Scope
Reference
5830970
Description
Stranmillis University College (The Buyer) wishes to establish a contract with a Supplier to provide a commercial, off-the shelf solution for the provision, support and maintenance of a finance system, which must be fully operational by 1 March 2026.
The Contract will commence immediately following Award, with an implementation phase, which must be completed by 28 February 2026.
The initial 5-year period will commence on the Go-Live date of 1 March 2026, and include options to extend for 2 further up to one-year periods (i.e. a maximum of 7.5 years, dependent on the Contract Award date and Implementation Phase).
Suppliers should refer to the Specification Schedule for full detail on the deliverables of this contract. This procurement is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the PA 2023.
Contract 1. ID 5830970 DE - Stranmillis College - Provision, Implementation, Support and Maintenance of a New Finance System
Supplier
Contract value
- £582,291.30 excluding VAT
- £698,749.56 including VAT
Above the relevant threshold
Date signed
16 October 2025
Contract dates
- 17 October 2025 to 28 February 2031
- Possible extension to 28 February 2033
- 7 years, 4 months, 15 days
Description of possible extension:
Following the initial contract period, there are 2 optional extension periods of up to 12 months each. Take up of the optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority.
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
This Contract provides the right to additional purchases while the contract is valid, as outlined in the Potential Future Requirements section of the Specification Document.
These will be dependent on the Buyer's decision to proceed with them, based on business need and budget allocation, including the possible additions of a;
• Customer Self-Service Portal
• Employee Expenses Module
• Government Procurement Card (GPC) transaction logging (Currently approx. 8 GPC cardholders
• Payroll and/or HR module (for approx. 200 staff) with potential for a Work Attendance system (clock-in/clock-out) functionality.
Where a future requirement is deemed necessary, the Buyer will advise the supplier and request a detailed proposal, methodology and pricing for consideration.
The Buyer reserves the right to benchmark pricing or procure the requirement via alternative procurement routes.
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKN - Northern Ireland
Justification for not setting key performance indicators
The value of this contract is below the relevant threshold of £5 million including VAT and as such the reporting and publication of KPIs is not mandated.
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Supplier
SHERWOOD SYSTEMS LIMITED
- Public Procurement Organisation Number: PGDJ-5336-JRTW
Forestview Unit C
Belfast
BT8 7AR
United Kingdom
Region: UKN06 - Belfast
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. ID 5830970 DE - Stranmillis College - Provision, Implementation, Support and Maintenance of a New Finance System
Contracting authority
Stranmillis University College
- Public Procurement Organisation Number: PLVV-6416-NPRL
Stranmillis Road
Belfast
BT9 5DY
United Kingdom
Region: UKN06 - Belfast
Organisation type: Public authority - central government
Devolved regulations that apply: Northern Ireland
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
CPD - Supplies & Services Division
Summary of their role in this procurement: Construction and Procurement Delivery - Supplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland
- Public Procurement Organisation Number: PVWG-8426-YWXV
Clare House, 303 Airport Road West
Belfast
BT3 9ED
United Kingdom
Region: UKN06 - Belfast