---
title: "Student Accommodation Room Management System"
ocid: "ocds-h6vhtk-0608ce"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0608ce"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0608ce.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0608ce.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "UNIVERSITY OF SOUTHAMPTON"
published: "2026-01-19"
---

# Student Accommodation Room Management System

Buyer: UNIVERSITY OF SOUTHAMPTON  
Current stage: Tender  
OCID: ocds-h6vhtk-0608ce

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0608ce)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-0608ce.json)

## Summary

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.

## Notice

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

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/004381-2026 |
| 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 |
| All stages | Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 19 Jan 2026 |
| Submission deadline | 23 Feb 2026 |
| Future notice date | Not specified |
| Award date | Not specified |
| Contract period | 16 Apr 2026 - 16 Oct 2028 |
| Recurrence | 2030-10-16 |

## Values

| Field | Value |
| --- | --- |
| Tender value | £540,000 |
| Lots value | £540,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Active |
| Lots status | Active |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY OF SOUTHAMPTON |
| Locality | SOUTHAMPTON |
| Post town | Southampton |
| Postcode | SO17 1BJ |
| Country | England |
| ITL 1 | TLJ South East (England) |
| ITL 2 | TLJ3 Hampshire and Isle of Wight |
| ITL 3 | TLJ32 Southampton |
| Local authority | Southampton |
| Electoral ward | Portswood |
| Westminster constituency | Southampton Test |
| Delivery location | TLJ South East (England) |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 50 - Repair and maintenance services

### Codes

- 48000000 - Software package and information systems
- 50324100 - System maintenance services

## Release History

- 19 Jan 2026 at 14:11 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/004381-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/004381-2026
  19th January 2026 - Tender notice on Find a Tender
- https://in-tendhost.co.uk/universityofsouthampton/aspx/Home

## Notice URLs

- https://intendhost.co.uk/
- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.southampton.ac.uk/

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0608ce. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0608ce.json.