Scope
Reference
CfT 6282386 EXP/2305
Description
Ulster University has been using Microsoft's Project Online (POL) system since 2019. Following Microsoft's recent announcement to decommission Project Online in September 2026 with some system functionality ceasing from April 2026, the University is looking for
alternative solutions from potential service providers in the marketplace to deliver the following aims:
- Establish a "single source of truth" for all project data.
- Standardise templates, reports, and processes.
- Future Capability to integrate with our financial systems. The new system should be the source of truth for project-level financials.
- Be scalable, secure, and future proof.
- Support strategic, executive, and operational reporting levels.
- Usability of the system is considered key.
- Migrate the current POL data and system to the future system.
We are seeking options available to the University currently available in the market to include:
- Strategic alignment, prioritisation and what-if analysis;
- Portfolio, programme and project management;
- Project planning, management, and execution;
- Task management;
- Financial management;
- Reporting and analytics;
- Benefits management;
- Risk and issue management;
- Change request management;
- Dependency management;
- POL Migration process; and
- Intuitive User Experience and Interface.
Total value (estimated)
- £260,000 excluding VAT
- £312,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 31 March 2026 to 30 March 2028
- Possible extension to 30 March 2030
- 4 years
Description of possible extension:
The Contract will be for two (2) years initially, with an option to extend for any periods up to an including twenty-four (24) months.
Options
The right to additional purchases while the contract is valid.
The Services may need to change throughout the Term and the process for such review is the Variation procedure, which is set out in the Specified Terms and Schedule 12 of the Terms and Conditions of Contract.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 72263000 - Software implementation services
- 72268000 - Software supply services
Submission
Enquiry deadline
28 January 2026, 3:00pm
Tender submission deadline
4 February 2026, 11:59pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
16 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 January 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Questions QS-01 - QS-05 | Quality |
Quality | 70% |
| Commercial Submission | Price |
Price | 30% |
Other information
Payment terms
As per Schedule 5: Charges and Payment of Document 2 - Terms and Conditions of Contract Services EXP2305.
Description of risks to contract performance
As per RISK AND INSURANCE section of Document 2 - Terms and Conditions of Contract Services EXP2305.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Ulster University
- Companies House: RC000726
Cromore Road
Coleraine
BT52 1SA
United Kingdom
Email: procurement_enquiries@ulster.ac.uk
Website: https://www.ulster.ac.uk/
Region: UKN0C - Causeway Coast and Glens
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland