Student Records System (SaaS)

Royal Holloway University currently has its Student Records System hosted in a managed cloud environment, along with a provision of student recruitment functionality. There is a desire to take a fresh view on the processes that achieve the outcomes required from a Student Records solution, remove technical debt and move to a Software as a Service (SaaS) solution, where unnecessary customisation is removed, updates are seamless and the total operational cost is reduced. Given the academic calendar and contractual timelines, RHUL would invite suppliers who can demonstrate they have a proven track record of successfully delivering regulatory returns with a full SaaS solution, for institutions with comparable size.

The solution must deliver automated updates (including releases and patching). Tenderers are expected to provide a detailed proposal, aligned with RHUL Terms and Conditions, outlining their approach to delivering a fully operational Student Records SaaS solution. The system should be ready for the Admissions cycle in September 2026 and be fully implemented by August 2027.

Proposals should also detail risk mitigation strategies, particularly regarding cost management throughout the this process. This specification document details the requirements the University has with regards to the Student Record System delivered as ‘Software as a Service’ (SaaS). The purpose of this is to provide enough detail for suppliers to be able to initially respond to the PSQ and Conditions of Participation.

As part of the process in Stage 2 (tendering stage), it is anticipated there will be at least seven dialogues sessions. Tenderers responding to Stage 1 must ensure resources are available should they be successful to the tendering stage. Please see timetable within ITP document for more details.

The University is seeking to award a contract for an initial term of seven (7) years with the provision to extend for a further three (3) plus two (2) years, commencing on 30th September 2025, with a number of key milestone deliverable objectives, in 2026 and 2027, respectively.