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Provision of a fully supported Student Management System

SRUC

This public procurement record has 3 releases in its history.

Award

06 Oct 2026 at 14:38

Award Notice
Tender

07 May 2026 at 11:19

Tender Notice
Planning

23 Apr 2026 at 10:42

Planning Notice
Summary of the contracting process

SRUC procured a fully supported, cloud-based student management system to replace its existing platform and support undergraduate and postgraduate teaching. The system is intended to modernise timetabling, curriculum management, applications and admissions, student registration, fees and funding, student support and case management, postgraduate student administration, and statutory and operational reporting. It may need to integrate with other specialist operational systems. SRUC also anticipated possible future projects for financial and procurement management and work-based learning, but those are separate from this student-system requirement. The work is education management software and planning systems (CPV 48000000), for SRUC in Edinburgh.

The procurement is complete and a contract was awarded to Technology One UK Limited; the contract is active and was signed on 2 October 2026. The contract value is £2,333,000. The original estimated procurement value was £3,000,000. The planned contract term was five years, with extensions by mutual agreement; the lot description sets out five further 12-month periods, while its renewal description refers to two further 12-month periods. The competition was described as a two-stage restricted procedure, although the published method is recorded as open. The stated evaluation combined functional requirements, non-functional requirements, a system demonstration and price, weighted 15%, 20%, 35% and 30% respectively. Six bids were recorded.

This award shows demand at SRUC for a comprehensive student administration platform serving both undergraduate and postgraduate teaching, rather than a narrow single-function tool. A credible competitor for a future requirement would need a mature, fully supported SaaS product spanning timetabling, curriculum, admissions, registration, fees and funding, student support, postgraduate management and reporting. The procurement also anticipated integration with specialist operational systems, so evidence of integration capability and experience delivering complex configuration and implementation would be relevant; SRUC regarded implementation as high risk and potentially requiring consultancy support. Suppliers should be prepared to demonstrate system capability and meet stringent information-security expectations: the selection requirements explicitly called for full ISO 27001 accreditation. The buyer assessed both functional and non-functional performance, a scored demonstration and price, indicating that demonstrable product fit and delivery capacity matter alongside commercial competitiveness.

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Notice Information

Notice Title

Provision of a fully supported Student Management System

Notice Description

SRUC is seeking to implement a fully supported Software as a Service (SaaS) solution that will replace our existing Student Management System and deliver strategic and operational benefits across our undergraduate and post-graduate Teaching activities.

Lot Information

Lot 1

The objectives of this procurement include but are not limited to a modernisation and enhancement of our current 1. timetabling system 2. curriculum management 3. applications and admissions systems 4. student registration 5. Fees and Funding 6. student support and case management 7. post-graduate student management 8. statutory and operational reporting. It is anticipated that the solution will be a modern, future-proofed and highly functional system that shall deliver measurable business efficiencies, benefits and form part of our aspirations for organisation-wide change to processes, systems, controls and employee roles. The solution may also be required to integrate in an up-stream and down-stream manner with other specialist operational systems. It should be noted that SRUC is also considering opportunities to replace its financial and procurement management system within the next 6 to 12 months. The objectives of this project include but are not limited to a modernisation and enhancement of our current 1. operational financial management processes including budgeting, accounts receivable and accounts payable, strategic financial planning and forecasting; 2. procurement and contract management; 3. financial planning and analysis; 4. statutory and management account preparation; 5. tax calculations and return preparation; 6. pre-award & post-award research management; 7. staff expenses; 8. asset and stock management; 9. credit control. The requirement for a third smaller project for a work-based learning system is currently also under review. Any resulting contract for the student management system shall be for an initial period of five years, with the option to extend, by mutual agreement, for five further periods of 12 months. In accordance with the Public Contracts (Scotland) Regulations 2015 the procurement process shall follow a two-stage Restricted Procedure and any subsequent contract award shall be based on the most economically advantageous tender (MEAT). Stage 1: Selection Stage - Open to all interested suppliers - Selection shall be based on capability, capacity, experience and financial standing (using the Single Procurement Document Scotland (SPD)) - The SPD shall be scored on a pass / fail basis. As part of the requirements for this tender, the SPD shall confirm that SRUC is seeking a supplier that is fully accredited under ISO27001 - Written tender submissions (See Stage 2, Part 1) must also be submitted along with the SPD. Stage 2: Tender Stage - Only suppliers that have passed Stage 1 shall proceed to Part 1 (below) and have their written submission evaluated. - Part 1 of the tender stage shall be a formal, written response to questions and submission of an initial price. The top three ranked suppliers (based on their score for the written response to questions) shall then be invited to participate in Part 2 of the tender. SRUC anticipates that one Supplier will be selected to provide this service. Further, it should be noted that SRUC reserves the right to vary the selected numbers. - Part 2 of the tender shall comprise a scored demonstration of the supplier's system and submission of a final price. It is noted that suppliers can improve and/or vary their price between initial and final submission. It is further noted that SRUC shall not enter a price negotiation with any supplier at any stage of this tender process. - The scoring from Part 1 and Part 2 shall then be combined to provide a final total score, resulting in the identification of a preferred supplier. - Confirmation of a contract award to the preferred supplier shall be subject to approval by the Board of SRUC. It is estimated that any such approval shall be discussed at the September 2026 Board meeting. SRUC regards the implementation of this system as a high risk and complex task. Therefore, SRUC may also seek appropriate implementation consultancy services to support the configuration and implementation of the new system.

Renewal: A further two 12 month extension periods, by mutual agreement.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-068952
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/094325-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

48 - Software package and information systems

CPV Codes

30196000 - Planning systems

48000000 - Software package and information systems

48190000 - Educational software package

Notice Value(s)

Tender Value
£3,000,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£2,333,000 £1M-£10M

Notice Dates

Publication Date
6 Oct 2026Today
Submission Deadline
12 Jun 2026Expired
Future Notice Date
8 May 2026Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SRUC
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH9 3JG
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
Southside/Newington
Westminster Constituency
Edinburgh South

Supplier Information

Number of Suppliers
1
Supplier Name

Technology One UK Ltd

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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