Scope
Reference
PA-FRAM-1458-25-TH V2
Description
Coventry University aims to acquire and implement a new timetabling solution that prioritises the needs of our students. We seek to invest in a system that extends beyond basic room scheduling, optimising both our campus resources and students' time for maximum efficiency.
Our students choose to come to us to invest in their future and expect a continual return on their investment. A significant number of our undergraduate and postgraduate students balance part-time work alongside their studies, as well as other commitments such as childcare. It is important that we consider the unique circumstances of our learners, including location, commuting distance and work responsibilities.
We need a modern and secure, Software-as-a-Service solution, which integrates with our in-house student record system, learning platform and in-house attendance monitoring solution. The solution needs to be flexible, with the ability to adapt as we continue to develop our offering in the higher education market and respond with agility to changing student expectations.
Our supplier and system will help maximise the value of a timetable, by:
• Ensuring our students have real-time, online access to their personalised timetable.
• Enabling us to push notifications to students following changes to their timetable
• Giving students seamless access to all the information they need to maximise participation in their teaching and learning journey.
• Providing a typical, sample timetable in advance to an applicant who is considering choosing to study at the university, giving them the information they need to understand how their studies could fit around work and other
commitments.
• Giving our students their final timetable as soon as they complete their enrolment, ensuring they can start their studies immediately.
• Providing our international applicants with early sight of their proposed timetable ahead of completing their enrolment (while still travelling to the UK and undertaking Right to Study checks).
• Providing our returning students with a draft timetable well in advance of the next stage of their course, allowing them to amend work and other commitments before they resume their study
This process will be a two-stage process under the Public Regulations 2024 and be run under the Competitive Flexible Process. The procurement process will include the Conditions of Participation stage, which will be utilised for shortlisting suppliers and the Invitation to Tender stage, which include the shortlisted suppliers. All suppliers who are required to complete the Procurement Specific Questionnaire and complete and sign; Appendix 2, Declaration of Compliance for their first stage submission to be evaluated.
The process was designed for fairness and transparency to all the suppliers that wish to work with Coventry University and declare an expression of interest utilising the University's procurement portal below.
https://in-tendhost.co.uk/coventryuniversity/aspx/Home
Note that the estimated budget for any awarded contract is £564,302.00 including VAT, however Coventry University is willing to consider submissions between £400,000.00 including VAT and £800,000.00 including VAT.
Contract 1. Timetabling solution partner
Supplier
Contract value
- £470,195.20 excluding VAT
- £564,234.24 including VAT
Above the relevant threshold
Award decision date
31 July 2025
Date assessment summaries were sent to tenderers
31 July 2025
Standstill period
- End: 12 August 2025
- 8 working days
Earliest date the contract will be signed
27 August 2025
Contract dates (estimated)
- 27 August 2025 to 27 August 2028
- Possible extension to 27 August 2029
- 4 years, 1 day
Description of possible extension:
Three plus one contract term.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UK - United Kingdom
Information about tenders
- 5 tenders received
- 5 tenders assessed in the final stage:
- 1 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 4 suppliers unsuccessful (details included for contracts over £5 million)
Submission
Submission type
Tenders
Procedure
Procedure type
Competitive flexible procedure
Supplier
Timeedit AB
- Public Procurement Organisation Number: PJLR-2824-ZDZV
Kungsportsplatsen 1
Göteborg
41110
Sweden
Email: sales@timeedit.com
Website: https://www.timeedit.com/
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Timetabling solution partner
Contracting authority
Coventry University
- Public Procurement Organisation Number: PMMH-2339-NMGH
Priory Street
Coventry
CV1 5FB
United Kingdom
Email: Procurement@coventry.ac.uk
Region: UKG33 - Coventry
Organisation type: Public authority - sub-central government