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Postgraduate Research Management System

Aston University

This public procurement record has 3 releases in its history.

TenderCancellation

23 Oct 2026 at 09:51

UK12 - Procurement Termination Notice
Tender

17 Apr 2026 at 13:30

UK4 - Tender Notice
Planning

28 Jan 2026 at 09:13

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Aston University sought an off-the-shelf postgraduate research management system to manage the full research-student lifecycle, from admissions and enrolment through progression, supervisory meetings, thesis submission, viva and award. The university’s existing arrangements rely on fragmented processes, spreadsheets and its Tribal SITS student system. The required solution was intended to bring these activities together, improve workflow, reporting and data visibility, and support growth in the postgraduate research community. It was also expected to integrate with SITS and other university systems, including Blackboard and CELCAT, and to be scalable while requiring minimal customisation. This is specialist student-management software and information systems for use by Aston University in Birmingham; delivery was described as being in the United Kingdom.

Aston University invited suppliers to submit offers through a two-stage Competitive Flexible Procedure. The procurement was subsequently cancelled after a review of the university’s longer-term systems strategy; the university concluded that it could better meet its requirements by enhancing existing systems and improving associated processes. No contract was awarded. The stated gross contract value was £439,000, with a planned five-year contract period from 1 September 2026 to 31 August 2031 and renewal rights. Suppliers were asked to submit expressions of interest by 13 May 2026 at 12:00, and questions by 5 May 2026 at 17:00. Stage one assessed quality and commercial proposals, with quality weighted at 70% and commercial at 30%; the strongest compliant suppliers would be shortlisted. Stage two placed 60% on demonstrations and presentations and 35–40% on final cost, with up to 5% for optional clarifications. The highest combined score would determine the award.

The requirement suited software suppliers with an established postgraduate research management product and experience delivering student-lifecycle systems in higher education. The university sought broad functional coverage, including admissions, progression, supervisory milestones, thesis and award management, workflow automation, and reporting. Suppliers needed to demonstrate integration capability with SITS, Blackboard and CELCAT, alongside suitable technical architecture, single sign-on using Microsoft Entra ID, documented REST APIs, role-based access, encryption and audit trails. Mandatory requirements also covered WCAG 2.1 AA accessibility, GDPR and data protection, security, backups, data retention, cybersecurity certifications and insurance; failure to meet any mandatory requirement excluded a bidder from the next stage. A UK-based production environment was preferred but not essential. Implementation and project delivery, training, aftercare, account management, supplier experience and commercial fit were also assessed, so bidders needed capacity to support deployment and ongoing service.

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Notice Information

Notice Title

Postgraduate Research Management System

Notice 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

Planning Information

Prospective suppliers who meet all of the listed requirements are encouraged to contact procurement@aston.ac.uk.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06105b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/100263-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

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
£439,000 £100K-£500K
Lots Value
£439,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
23 Oct 20264 days ago
Submission Deadline
Not specified
Future Notice Date
15 Mar 2026Expired
Award Date
Not specified
Contract Period
1 Sep 2026 - 31 Aug 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Cancelled
Lots Status
Cancelled
Awards Status
Cancelled
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Aston 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
BIRMINGHAM
Postcode
B4 7ET
Postcode Area
Birmingham
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG31 Birmingham
Delivery Location
Not specified
Local Authority
Birmingham
Electoral Ward
Nechells
Westminster Constituency
Birmingham Ladywood

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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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