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Student Accommodation Room Management System

UNIVERSITY OF SOUTHAMPTON

This public procurement record has 1 release in its history.

Tender

19 Jan 2026 at 14:11

UK4 - Tender Notice
Summary of the contracting process

The University of Southampton, located in Southampton, United Kingdom, has initiated an open procurement process seeking a cloud-hosted Student Accommodation Room Management System. The tender, valued at approximately GBP 648,000, falls under the "Software package and information systems" industry category. Key dates include the tender submission deadline on 23rd February 2026 and the anticipated start of the contract on 17th April 2026. The procurement process, currently in the tender stage, aims for completion by November 2026, including full implementation and migration. The process is conducted through the In-Tend E-Tendering Portal, following an open procedure, and encourages transparency and competitive participation.

This tender presents significant business growth opportunities, particularly for companies specialising in software development, cloud solutions, and student management systems. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) may find this opportunity well-suited to their capabilities. The project demands technological and commercial prowess in areas such as system functionality, integration, and data security, and it seeks partners with the ability to deliver innovative, user-friendly solutions enhancing the student experience. Successful bidders will have the potential for a long-term contract, with extensions possible up to 2031, contingent on satisfactory performance.

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Notice Information

Notice Title

Student Accommodation Room Management System

Notice 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. 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.

Lot Information

Lot 1

Renewal: 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

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0608ce
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/004381-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

50 - Repair and maintenance services

CPV Codes

48000000 - Software package and information systems

50324100 - System maintenance services

Notice Value(s)

Tender Value
£540,000 £500K-£1M
Lots Value
£540,000 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
19 Jan 20267 months ago
Submission Deadline
23 Feb 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
17 Apr 2026 - 16 Oct 2028 2-3 years
Recurrence
2030-10-16

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SOUTHAMPTON
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTHAMPTON
Postcode
SO17 1BJ
Postcode Area
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ32 Southampton
Delivery Location
TLJ South East (England)
Local Authority
Southampton
Electoral Ward
Portswood
Westminster Constituency
Southampton Test

Further Information

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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