Open University Digital Technologies Workstream

Open University Digital Technologies Workstream

Through the Digital Technologies workstream, the University is specifically looking to procure a new integrated HR, Finance and Student Record System.

United Kingdom-Milton Keynes: Software package and information systems

2018/S 025-053737

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Open University
Walton Hall
Milton Keynes
United Kingdom
Contact person:
NUTS code: UKJ12
Internet address(es):Main address:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement



Reference number: OUPA10445

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

To preserve its place as one of the UK’s leading academic institutions, The Open University has embarked on a programme of Students First Transformation, which will lead the transition to a new operating model. One of the key enabling workstreams within Students First Transformation is the Digital Technologies workstream. The aims and objectives of this workstream are to drive forward the necessary organisational and technical changes to ensure that The Open University becomes a truly digital first organisation and enables the other workstreams of Students First Transformation to achieve their objectives by providing the underlying technical infrastructure and business ownership necessary to meet future demands. Through the Digital Technologies workstream, the University is specifically looking to procure a new integrated HR, Finance and Student Record System, together with the services to configure, integrate, implement and host this system, and ongoing support and maintenance.

II.1.5)Estimated total value

Value excluding VAT: 35 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKJ12
Main site or place of performance:

Walton Hall, Milton Keynes, Buckinghamshire.

II.2.4)Description of the procurement:

The functional scope of the solution is to cover enterprise level finance (including procurement and optionally estates management) and HR. Student Records will need to cover the student journey from recruitment through to award/graduation, as well as managing the research and curriculum portfolio. Integration will be required to a number of core University information systems and third party software packages. Configuration and implementation will require close working with the University and their external partners, and will include support for the migration of data from current systems. Fully managed off-premise hosted or ‘Software as a Service’ solutions are required. Further information on high level requirements will be provided with the Selection Questionnaire. It is expected that there will be a phased transition over several years, although the detailed approach will be explored during dialogue.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 180
This contract is subject to renewal: yes
Description of renewals:

Initial term of the contract will be 10 years with a right for the University to exercise a break clause (in whole or in part) to take effect at the end of contract years 5, 8 and 10. On expiry of the initial term, the term may be extended by a period of 5 years at the University’s option. The contract will have a maximum term of 15 years.

II.2.9)Information about the limits on the number of candidates to be invited

Maximum number: 4

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The estimated total contract value is in the range of GBP 30 000 000 and GBP 40 000 000 (excluding VAT). This is an indicative figure calculated for the maximum term of the contract (15 years) and the actual figure will depend on a number of factors, including contract term and the pricing model adopted.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 09/03/2018
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 04/04/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

In order to respond to this Notice bidders will need to register and/or log on to

To view the advertised tender click on tenders.

To express an interest select view tender details in the top right hand corner. Then click on express interest. When registering, bidders should only register their company once, although you can register multiple contacts. If you have any difficulty in uploading a response please contact the University via All communication regarding this opportunity must be conducted via the OU in-tend portal.

After registration bidders will be able to download a descriptive document (in the form of a draft Invitation to participate in dialogue) and selection questionnaire (SQ). The SQ response should be uploaded via the In-tend portal by 12:00 noon on 9.3.2018.

The University shall not be liable for any costs or expenses incurred by any candidate or tenderer in connection with the completion and return of the information requested in this contract notice, or in the completion or submission of any tender.

The University reserves the right to change without notice the procedure for awarding the contract, to reject all or any bids for the contract; to terminate discussions with any or all interested tenderers and /or to stop the process and not award a contract at any time without liability on its part. The University also reserves the right to award a contract for only part of the advertised scope. Tenders and all supporting documentation for the contract must be priced in sterling.

VI.4)Procedures for review

VI.4.1)Review body

High Court of England and Wales
Royal Courts of Justice Strand
United Kingdom
Telephone: +44 2079477882Internet address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



Read More

Supplier Early Payment Solutions – UK Public Sector Framework

Newport City Homes HR and Payroll System Tender

Supply Enterprise Solution to Enable the End-to-End Services

SaaS Solution for Finance and HR

Invitation to Tender for HR and Payroll System – Rochdale