Award

Space Management Solution

LEEDS TRINITY UNIVERSITY

This public procurement record has 3 releases in its history.

Award

01 Aug 2024 at 16:15

Award Notice
Tender

13 Mar 2024 at 14:00

Tender Notice
Planning

11 Jul 2023 at 11:16

Market Engagement Notice
Summary of the contracting process

Leeds Trinity University is seeking to implement a space management solution for its new City site, with the initial phase focusing on non-teaching spaces by September 2024 and subsequent phases integrating with existing solutions at the Horsforth campus. The procurement process aims to appoint a supplier to provide a centralised system that can integrate with existing timetabling, Outlook Exchange, space booking, and building management solutions. The procurement method follows a restricted procedure, with the top four suppliers from the selection questionnaire stage invited to tender. The total contract value is estimated at £700,000, with a procurement stage occurring from March to April 2024 and the contract period from July 2024 to July 2029. The intended location for the project is in Yorkshire and the Humber, United Kingdom, categorised under software packages and information systems (CPV code: 48000000).

This tender presents a significant opportunity for businesses specialising in integrated space management solutions, particularly those capable of seamless integration with existing systems such as Tribal SITS and managing occupancy sensors for data analytics. SMEs are specifically encouraged to apply, highlighting a preference for innovative and adaptable solutions that can enhance existing processes and user experiences. Companies with expertise in delivering efficient digital solutions for educational institutions will find this an advantageous opportunity to partner with a reputable university. The project aligns well with businesses that can offer scalable and intelligent systems designed to meet evolving pedagogical and operational needs.

How relevant is this notice?

Notice Information

Notice Title

Space Management Solution

Notice Description

Leeds Trinity University is opening a new site in City and looking for a space management solution which will enable better use of space management. Phase one of this project will focus on delivering a solution for City for September 2024 but the later phases are to focus on integrating with existing solutions and implementing the solution for Horsforth campus. Enhanced space utilisation is to be achieved for phase 1 non-teaching spaces. This procurement seeks to appoint a partner to provide a new centralised space management solution, which can integrate seamlessly with existing timetabling, outlook exchange, space booking and building management solutions, and provide a facility for staff and students to book study rooms, meeting rooms and desks. The procurement seeks to: - Deliver an integrated and intelligent space management system that offers the most efficient and effective use of LTU's physical spaces with a great end-user experience. - Deliver a space management solution which can integrate with LTU's timetabling solution (currently Tribal SITS) and other space management systems where possible, such as Rendezvous, Legend, BMS. - Work with occupancy sensors and associated technologies to collect data for reporting and analytics purposes to help LTU make base most efficient use of its spaces - Find a solution which will improve the efficiency of existing processes while integrating where necessary to manage spaces, initially in the City Centre Campus followed by our Horsforth campus. - Provide a system which integrates with display units (outside of meeting rooms for example) providing real-time information about availability of that space (NB: the provision of display units is not part of this procurement). - Secure supplier resource in the event that the University's implementation team lacks capacity or capability to deploy the system in the timescales required. It is expected that the top 4 suppliers from this SQ will be invited to the tender stage of the procurement. The University reserves the right to take more or less suppliers than 4, and this determination will be based on the evaluation of compliant SQ responses. Instructions and accessing the SQ documents: The procurement will will be conducted exclusively via the university's e-tendering website, where all documentation can be found and downloaded: https://neupc.delta-esourcing.com/members/leeds-trinity-university/ Accessing an Opportunity via the university's e-tendering website: Once you have created a supplier profile, to respond to an opportunity, click 'Response Manager' or 'View Invites and Responses'. You will then be presented with a list of all opportunities your organisation has previously worked on and will be given the option of viewing current invites or entering the access code to begin responding to a new opportunity. Notes: Project: ITS084LTU Space Management Solution Access Code: BSN9EA25PM

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-10b1d038-c64a-46fe-b587-8b64e9a3dc50
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/48569480-f471-44fa-a33d-a4e50307bbe0
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Restricted procedure (above threshold)
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

48190000 - Educational software package

48420000 - Facilities management software package and software package suite

Notice Value(s)

Tender Value
£700,000 £500K-£1M
Lots Value
Not specified
Awards Value
£198,000 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
1 Aug 20241 years ago
Submission Deadline
15 Apr 2024Expired
Future Notice Date
7 Aug 2023Expired
Award Date
17 Jul 20241 years ago
Contract Period
21 Jul 2024 - 21 Jul 2029 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LEEDS TRINITY UNIVERSITY
Contact Name
Lyndsay Glasper
Contact Email
l.glasper@leedstrinity.ac.uk
Contact Phone
01132837100

Buyer Location

Locality
LEEDS
Postcode
LS18 5HD
Post Town
Leeds
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE42 Leeds
Delivery Location
TLE Yorkshire and The Humber
Local Authority
Leeds
Electoral Ward
Horsforth
Westminster Constituency
Leeds North West

Supplier Information

Number of Suppliers
1
Supplier Name

EVENTMAP

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-b5fd17-10b1d038-c64a-46fe-b587-8b64e9a3dc50-2024-08-01T17:15:22+01:00",
    "date": "2024-08-01T17:15:22+01:00",
    "ocid": "ocds-b5fd17-10b1d038-c64a-46fe-b587-8b64e9a3dc50",
    "language": "en",
    "initiationType": "tender",
    "title": "Timetabling, Space Management, Room bookings software solutions",
    "planning": {
        "milestones": [
            {
                "id": "1",
                "title": "Engagement end date",
                "type": "engagement",
                "dueDate": "2023-08-07T23:59:59+01:00"
            }
        ],
        "documents": [
            {
                "id": "1",
                "documentType": "marketEngagementNotice",
                "description": "Early engagement notice on Contracts Finder",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/170b00b5-a4e1-4a5d-b812-a04e1bf4d881",
                "datePublished": "2023-07-11T12:16:23+01:00",
                "format": "text/html",
                "language": "en"
            }
        ]
    },
    "tender": {
        "id": "ITS084LTU",
        "title": "Space Management Solution",
        "description": "Leeds Trinity University is opening a new site in City and looking for a space management solution which will enable better use of space management. Phase one of this project will focus on delivering a solution for City for September 2024 but the later phases are to focus on integrating with existing solutions and implementing the solution for Horsforth campus. Enhanced space utilisation is to be achieved for phase 1 non-teaching spaces. This procurement seeks to appoint a partner to provide a new centralised space management solution, which can integrate seamlessly with existing timetabling, outlook exchange, space booking and building management solutions, and provide a facility for staff and students to book study rooms, meeting rooms and desks. The procurement seeks to: - Deliver an integrated and intelligent space management system that offers the most efficient and effective use of LTU's physical spaces with a great end-user experience. - Deliver a space management solution which can integrate with LTU's timetabling solution (currently Tribal SITS) and other space management systems where possible, such as Rendezvous, Legend, BMS. - Work with occupancy sensors and associated technologies to collect data for reporting and analytics purposes to help LTU make base most efficient use of its spaces - Find a solution which will improve the efficiency of existing processes while integrating where necessary to manage spaces, initially in the City Centre Campus followed by our Horsforth campus. - Provide a system which integrates with display units (outside of meeting rooms for example) providing real-time information about availability of that space (NB: the provision of display units is not part of this procurement). - Secure supplier resource in the event that the University's implementation team lacks capacity or capability to deploy the system in the timescales required. It is expected that the top 4 suppliers from this SQ will be invited to the tender stage of the procurement. The University reserves the right to take more or less suppliers than 4, and this determination will be based on the evaluation of compliant SQ responses. Instructions and accessing the SQ documents: The procurement will will be conducted exclusively via the university's e-tendering website, where all documentation can be found and downloaded: https://neupc.delta-esourcing.com/members/leeds-trinity-university/ Accessing an Opportunity via the university's e-tendering website: Once you have created a supplier profile, to respond to an opportunity, click 'Response Manager' or 'View Invites and Responses'. You will then be presented with a list of all opportunities your organisation has previously worked on and will be given the option of viewing current invites or entering the access code to begin responding to a new opportunity. Notes: Project: ITS084LTU Space Management Solution Access Code: BSN9EA25PM",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "48000000",
            "description": "Software package and information systems"
        },
        "additionalClassifications": [
            {
                "scheme": "CPV",
                "id": "48190000",
                "description": "Educational software package"
            },
            {
                "scheme": "CPV",
                "id": "48420000",
                "description": "Facilities management software package and software package suite"
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "postalCode": "LS18 5HD"
                    },
                    {
                        "region": "Yorkshire and the Humber",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "Yorkshire and the Humber",
                        "countryName": "United Kingdom"
                    }
                ]
            }
        ],
        "suitability": {
            "sme": true,
            "vcse": false
        },
        "datePublished": "2024-03-13T14:00:04Z",
        "value": {
            "amount": 700000,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure (above threshold)",
        "tenderPeriod": {
            "endDate": "2024-04-15T12:00:00+01:00"
        },
        "contractPeriod": {
            "startDate": "2024-07-15T00:00:00+01:00",
            "endDate": "2029-07-14T23:59:59+01:00"
        },
        "mainProcurementCategory": "goods",
        "documents": [
            {
                "id": "1",
                "documentType": "tenderNotice",
                "description": "Opportunity notice on Contracts Finder",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/20522758-518c-4f13-b085-9537b9abe972",
                "datePublished": "2024-03-13T14:00:04Z",
                "format": "text/html",
                "language": "en"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/UJTr6753",
            "name": "LEEDS TRINITY UNIVERSITY",
            "identifier": {
                "legalName": "LEEDS TRINITY UNIVERSITY",
                "scheme": "GB-SRS",
                "id": "sid4gov.cabinetoffice.gov.uk/UJTr6753"
            },
            "address": {
                "streetAddress": "Brownberrie Lane, Horsforth",
                "locality": "LEEDS",
                "postalCode": "LS185HD",
                "countryName": "England"
            },
            "contactPoint": {
                "name": "Lyndsay Glasper",
                "email": "l.glasper@leedstrinity.ac.uk",
                "telephone": "01132837100"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.leedstrinity.ac.uk/"
            }
        },
        {
            "id": "GB-COH-NI043256",
            "name": "EVENTMAP LIMITED",
            "identifier": {
                "legalName": "EVENTMAP LIMITED",
                "scheme": "GB-COH",
                "id": "NI043256"
            },
            "address": {
                "streetAddress": "Emerson House 14B Co Antrim BT8 8DN GB"
            },
            "details": {
                "scale": "large",
                "vcse": false
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/UJTr6753",
        "name": "LEEDS TRINITY UNIVERSITY"
    },
    "awards": [
        {
            "id": "ocds-b5fd17-10b1d038-c64a-46fe-b587-8b64e9a3dc50-1",
            "status": "active",
            "date": "2024-07-18T00:00:00+01:00",
            "datePublished": "2024-08-01T17:15:22+01:00",
            "value": {
                "amount": 198000,
                "currency": "GBP"
            },
            "suppliers": [
                {
                    "id": "GB-COH-NI043256",
                    "name": "EVENTMAP LIMITED"
                }
            ],
            "contractPeriod": {
                "startDate": "2024-07-22T00:00:00+01:00",
                "endDate": "2029-07-21T23:59:59+01:00"
            },
            "documents": [
                {
                    "id": "1",
                    "documentType": "awardNotice",
                    "description": "Awarded contract notice on Contracts Finder",
                    "url": "https://www.contractsfinder.service.gov.uk/Notice/48569480-f471-44fa-a33d-a4e50307bbe0",
                    "datePublished": "2024-08-01T17:15:22+01:00",
                    "format": "text/html",
                    "language": "en"
                }
            ]
        }
    ]
}