Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)

University of Galway (ID 1400)

Atalia Student Residences DAC is the company responsible for management of student accommodation and relevant services at University of Galway and wishes to engage in a preliminary market consultation to ascertain the current and future systems available to manage at high level the following 3 pillars: 1. Academic - booking and property management system for student residences 2. Summer -booking and property management system for summer guests – groups and individuals 3. Conference and Events bookings Atalia manages almost 1900 bed spaces and the proposed solution would facilitate the contracting authority in realising potential efficiencies in workflows and processes in its existing academic model and will allow enhanced functionality for system users. The proposed solution should: a) Allow multiple, concurrent booking pathways and advanced room allocation and waiting list management. b) Be cloud-based with dynamic, robust server capacity and a high level of support c) Allow comprehensive, custom reporting and data analytics and integrations with payment providers such as Sage, Elavon, Transfermate. d) Provide efficient solution for bulk processes such as deposit refunds and cancellations. e) Allow optimised communications with residents via email scheduling and app with push notifications. f) Provide an intuitive user interface compatible with assistive technology and smooth student booking journey. g) Provide advanced inventory and facility maintenance management solution. h) Allow for optimised OTA channel management for summer reservations and allow full cycle process for management of conference and events.

Deadline

The time limit for receipt of tenders was 2025-05-06. The procurement was published on 2025-04-10.

Who?

• University of Galway (ID 1400)

What?

Where?

• Aττική › Βόρειος Τομέας Αθηνών
• Eastern and Midland › Dublin
• Northern and Western › West

Procurement history

Date	Document
2025-04-10	Contract notice

Contract notice (2025-04-10)
Object
Scope of the procurement
Title: Tender for the Supply and Maintenance of a Property Management System for Atalia Student Residences DAC (a subsidiary company of the University of Galway)
Short description:
“Atalia Student Residences DAC is the company responsible for management of student accommodation and relevant services at University of Galway and wishes to...”
Type of contract: Services
Products/services: IT services: consulting, software development, Internet and support 📦
Description
Internal identifier: 0
Estimated value excluding VAT: 2 000 000 EUR 💰
This procurement is also suitable for small and medium-sized enterprises (SMEs) ✅
Description of the procurement:
“Atalia Student Residences DAC is the company responsible for management of student accommodation and relevant services at University of Galway and wishes to...”
Type of contract: Services
Products/services: IT services: consulting, software development, Internet and support 📦
Additional products/services: Building and facilities management services 📦
Facilities management software development services and software development services suite 📦
Financial information systems 📦
Property management services of real estate on a fee or contract basis 📦
Residential property services 📦
Real estate services with own property 📦
Commercial property management services 📦
Accommodation management services 📦
Financial analysis software package 📦
Financial systems software package 📦
Financial analysis and accounting software development services 📦
Financial systems software development services 📦
Country: Ireland 🇮🇪
Place of performance: West 🏙️
Duration: 10 (YEAR)
The time frame below is expressed in number of years.
Information about options
Options ✅
Description of options:
“The Framework Agreement will be for a period of 10 years. The initial call-off contract will be for a period of two (2) years with the option to extend it...”
Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 5
Envisaged number of candidates: 5
Title
Lot Identification Number: LOT-0001
Scope of the procurement
Additional products/services: Building and facilities management services 📦
Facilities management software development services and software development services suite 📦
Financial information systems 📦
Property management services of real estate on a fee or contract basis 📦
Residential property services 📦
Real estate services with own property 📦
Commercial property management services 📦
Accommodation management services 📦
Financial analysis software package 📦
Financial systems software package 📦
Financial analysis and accounting software development services 📦
Financial systems software development services 📦

Procedure
Type of procedure
Negotiated procedure with prior call for competition ✅
Legal basis: Directive 2014/24/EU
Administrative information
Time limit for receipt of tenders or requests to participate: 2025-05-06 12:00:00 📅
Languages in which tenders or requests to participate may be submitted: English 🗣️
Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations ✅
Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated ✅
Information about a framework agreement or a dynamic purchasing system
Framework agreement with several operators ✅
Description
In the case of framework agreements, provide justification for any duration exceeding 4 years:
“The justification for a framework longer than the standard four (4) years, is the complex nature of the services required; the consequent disruption to the...”
Information about a framework agreement or a dynamic purchasing system
Maximum number of participants: 1
Tendering terms
Tenderers may submit more than one tender
Languages in which tenders or requests to participate may be submitted: English 🗣️
Electronic invoicing: Required
Electronic ordering will be used ✅
Electronic payment will be used ✅

Contracting authority
Name and addresses
Name: University of Galway (ID 1400)
National registration number: 0022578J
Postal address: University Road, Galway
Postal code: H91TK33
Postal town: Galway
Region: West 🏙️
Country: Ireland 🇮🇪
E-mail: procure@universityofgalway.ie 📧
Phone: +353 091524411 📞
URL: https://www.universityofgalway.ie/ 🌏
Address of the buyer profile: https://www.universityofgalway.ie/ 🌏
Type of the contracting authority
Body governed by public law
Main activity
Education
Communication
Documents URL: https://www.etenders.gov.ie/epps/cft/listContractDocuments.do?resourceId=5412640 🌏
Participation URL: https://www.etenders.gov.ie/epps/cft/viewTenders.do?resourceId=5412640 🌏
There is a maximum number of candidates to be invited for the second stage of the procedure ✅
The criteria will be used to select the candidates to be invited for the second stage of the procedure ✅
Electronic submission: Required

Complementary information
Additional information

“Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from...”

Additional information

Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from www.etenders.gov.ie using eTenders Resource ID – 5412640

(1) Interested parties must associate their organisation with this competition on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this you must do the following: Log-in to the eTenders portal; Locate the competition using the Advanced Search by searching under the Contracting Authority or Resource ID. Click on the hyperlink for the competition which will bring you to the CfT Workspace. In the Show CfT Menu for the competition click on the “Expression of Interest in the drop-down menu. Complete the Association with the CfT tab. This will then provide you with a link to Tender under the Show CfT Menu where you can prepare your submission.
(2) When finalising your submission please upload your final response as a zip file as individual documents will lose their titles if uploaded individually. Also ensure that you receive a message under the status header called Submitted, as the percentage tab does not imply you have successfully submitted your response.
(3) There is a maximum upload limit of 250mb per file / 500mb per submission.
(4) Suppliers should note the following when making their submission suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should consider the fact that upload speeds vary and that the new eTenders system operates in a different manner to the previous platform operated by EU-Supply. The submit button will be disable automatically upon the expiration of the response deadline.
(5) If you experience difficulty when uploading documents, please contact the eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353(0)818 001459 (09:00 – 17:00 hours).
(6) Applications submitted by any other means (including but not limited to email or post or hand delivery) will not be accepted.
(7) All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties.
(8) All queries regarding this process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie. The details of the person making a query will not be disclosed when circulating the response
(9) The estimated value for the framework published is provided strictly for indicative purposes only as there is no guaranteed expenditure under the framework agreement.
(10) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. Contract award will be subject to the approval of the competent authorities.
(11) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition.
(12) Where applicable, please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type, or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words "or equivalent" will always be appended.
(13) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

Review body
Name: The High Court of Ireland
National registration number: The High Court of Ireland
Department: The High Court of Ireland
Postal address: Four Courts, Inns Quay, Dublin 7
Postal code: D07 WDX8
Postal town: Dublin
Region: Dublin 🏙️
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Phone: +353 1 8886000 📞
Service from which information about the review procedure may be obtained
Name: The High Court of Ireland
National registration number: The High Court of Ireland
Department: The High Court of Ireland
Postal address: Four Courts, Inns Quay, Dublin 7
Postal code: D07 WDX8
Postal town: Dublin
Region: Dublin 🏙️
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Phone: +353 1 8886000 📞
Review procedure
Precise information on deadline(s) for review procedures:
“In line with S.I. 130/2010.”
Information about electronic workflows
Electronic invoicing will be accepted
Electronic ordering will be used
Electronic payment will be used
Source: OJS 2025/S 072-238485 (2025-04-10)

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