Provision of a fully supported Student Management System

The Scottish Rural College (SRUC) seeks to procure a fully supported Software as a Service (SaaS) solution that will replace its existing Student Management System across undergraduate and postgraduate teaching activities. The new platform is expected to modernise and enhance core academic functions, including timetabling, curriculum management, applications and admissions, student registration, fees and funding, student support and case management, postgraduate student administration, and statutory and operational reporting. In addition, the system should facilitate seamless upstream and downstream integration with specialist operational systems, thereby supporting organisation‑wide changes to processes, systems, controls, and staff roles while delivering measurable business efficiencies.

The contract will span an initial five‑year period, with the possibility of five 12‑month extensions, and the procurement process will follow a two‑stage restricted procedure to identify the most economically advantageous supplier. The chosen solution must also be fully accredited under ISO27001.

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.

Ocid: ocds-h6vhtk-068952
Contract location: UKM75
Communication: https://www.publiccontractsscotland.gov.uk/
Conditions for opening of tenders: 2026-06-12T12:30:00+01:00

Languages in which tenders or requests to participate may be submitted: En
This is a recurrent procurement: No
Submission address and any special instructions: https://www.publiccontractsscotland.gov.uk/

Lot number: 1
Description: 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.
This contract is subject to renewal: Yes
Description of renewals: A further two 12 month extension periods, by mutual agreement.
Information about options. Options: No
Variants will be accepted: not allowed