Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
University of Ulster
Block X Room X031, Cromore Road
Coleraine
BT52 1SA
UK
Telephone: +44 02870124227
E-mail: procurement_enquiries@ulster.ac.uk
NUTS: UKN
Internet address(es)
Main address: www.ulster.ac.uk
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Integrated Project Management Information System (PMIS) RFI
Reference number: EXP2305 / project_28878 / PQQ_4683
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
The purpose of this Prior Information Notice (PIN) and Request for Information (RFI) is to invite potential service providers to express an interest and provide information to assist with best practice system specification for an integrated Project Management Information System (PMIS) contract.
The procurement route, duration and type of contract(s) shall be determined following this preliminary market consultation and engagement with market participants. It is this which will inform the University’s strategy for an integrated PMIS contract.
It is important to note that this PIN / RFI is not a call for competition, a pre-qualification questionnaire, part of any pre-qualification / selection process or a current tender opportunity. Potential service providers will need to express an interest in any future tender opportunity once a Contract Notice (or equivalent) is published.
Please note that all information provided in this RFI is indicative only and subject to change. The University reserves the right, at its absolute discretion, to modify this information at any time and for any reason. Information requested at this stage is not for evaluation purposes.
This RFI is intended as an awareness, communication and information-gathering exercise. An expression of interest is no indication of a commitment to participate in the RFI process, nor does it infer any preferential or special status on those individuals and organisations who express an interest in the RFI exercise.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72000000
72200000
72224100
72250000
72260000
72263000
II.2.3) Place of performance
NUTS code:
UK
UKN0
II.2.4) Description of the procurement
In line with the PIN, Ulster University is carrying out market research to understand the current marketplace for an integrated Project Management Information System (PMIS) to replace our existing Project Online (POL) system.
We are seeking to better understand the minimum industry standards and 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.
II.2.14) Additional information
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.
II.3) Estimated date of publication of contract notice:
26/09/2025
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
Appendix 1 and Appendix 2 of this RFI should be fully completed by interested potential service providers and returned via eSourcingNI no later than 3pm on Friday 10th October 2025 (RFI Submission Date).
VI.5) Date of dispatch of this notice
26/09/2025