Student Accommodation Room Management System

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.