York St John University: Institutional Readiness Assessment and AI Strategy Scoping

Contracting authority

Contracting authority:

York St John University

Public Procurement Organisation Number:

PGRG-9322-VXQG

Address:

Lord Mayors Walk
York
YO31 7EX
UK

Contact name:

Paul Revell

Email:

procurement@yorksj.ac.uk

Telephone:

01904 876611

Website:

www.yorksj.ac.uk

Organisation type:

REGIONAL_AUTHORITY

Devolved regulations that apply:

None

Procedure

Procedure type:

Below threshold - open competition

Dynamic market:

Not provided

Tenders received:

0

Tenders assessed:

0

Tenders from SMEs:

0

Tenders from VCSEs:

0

Special regime:

None

Scope

Title:

Institutional Readiness Assessment and AI Strategy Scoping

Reference number:

TEN042

Main category:

SERVICES

Description:

York St John University (YSJ) is preparing to procure specialist support to deliver a Governance and Institutional Readiness Assessment and AI Strategy.
Generative AI is already widely embedded across institutional activity, including teaching, learning, research and professional services, with evidence indicating the use of a significant number of tools across the University and a largely decentralised approach to adoption.

In response, the University is seeking to move from fragmented, unmanaged adoption towards a coherent, governed and strategically aligned approach to AI, enabling safe, effective and purposeful use at scale.

This pre-market engagement exercise is intended to inform the development of the full procurement and ensure that the Invitation to Tender (ITT) reflects current best practice, innovation and market capability.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://neupc.delta-esourcing.com/tenders/UK-UK-York:-Systems-and-technical-consultancy-services./26QBGUNP78

To respond to this opportunity, please click here:
https://neupc.delta-esourcing.com/respond/26QBGUNP78

Total value (estimated):

GBP 60,000 including VAT

Contract dates (estimated):

01/09/2026 to 30/11/2026

CPV classifications:

72220000 - Systems and technical consultancy services.

72221000 - Business analysis consultancy services.

79400000 - Business and management consultancy and related services.

79410000 - Business and management consultancy services.

Delivery regions:

UKE21 - York

Participation

Suitable for SMEs:

Yes

Suitable for VCSEs:

Yes

Engagement

Engagement deadline:

03/07/2026

Engagement status:

The engagement has not yet been carried out.

Engagement process description:

Governance and Institutional Readiness Assessment and AI Strategy

The University’s objective is to establish a clear institutional AI strategy and governance model that enables a coordinated, controlled and adaptable approach to AI.

This includes strengthening the University’s ability to:

•Shape how AI is used across academic and professional services
•Manage associated risks, including legal, ethical and operational considerations
•Monitor and assess AI usage across the institution
•Enable consistent, safe and effective adoption at scale

The University is seeking market insight to inform how this requirement can best be delivered, including approaches, methodologies and innovations that are aligned to the Higher Education sector.

Indicative scope of requirement
While requirements continue to be refined, the University anticipates that the appointed partner will support:
•AI Readiness and Maturity Assessment
Evaluation of current AI adoption, governance effectiveness, and institutional risk exposure
•Assessment of Existing Systems and AI Capability
Review of enterprise platforms (e.g. M365, VLE, CRM) and embedded AI capabilities
Identification of value, gaps and unmanaged risk
•AI Strategy Development (Primary Output)
A clear, practical and implementable institutional AI strategy
Defined principles covering teaching, research and professional services
•Governance and Operating Model (Primary Output)
Design of a governance structure enabling effective oversight, control and decision-making
•Platform, Access and Tooling Model
Approach for providing safe, consistent access to approved AI tools
Reduction in reliance on unapproved or high-risk tools
•Policy, Guidance and Acceptable Use Framework
Development of a clear and usable framework aligned to institutional governance and controls
•User Experience and Adoption
Ensuring tools and guidance are accessible, practical and embedded in workflows
•Indicative Roadmap and Decision Framework
A high-level, flexible implementation pathway supported by structured decision-making
•Risk, Control and Benchmarking
Proportionate control framework and benchmarking against sector leaders

Purpose of this engagement

This pre-market engagement exercise is designed to:

•Test the University’s current assumptions about delivery approach and scope
•Understand what represents standard practice in AI strategy and governance engagements
•Identify innovative approaches, tools and methodologies emerging in the market
•Explore delivery models appropriate to the UK Higher Education context
•Ensure the eventual ITT reflects practical, implementable and market-aligned requirements

Insights gathered will directly inform the final specification and procurement approach.

Engagement activities

During the engagement period, the University may:

•Invite suppliers to submit written responses or position statements
•Hold market engagement sessions or one-to-one discussions
•Request demonstrations of relevant methodologies, frameworks or tools

Participation is entirely voluntary and will not influence any future procurement evaluation.

How to participate

Suppliers interested in contributing to this engagement are be invited to register their interest by emailing an initial proposal to procurement@yorksj.ac.uk. Further details regarding timelines and engagement activities will be shared with participants.

Important notice
This notice is issued solely for the purpose of pre-market engagement.

It:

•Does not constitute a call for competition
•Does not form part of any procurement process
•Does not commit the University to undertake any future procurement

The intention is to ensure that any future procurement is well-informed, proportionate and aligned to market capability.

Submission

Other organisations