Procurement of a Computer Aided Facilities Management CAFM) System

{
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    "id": "ocds-h6vhtk-06011a-2026-02-12T10:30:40Z",
    "date": "2026-02-12T10:30:40Z",
    "ocid": "ocds-h6vhtk-06011a",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PWHQ-6332-HXGW",
            "name": "Barnsley Hospital NHS Foundation Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWHQ-6332-HXGW"
            },
            "address": {
                "streetAddress": "Gawber Road",
                "locality": "Barnsley",
                "postalCode": "S75 2EP",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE31"
            },
            "contactPoint": {
                "name": "Vanessa Jinks",
                "email": "vanessa.jinks@nhs.net"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.barnsleyhospital.nhs.uk",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PWVB-6553-QVYV",
            "name": "The Rotherham NHS Foundation Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWVB-6553-QVYV"
            },
            "address": {
                "streetAddress": "Rotherham Hospital, Moorgate Road",
                "locality": "Rotherham",
                "postalCode": "S60 2UD",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE31"
            },
            "contactPoint": {
                "name": "Vanessa Jinks",
                "email": "vanessa.jinks@nhs.net"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.therotherhamft.nhs.uk",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHQ-6332-HXGW",
        "name": "Barnsley Hospital NHS Foundation Trust"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Suppliers of CAFM systems wishing to discuss this opportunity with BFS may contact the Operations Director at mathew.mckechnie@nhs.net",
                "dueDate": "2026-01-23T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
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                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/001120-2026",
                "datePublished": "2026-01-07T14:35:24Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "C409773",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Procurement of a Computer Aided Facilities Management CAFM) System",
        "description": "Barnsley Facilities Services (BFS), a wholly owned subsidiary of Barnsley Hospital NHS Foundation Trust and The Rotherham NHS Foundation Trust, are looking to procure a CAFM (Computer Aided Facilities Management) system. The bidder MUST be able to provide all of the following functionality as a minimum: Asbestos Management Clear up to date asbestos record that captures identified materials, their condition, and associated risks so that organisations can manage safety and compliance effectively Asset Management Provision of a clear, structured asset register that captures essential information about each asset throughout its lifecycle, helping organisations manage, track, and maintain their assets efficiently. Help Desk / Task Management Provision of a clear, auditable workflow that tracks tasks from creation to completion, helping teams prioritise, organise, and monitor work efficiently while maintaining full visibility and oversight Planned Preventative Maintenance Provision of a clear and consistent way to plan, schedule, and monitor preventive maintenance, giving teams full visibility of upcoming work and helping them manage resources, safety, and asset performance more effectively. Property Register Maintenance Provision of a central, structured record of all estate spaces, helping organisations manage property information efficiently while supporting wider operational, compliance, and financial processes Reporting and Dashboards Functionality to provide clear, real time visibility of performance and compliance through accessible, filterable dashboards and reports that support effective monitoring, analysis, and decision making. Resource Management Functionality to help the organisations manage and deploy their workforce efficiently by giving clear visibility of staff activity, task progress, and resource demands to support effective planning and performance oversight. Stores / Stock Management Functionality to give the organisations clear control and visibility over stock levels and usage, helping them manage inventory efficiently and maintain availability while supporting better cost and resource planning. Task Management Handheld Application Functionality to enable field staff to manage and complete tasks in real time through a mobile app, giving them clear access to job details, asset information, and on site tools so work can be carried out efficiently and accurately.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48420000",
                        "description": "Facilities management software package and software package suite"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72514000",
                        "description": "Computer facilities management services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 1016000,
            "amount": 846000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-09T00:00:00+01:00",
                    "endDate": "2029-06-30T23:59:59+01:00",
                    "maxExtentDate": "2033-06-30T23:59:59+01:00"
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                "hasRenewal": true,
                "status": "active",
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                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Features List",
                            "description": "Qualitative score of features required from the system.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Technical",
                            "description": "Assessment score of responses to technical questions",
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                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
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                        },
                        {
                            "type": "quality",
                            "name": "Social Value",
                            "description": "Qualitative assessment of responses to social value questions",
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                        {
                            "type": "price",
                            "name": "Commercial",
                            "description": "Financial evaluation of bid",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
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                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "technical",
                            "description": "As stated in Part 3 of the Supplier Information Questionnaire"
                        }
                    ]
                },
                "renewal": {
                    "description": "Two 2-year extensions to be included in the contract (a total of 4 years)"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-01-30T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "Submission via the Atamis portal at https://health-family.force.com/s/Welcome",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
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        },
        "tenderPeriod": {
            "endDate": "2026-03-09T12:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2026-02-25T12:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2026-03-19T23:59:59Z"
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        "lotDetails": {
            "noLotsDivisionRationale": "Single system and provider required due to requirement for interconnectedness."
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        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest"
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            {
                "id": "012730-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
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                "datePublished": "2026-02-12T10:30:40Z",
                "format": "text/html"
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        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2033-02-07T23:59:59Z"
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    },
    "language": "en"
}