynes
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ12 Milton Keynes
Delivery Location
Not specified
Local Authority
Milton Keynes
Electoral Ward
Monkston
Westminster Constituency
Milton Keynes Central

Supplier Information

Number of Suppliers
1
Supplier Name

Academia Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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