Student Record System and Document Management Tender

Student Record System and Document Management Tender

Provision and Supported Implementation of a Student Record System, with Document Management and Workflow capabilities in combination with integrated Customer Relationship Management functionality.

United Kingdom-Oxford: Software package and information systems

2016/S 155-281309

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Oxford Brookes University
Headington Campus, Gipsy Lane, Headington
OX3 0BP Oxford
United Kingdom

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority


I.3)Main activity


I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

Provision and Supported Implementation of a Student Record System (SRS), with Document Management and Workflow capabilities in combination with integrated Customer Relationship Management (CRM) functionality and a Data Integration Platform (DIP).

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services

NUTS code UKJ14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Oxford Brookes University provides education for 18,000 students through its campuses in Headington (three locations), Wheatley and Harcourt Hill as well as a satellite campus in Swindon, and a large number of students in partnership colleges and distance learning around the world. The university is embarking on a programme to replace its current Student Record System (SRS), which is a bespoke in-house system and has been developed over several decades. The decision has been taken by the University to procure a commercial off the shelf (COTS) Student Record System with document management and workflow capability and to include integrated CRM functionality. The new system must support processes used across UK Higher Education (HE), with proven success in fulfilling such requirements for UK higher education institutions. The system supplier will be expected to have a demonstrable commitment to continual development of the system, in line with future changes to UK HE requirements and technological developments. Cloud hosted systems would be considered along with university-premises based solutions.
The programme aims to realise the following high-level benefits:
— Increased efficiency of core administrative and support processes.
— Reduction of overall institutional risk assorted with the current SRS.
— Reduced number of manual workarounds and paper forms.
— Intuitive user interface with increased usability and access to relevant key information and services for both students and staff across all devices (computers, laptops, tablets and smartphones, etc).
The scope of the Programme will be to procure and implement the systems to enable a seamless journey, for all types of students.
— Curriculum and Portfolio Management
— All modules required for the full student journey (e.g Admission, Fees / Student Finance, Enrolment, Module Selection, Assessment & Progression, Graduation, HESA, UCAS, SLC, UKVI, etc.)
— Workflow
— Document Management
— Data Integration Platform
It is expected that there will be self-service access with role based security that allows staff and students to access key information and perform key tasks from any device, using a wide range of supported browsers.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72261000, 72263000, 72265000, 48190000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As per Pre-Qualification Questionnaire (PQQ).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure


IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: Information contained in the PQQ.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

Oxford Brookes University 2016

IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

8.9.2016 – 11:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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