REQUEST FOR INFORMATION – Software solution containing tools for curriculum planning and schedule planning for Aalto University

Ausschreibungsbeschreibung

This is a request for information of a system that includes tools for both curriculum and schedule planning work in a university context. With this RFI Aalto University is seeking information on suppliers interested in delivering the services described. Aalto University is a foundation university as provided in the Universities Act (558/2009) and started operations at the beginning of 2010. Aalto has six schools and approximately 20 000 students, 4800 staff of which over 400 are professors. Aalto’s curriculum planning process involves our 3,100 academic staff members including 120 programme directors, supported by 100 curriculum planners in the learning services. The work covers over 80 degree programmes, 700 study modules and 3500 study units. Curriculum data is updated based on the length of the curriculum period, which is currently two academic years. Aalto’s scheduling process involves the aforementioned 3,100 academic staff members, 66 timetable planners, and 3 room booking system admins. The planning encompasses classes for 16 184 students in 250 spaces. With the forthcoming procurement and contract our goal is to establish a long-term partnership with a supplier who can cater to our evolving curriculum and schedule planning needs in alignment with our strategy in an agile manner. REQUIREMENT FOR THE SYSTEM CONTAINING CURRICULUM AND SCHEDULE PLANNING TOOLS Aalto University needs a system primarily for schedule planners, curriculum planners, and teachers to efficiently draft and publish curricula and timetables collaboratively. The desired system should also provide comprehensive analytics and reporting tools to support management with strategic activities on all levels of the university, such as programme directors and department heads for degree programme -level planning, deans for school-level planning, and various members of steering groups for Aalto-level planning. The system should provide advanced contemporary solutions for curriculum mapping and automatic scheduling. The system should be a finished product that has been in active use for several years in the higher education sector. Please see attached Appendix 1 for providing a general description about the procurement and our aims towards the procured service. TERMS OF THIS RFI Contracting authority may use the information it receives during the RFI process for the planning and preparation of the actual invitation to tender. Note! This is NOT a prior information notice, a procurement notice, a contract notice nor an invitation to tender. This notification and/or answering to it do not create any obligations for the contracting authority or for those who choose to answer it. The contracting authority does not pay any compensation for taking answers to this RFI. The information provided by the contracting authority is preliminary at this point and it is subject to change. Taking or not taking part in the RFI does not change the standing or status of a supplier in the procurement process. INSTRUCTIONS ON HOW TO RESPOND TO THIS RFI With this RFI Aalto is requesting system suppliers to announce their interest in participating in a market dialogue. We request you to inform us about your interest to participate in this RFI by 28 April 2026 at 2 pm CET / 3 pm EEST via email to anna-liisa.auramo@aalto.fi, riikka.rissanen@aalto.fi and heli.jarvela@aalto.fi (please use all names as recipients). Mark "Request for information: Curriculum and Schedule planning system" as the subject of the message. Please send the following information in your response: • Appendix 1. General presentation of your company and the system you could provide • Appendix 2. Q&A template filled in with your responses - Supplier information - Answers to the “Questions from Aalto” - Comments on how you could provide solutions to our user stories - References - Investment planning - Questions from the Supplier, if you wish to pose any NOTE! In case your answers contain trade secrets or other classified information, please mark the sensitive information clearly into the materials provided. NEXT STEPS Upon receiving answers, Aalto University may contact the interested participants. Aalto University reserves the right to invite suppliers for further discussions regarding this RFI to obtain information to the necessary extent on market and suppliers providing relevant services, give out information regarding the needs of Aalto University and to clarify any issues related to the object of the procurement. Discussions may also be held with suppliers other than those who responded to the request for information. REQUEST FOR INFORMATION APPENDICES Appendix 1. Object of procurement Appendix 2. Q&A template

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