Postgraduate Research Management System

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06105b-2026-04-17T13:30:39+01:00",
    "date": "2026-04-17T13:30:39+01:00",
    "ocid": "ocds-h6vhtk-06105b",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-RC000904",
            "name": "ASTON UNIVERSITY",
            "identifier": {
                "scheme": "GB-COH",
                "id": "RC000904"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PTLB-7496-TPTR"
                }
            ],
            "address": {
                "streetAddress": "Aston Triangle",
                "locality": "Birmingham",
                "postalCode": "B4 7ET",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG31"
            },
            "contactPoint": {
                "name": "Sarah Carrington",
                "email": "procurement@aston.ac.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.aston.ac.uk/",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-RC000904",
        "name": "ASTON UNIVERSITY"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Prospective suppliers who meet all of the listed requirements are encouraged to contact procurement@aston.ac.uk.",
                "dueDate": "2026-02-28T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "007373-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/007373-2026",
                "datePublished": "2026-01-28T09:13:39Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "1206",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Postgraduate Research Management System",
        "description": "Aston University is seeking proposals from suitably qualified and experienced suppliers to provide and implement an off-the-shelf solution to support the full Postgraduate Research (PGR) student lifecycle. This procurement aligns with the University's 2030 Strategy and its ambition to expand its PGR 1community to 1,000 students by 2030. Currently, the University does not have a single system to manage the end-to-end PGR student journey. Processes are fragmented, with a heavy reliance on manual workflows and spreadsheets. Core student data and activities such as enrolment, progression, and award management are handled through Tribal: SITS, alongside other selected processes. A comprehensive review of the PGR student lifecycle-from application through to supervisory meetings, progression monitoring, and thesis submission-has identified a number of inefficiencies and pain points. These issues limit service quality, user experience, and reporting capability. To support planned growth and enhance operational effectiveness, the University requires a robust, integrated solution that streamlines processes and improves data visibility. The University is therefore seeking a specialist, off-the-shelf system focused on the PGR lifecycle, requiring minimal customisation to ensure efficiency, maintainability, and long-term sustainability. The solution should integrate effectively with existing systems, including Tribal: SITS, and support future scalability. This procurement will be conducted under the Competitive Flexible Procedure, in accordance with applicable public sector procurement regulations. This approach enables a transparent, fair, and consistent evaluation process, while allowing the University flexibility to clarify, refine, and assess supplier solutions throughout the procurement lifecycle. Full details, including all documents and questions, can be found on the ProContract tendering portal: https://procontract.due-north.com/Advert?advertId=a8c9cdbb-493a-f111-813c-005056b64545",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKG31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00+01:00",
                    "endDate": "2031-08-31T23:59:59+01:00",
                    "maxExtentDate": "2031-06-14T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 439000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Stage 1 - Participation Stage: 70% Quality 30% Commercial Stage 2 - ITT Stage: 60% Presentation/Demonstration 35-40% - Final Cost Proposal up to 5% (If Invoked) - Optional Technical & Commercial Clarifications Further details can be found in the document suite and question set on ProContract.",
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Stage 1 - Commercial - 30%"
                        },
                        {
                            "type": "quality",
                            "name": "Stage 1 - Quality - 70%"
                        },
                        {
                            "type": "price",
                            "name": "Stage 2 - Full Cost Proposal - 35-40%"
                        },
                        {
                            "type": "quality",
                            "name": "Stage 2 - Presentation/Demonstration - 60%"
                        },
                        {
                            "type": "quality",
                            "name": "Stage 2 - Optional Technical & Commercial Clarifications (If Invoked) - up to 5%"
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 2,
                    "maximumCandidates": 3
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "description": "Shortlisting Rules: * 1-4 compliant bids - shortlist top 2 bidders * 5 or more compliant bids - shortlist top 3 bidders * In the event of a tie for the final shortlisted position, all tied bidders will progress to Stage 2",
                            "forReduction": true
                        }
                    ]
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-03-15T23:59:59Z"
        },
        "status": "active",
        "value": {
            "amountGross": 439000,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This procurement will be conducted under the Competitive Flexible Procedure, in accordance with applicable public sector procurement regulations. This section outlines how responses will be evaluated, how Tenderers will be shortlisted, and how the final contract award will be determined. The methodology is designed to ensure a transparent, fair, and consistent process, while allowing the University flexibility to clarify, refine, and assess solutions throughout the procurement lifecycle. Stage 1 - Invitation to Participate (ITP) Stage 1 evaluates suppliers' technical capability, compliance, and core functional fit for the PGR lifecycle system. Tenderers must complete both: *Procurement-Specific Questionnaire *Project-Specific Requirements Pass/Fail Criteria: Tenderers must meet all mandatory requirements to progress to Stage 2, including: * Technical architecture and hosting (SSO with Microsoft Entra ID, documented REST APIs, role-based access controls, encryption, audit trail). A UK-based production environment is preferred, but not essential. * Core PGR lifecycle functionality (admissions, progression, supervisory meetings, thesis submission, viva, award) * Integrations with key systems (SITS, Blackboard, CELCAT) * Accessibility (WCAG 2.1 AA) and GDPR/data protection compliance * Security, backup, and data retention policies * Cybersecurity certifications and insurance Failure to meet any mandatory requirement will result in exclusion from Stage 2. Scored Criteria - Stage 1: Tenderers will be scored on: *Supplier experience - 15% *End-to-end PGR lifecycle coverage - 20% *IT Criteria - 20% *Compliance & regulatory adherence - 5% *Implementation & project delivery - 5% *Training, aftercare, and account management - 5% *Commercial alignment / pricing - 30% Note: Stage 1 commercial scores (30%) are used for shortlisting only and will not be carried forward to the final award calculation. Feedback to Bidders * Unsuccessful bidders failing pass/fail criteria: will be notified only of the specific criteria they failed. * Compliant bidders not shortlisted: will receive feedback on their scored criteria, including how their scores compared to the successful shortlisted bidders. * Successful bidders: will be notified that they have been shortlisted for Stage 2 and will also be provided with their Stage 1 technical scores only, as these scores will be carried forward into Stage 2. This maintains transparency while ensuring that bidders understand their relative performance and which scores contribute to the next stage. Shortlisting Rules: *1-4 compliant bids - shortlist top 2 bidders *5 or more compliant bids - shortlist top 3 bidders *In the event of a tie for the final shortlisted position, all tied bidders will progress to Stage 2 Stage 2 - Invitation to Tender (ITT) Stage 2 evaluates shortlisted suppliers in more depth, considering both their solution demonstration and commercial proposal. The stage ensures that suppliers' offerings meet the University's functional, technical, and commercial expectations. Key Components: Demonstrations / Presentations (approx. 60% of Stage 2 score) *Suppliers will present their solution, covering core PGR lifecycle areas such as: admissions, progression, supervisory milestones, thesis and award management, workflow automation, integration, and usability/accessibility. *Demonstrations allow the University to assess how the solution works in practice, including compliance, automation, and reporting capabilities. Final Cost Proposal (approx. 35-40% of Stage 2 score) *Suppliers submit a commercial proposal, including total cost of ownership, licensing, implementation, and support costs. *Optional clarifications may be requested to refine pricing or address technical/commercial queries without altering scope. Stage 2C - Optional Technical & Commercial Clarifications (up to 5%) *May be invoked to clarify risks or refine pricing assumptions, with no new functionality or changes to architecture permitted. Feedback to Bidders *Shortlisted suppliers progressing from Stage 1 will receive their Stage 1 technical scores. *Unsuccessful bidders at Stage 2 will be informed of their relative scores, maintaining transparency while protecting commercially sensitive details. Scoring & Proration *Stage 2 scores will be combined with Stage 1 technical scores to determine the final award. *Weightings are prorated to 100%, with demonstrations, cost proposal, and any clarifications contributing according to defined proportions. Final Award The contract will be awarded to the Tenderer achieving the highest overall score following completion of all evaluation stages. The final assessment will combine: *Stage 1 Technical Scores (carried forward for shortlisted suppliers) *Stage 2 Demonstration / Presentation Scores *Stage 2 Final Cost Proposal *Stage 2C Clarifications / Price Refinement (if invoked) This approach ensures the award reflects both technical quality and commercial value, providing a solution that meets functional requirements while offering long-term sustainability and value for the University."
        },
        "submissionMethodDetails": "All submissions and queries must be made through ProContract: https://procontract.due-north.com/Advert?advertId=f453b617-4924-f011-8136-005056b64545",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-05-13T12:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2026-05-05T17:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-03T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "035203-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/035203-2026",
                "datePublished": "2026-04-17T13:30:39+01:00",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}