KZ/1954 Supply of Accommodation Management Software

The University of Leeds is seeking tenders for the supply and implementation of a new student accommodation system comprising application, allocation and housing management as described in the detailed specification within the invitation to tender document. The University currently houses between 7,500 and 8,500 students using a mixture of owned, leased and nomination agreements.

In 2014/15 we housed 8200 students in 13 owned residences, 3 residences on long-term (over 10 year) leases, 2 residences on long-term nominations agreements and 4 residences on short-term agreements (between 1 and 5 years). Contract lengths are usually 21, 39, 42, 43 or 51 weeks depending on the residence but ad hoc short term contracts can also be offered.

Around 700 short-term contracts are also offered during the summer vacation period. Prices at residences will also vary.

Students can be on undergraduate, postgraduate, exchange, foundation or language courses and there is also a small number of non-University of Leeds students. There are around 30 units of staff accommodation, which are currently on a different system.

Currently, students can apply for accommodation from November but must have accepted a conditional or unconditional offer with the university. Allocations for new students are carried out from July, with the majority taking place after the A level results in August.

A second stage of allocations of around 500 applicants, takes place in December prior to the second semester start in late January. The existing application and allocation system is an in house system based on Banner and the housing management system is the Banner housing module.

Billing takes place through SAP. An online induction system is provided by STEMS by RP. A new accommodation system would need to link to the following systems: CRM Banner SAP WPM Kx conferencing (desirable) Rivo (desirable) The University needs the system to be live by November 2016 to allow applications from students entering in the 2017/18 intake.