Planning

Pre-Tender Market Engagement Notice: Integrated Maintenance and Workplace Services (IMWS) System

BOURNEMOUTH UNIVERSITY

This public procurement record has 2 releases in its history.

PlanningUpdate

24 Jul 2025 at 11:17

UK2 - Preliminary Market Engagement Notice
Planning

30 Jun 2025 at 09:45

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Bournemouth University, situated in Poole, United Kingdom, is initiating a preliminary market engagement for the procurement of an Integrated Maintenance and Workplace Services (IMWS) system. The upcoming procurement process aims to support extensive estates and facilities management functions including helpdesk operations, asset management, and space management, among others. This initiative is currently in the planning stage, with virtual engagement opportunities such as meetings and demonstration sessions scheduled for September and October 2025. Interested suppliers have until 12th August 2025 to register interest, with meetings being arranged through Microsoft Teams. The planned engagement is not a request for quotation, and Bournemouth University anticipates a formal tender process to commence later, following this initial market consultation phase.

This procurement presents significant opportunities for businesses across the UK, particularly those specialising in facilities management software, digital integrated solutions, and services for complex estates like those in Higher Education. Suppliers experienced in delivering systems integrating helpdesk management, asset tracking, and IoT solutions within facilities management could find this tender particularly beneficial. Small and medium-sized enterprises (SMEs) are also encouraged to participate, given the procurement's suitability for their scale. Organisations offering innovative, robust, and adaptable solutions that align with the high-level technological and functional requirements set forth by Bournemouth University stand a strong chance to make substantial contributions while enhancing their market presence in the UK's public procurement sector.

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Notice Information

Notice Title

Pre-Tender Market Engagement Notice: Integrated Maintenance and Workplace Services (IMWS) System

Notice Description

Introduction Bournemouth University ("BU" or the "University") are seeking to engage with the market to inform the development of a future procurement for an Integrated Maintenance and Workplace Services (IMWS) system. This system will support a wide range of estates and facilities management functions, including helpdesk operations, asset and space management, planned maintenance, compliance, and contractor coordination. The purpose of this engagement is to gather insights from suppliers on the feasibility, innovation, and delivery models available in the market. We invite responses from experienced providers with proven capabilities in delivering integrated digital solutions for complex estates, ideally within the UK Higher Education or similar sectors. This Preliminary Market Engagement Notice outlines the high-level functional and technical requirements to help suppliers assess alignment with their offerings and provide informed feedback. Key Functional Requirements 1. Helpdesk Management Back-End (Technician Interface) - Must Have: * Multi-technician job sign-off capability * Advanced search and filtering * Real-time chat functionality * Fully configurable work request tiles, dropdowns, and workflows * SLA configuration and monitoring * Tile-specific guidance and instructions * Mobile device compatibility Back-End - Should/Nice to Have: * Notice board for alerts and updates * Flexible, user-defined forms * On Job / Off Job status toggling Front-End (User Interface) - Must Have: * Search functionality for job history and status * Alerts for duplicate job submissions in the same area * Chat function for real-time updates * Email notifications on job progress * Interactive maps for issue location * Mobile access for users on the move 2. Asset Management Must Have: * Barcode/QR code scanning for asset tracking * Integration with SFG20 and Facilities iQ * Uniclass classification support * Full asset lifecycle management * Interactive asset-linked drawings 3. Condition Monitoring Nice to Have: * IoT sensor integration for real-time condition monitoring 4. Space Management Must Have: * EMR (Estate Management Record) data collection and reporting * Flexible hierarchical structure for buildings and spaces * CAD integration * Interactive space drawings * Data on space allocation and usage 5. Planned Preventative Maintenance (PPM) Must Have: * SFG20 integration for standardised maintenance schedules * Ability to create and manage custom PPMs 6. Lease and Risk Management Lease Management - Must Have: * Automated alerts for key lease events (e.g., renewals) Risk Assessments - Must Have: * Accessible from within work requests * Support for multiple staff assignments per RA 7. Resource and Stock Management Resource Scheduling - Must Have: * Multi-team scheduling and coordination Stock Control - Must Have: * Barcode/QR code-based inventory management 8. Contractor and Permit Management Must Have: * Interactive drawings showing asset and space data * Location-based risk register * Permit-to-work request and authorization workflows 9. Accessibility and User Interaction * Accessible via desktop, mobile, and tablet * Document and image upload support * Access for staff, students, and external contractors * Automated email notifications * In-job chat functionality 10. Integration and Data Management * API connectivity with Finance, HR, CAD, and Space Management systems * Integration with access control systems (e.g., Salto) * Data export in Excel, CSV, PDF formats * Comprehensive audit logs 11. System Features and Support * Access to a test environment * Admin-configurable permissions and authorizations * Customizable work request views by user/team/department * Estates-only tiles for restricted access * 24/7 support (minimum UK office hours) * Training materials and live job tracking * Dedicated implementation team and business analysts * Experience with UK Higher Education institutions 12. Advanced Data and Environmental Monitoring * BIM integration * Energy and IoT data management * Predictive analytics and space utilization insights * Optional: Sensors for wellness and environmental monitoring 13. Compliance and Security * Document storage for compliance certificates * Event-based alerts * Multi-factor authentication 14. Process, Reporting, and Broader Management * Merge and manage similar user submissions * GPS/GIS tracking and carbon footprint reporting * Car parking and visitor management * Room and desk booking * Integration with Power BI and other systems * Project and move management * Hazard and cleaning management system integration

Planning Information

The purpose of this PME is to gather industry expertise and feedback that will inform the development of our final project and procurement requirements. Objectives: • Gain a better understanding of suppliers' capabilities, experiences, and innovations. • Identify potential challenges and solutions relevant to the upcoming procurement project. • Inform suppliers about the project's scope, objectives, and key requirements. BU are intending on holding virtual meetings / demonstration sessions with interested suppliers via Microsoft Teams in September / October. If you wish to be considered for a virtual meeting / demonstration session with BU’s project team, please contact procurement@bournemouth.ac.uk to register your interest with the subject heading “IT/OS/450 – IMWS System”. Within your email, please provide the following details in a Word or PDF document: Company Overview o Company name, address, and contact details o Summary of your organisation’s background and relevant experience o Key clients and sectors served (particularly in Higher Education or similar environments) o Relevant Systems and Services A description of the systems and services you offer that align with the IMWS requirements o Specific modules or capabilities that meet the functional areas outlined (e.g., Helpdesk, Asset Management, PPM, Space Management, etc.) o Integration capabilities (e.g., APIs, BIM, CAD, SFG20, IoT, etc.) o Mobile and accessibility features o Support and implementation services o Case Studies or Examples Examples of similar implementations o Outcomes achieved and lessons learned o Feedback and Recommendations Additional information o Feedback on the proposed requirements o Suggestions for improving the scope or delivery model Once suppliers have provided the requested information provide further information, BU will shortlist suppliers for the virtual meetings / demonstration sessions based on the responses provided. Please note that while we aim to engage with a broad range of suppliers, it may not be possible to invite all interested parties to a meeting. Participation in this exercise is voluntary, and there is no obligation for BU to meet with every supplier who submits a response with the requested information. This PME is not a request for quotation. BU’s current intention is to conduct a tender process at a later stage. There is no obligation for suppliers to respond to this PME. Supplier responses (or lack thereof) to this exercise will not be used to determine which suppliers will be carried forward to tender process or in any subsequent evaluation of supplier proposals.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05559f
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/042710-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48420000 - Facilities management software package and software package suite

48421000 - Facilities management software package

72212420 - Facilities management software development services and software development services suite

72212421 - Facilities management software development services

72253000 - Helpdesk and support services

72253100 - Helpdesk services

72514100 - Facilities management services involving computer operation

72514200 - Facilities management services for computer systems development

72514300 - Facilities management services for computer systems maintenance

79993000 - Building and facilities management services

79993100 - Facilities management services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
24 Jul 20257 months ago
Submission Deadline
Not specified
Future Notice Date
1 Nov 2025Expired
Award Date
Not specified
Contract Period
1 Aug 2026 - 31 Jul 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
BOURNEMOUTH UNIVERSITY
Contact Name
Procurement Department
Contact Email
procurement@bournemouth.ac.uk
Contact Phone
Not specified

Buyer Location

Locality
POOLE
Postcode
BH12 5BB
Post Town
Bournemouth
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK6 North Somerset, Somerset and Dorset
Small Region (ITL 3)
TLK63 Bournemouth, Christchurch and Poole
Delivery Location
TLK24 Bournemouth, Christchurch and Poole
Local Authority
Bournemouth, Christchurch and Poole
Electoral Ward
Talbot & Branksome Woods
Westminster Constituency
Bournemouth West

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. 

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