Learning Management System and Associated Services

Invitation RFQ

Description: Fairhive Homes Limited is seeking to appoint a suitably qualified and experienced supplier to provide, implement, configure, support, maintain and continuously improve a Learning Management System (LMS). The LMS will support Fairhive's requirements for effective learning management, compliance training, reporting, user administration and integration with Fairhive's wider systems environment.

The scope is expected to include:

• Hosted Learning Management System platform.
• Configuration of workflows, roles, permissions, learning pathways, dashboards, notifications and branding.
• Implementation support including mobilisation, discovery, testing, user acceptance testing, go-live support and hypercare.
• Data migration including mapping, cleansing, reconciliation and validation.
• Microsoft Entra ID Single Sign-On and user provisioning.
• Microsoft 365 integrations including Microsoft Teams and Outlook calendar integration.
• Administrator, manager and end-user training.
• SCORM 1.2 and SCORM 2004 content support.
• Hosting, backups, disaster recovery, maintenance and support.
• Reporting, dashboards and scheduled reporting.
• Continuous improvement and account management.
• Estimated Contract Value: £36,000 to £50,000 per annum.
• Estimated Maximum Contract Value: £108,000 to £150,000 including VAT.
• Procurement Above or Below Threshold: Below Threshold.
• Main Procurement Category: Services
• Contract Commencement: TBC - Fairhive to confirm.

 Initial Term: 2 Years.

 Extension Options: 1 Optional Year.

 Potential Contract Expiry: TBC, dependent upon contract commencement date.

NB - This procurement is being undertaken as a below-threshold Request for Quotation (RFQ) under the Procurement Act 2023. As the estimated contract value is below the applicable procurement threshold, it is not subject to the full regulated procurement procedures that apply to above-threshold procurements. The Act requires a proportionate approach to below-threshold procurement and provides contracting authorities with greater flexibility in determining an appropriate route to market.

In accordance with this approach, the RFQ will be conducted on an invitation-only basis, with quotations being sought from a selected number of suppliers assessed as capable of delivering the requirement. This enables meaningful competition whilst maintaining a proportionate process aligned to the value, complexity and risk profile of the contract. Similar approaches are reflected within procurement guidance and procurement policies developed in response to the Procurement Act 2023.

For completeness, the Procurement Act 2023 does not require contracting authorities to run an open tender process for below-threshold procurements. In particular:

• Part 6 of the Act establishes a separate regime for below-threshold contracts, recognising that fewer obligations apply than for covered procurements.
• Section 85 sets out requirements where a contracting authority chooses to invite tenders for a regulated below-threshold contract but does not mandate that the opportunity must be advertised openly to all suppliers.
• The Act allows contracting authorities to take a proportionate approach to supplier selection and competition for below-threshold opportunities, provided that transparency requirements applicable to the procurement are met.