Award

Estates: Computer Aided Facilities Management / Integrated Workplace Management System

UNIVERSITY OF ST ANDREWS

This public procurement record has 2 releases in its history.

Award

18 Oct 2019 at 00:00

Tender

29 Nov 2018 at 00:00

Summary of the contracting process

The University of St Andrews is seeking proposals for a Computer Aided Facilities Management and Integrated Workplace Management System, aimed at enhancing the efficiency of its estates management. This procurement falls under the goods category and is part of a selective procurement process, utilising a restricted procedure. The tender's closing date is set for 10 January 2019, and it is located in St Andrews, Scotland. The total value of the contract is estimated at £366,700 and will be awarded to a single supplier, as indicated by the university’s intent to streamline its facilities operations.

This tender presents significant opportunities for businesses specialising in software solutions for facilities management, asset management, and related services. Companies with experience in providing comprehensive workplace management solutions, including system installation, training, and ongoing support, will be well-suited to compete. Given the importance of the contract's scope—aimed at modernising the university's approach to facilities management—firms that can demonstrate expertise in cutting-edge technologies and preventative maintenance strategies may particularly benefit from this procurement opportunity.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Notice Title

Estates: Computer Aided Facilities Management / Integrated Workplace Management System

Notice Description

University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit.

Lot Information

Lot 1

University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit. Overview of the Contract Requirement: The university of St Andrews Estate comprises of 258,000 square metres in 157 Buildings, with more than 80,000 critical assets. Buildings and assets of the campus range from Medieval Libraries to cutting edge scientific research laboratories and Student Residences with some 4052 bed spaces. The value of the Real Estate is in the region of 1 Billion GBP, and Estates currently manage approximately of 20,000 work requests per annum. The scope of the tender is for the provision of a Computer Aided Facilities Management (CAFM) / Integrated Workplace Management (IWMS) / Security Incident Management Systems solution which will be central to enabling the University to move away from the current, largely reactive maintenance approach to an approach where we actively manage our critical assets and perform more planned and preventative and condition-based maintenance. The CAFM / IWMS solution should provide functionality in the following areas of current project scope. - Asset Management and Lifecycle - Reactive Maintenance - Service Desk - Planned Preventative Maintenance - Change Management (Maintenance/Improvement/Modification Projects) - Security Incident Management - Financial Management (Budgeting/Forecasting/Planning) - Inventory Management - Asbestos Management - Contractor Management In the future the University may be interested in extending scope during a future project to include: - Health and Safety Management - Sustainability Management - Room Bookings Management and Self-Service - IoT - Linear Asset Management - Space Planning and Workplace management - Property and Lease Management - BIM - Other soft services Contract Award A single supplier shall be awarded the work.

Renewal: Renewal subject to review and mutual agreement.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000566037
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT369572
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems


CPV Codes

48420000 - Facilities management software package and software package suite

Notice Value(s)

Tender Value
£160,000 £100K-£500K
Lots Value
£160,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£366,700 £100K-£500K

Notice Dates

Publication Date
18 Oct 20196 years ago
Submission Deadline
10 Jan 2019Expired
Future Notice Date
Not specified
Award Date
31 Jul 20196 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF ST ANDREWS
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
ST ANDREWS
Postcode
KY16 9LB
Post Town
Kirkcaldy
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM0 Eastern Scotland
Small Region (ITL 3)
TLM01 Clackmannanshire and Fife
Delivery Location
TLM72 Clackmannanshire and Fife

Local Authority
Fife
Electoral Ward
St Andrews
Westminster Constituency
North East Fife

Supplier Information

Number of Suppliers
1
Supplier Name

PLANON

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-r6ebe6-0000566037-2019-10-18T00:00:00Z",
    "date": "2019-10-18T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000566037",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-95",
            "name": "University of St Andrews",
            "identifier": {
                "legalName": "University of St Andrews"
            },
            "address": {
                "streetAddress": "The Old Burgh School, Abbey Walk",
                "locality": "St Andrews",
                "region": "UKM72",
                "postalCode": "KY16 9LB"
            },
            "contactPoint": {
                "name": "Adrian Wood",
                "email": "procurement@st-andrews.ac.uk",
                "telephone": "+44 1334462523",
                "url": "https://in-tendhost.co.uk/universityofstandrews"
            },
            "roles": [
                "buyer",
                "centralPurchasingBody",
                "reviewBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Body governed by public law",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "09",
                        "description": "Education",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.st-andrews.ac.uk/procurement/"
            }
        },
        {
            "id": "org-79",
            "name": "University of St Andrews",
            "identifier": {
                "legalName": "University of St Andrews"
            },
            "address": {
                "streetAddress": "The Old Burgh School, Abbey Walk",
                "locality": "St Andrews",
                "region": "UKM72",
                "postalCode": "KY16 9LB"
            },
            "contactPoint": {
                "name": "Adrian Wood",
                "email": "procurement@st-andrews.ac.uk",
                "telephone": "+44 1334462523",
                "url": "http://"
            },
            "roles": [
                "buyer",
                "centralPurchasingBody",
                "reviewBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Body governed by public law",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "09",
                        "description": "Education",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.st-andrews.ac.uk/procurement/"
            }
        },
        {
            "id": "org-80",
            "name": "Planon Ltd",
            "identifier": {
                "legalName": "Planon Ltd"
            },
            "address": {
                "streetAddress": "Park Gate, 161-163 Preston Road",
                "locality": "Brighton",
                "region": "UK",
                "postalCode": "BN1 6AU"
            },
            "contactPoint": {
                "telephone": "+44 07940396156"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "url": "http://"
            }
        }
    ],
    "buyer": {
        "name": "University of St Andrews",
        "id": "org-79"
    },
    "tender": {
        "id": "EST/291118/SW/SL",
        "title": "Estates: Computer Aided Facilities Management / Integrated Workplace Management System",
        "description": "University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "deliveryLocation": {
                    "description": "UK - St Andrews"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM72"
                    },
                    {
                        "region": "UKM72"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 160000,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure",
        "mainProcurementCategory": "goods",
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://in-tendhost.co.uk/universityofstandrews",
        "tenderPeriod": {
            "endDate": "2019-01-10T12:00:00Z"
        },
        "documents": [
            {
                "id": "DEC338665",
                "documentType": "contractNotice",
                "title": "Estates: Computer Aided Facilities Management / Integrated Workplace Management System",
                "description": "University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC338665",
                "format": "text/html"
            },
            {
                "id": "economic",
                "documentType": "economicSelectionCriteria"
            },
            {
                "id": "technical",
                "documentType": "technicalSelectionCriteria"
            },
            {
                "id": "DEC338665-1",
                "title": "Electronic Portal Guidance / Instruction",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC338665&idx=1",
                "datePublished": "2018-12-03T08:15:39Z",
                "dateModified": "2018-12-03T08:15:39Z",
                "format": "application/pdf"
            },
            {
                "id": "OCT369572",
                "documentType": "awardNotice",
                "title": "Estates: Computer Aided Facilities Management / Integrated Workplace Management System",
                "description": "University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT369572",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "University of St Andrews - Computer Aided Facilities Management / Integrated Workplace Management System Supply, Installation, Training, Support and Maintenance of (replacement) Facilities Management System for the University of St Andrews Estates Unit. Overview of the Contract Requirement: The university of St Andrews Estate comprises of 258,000 square metres in 157 Buildings, with more than 80,000 critical assets. Buildings and assets of the campus range from Medieval Libraries to cutting edge scientific research laboratories and Student Residences with some 4052 bed spaces. The value of the Real Estate is in the region of 1 Billion GBP, and Estates currently manage approximately of 20,000 work requests per annum. The scope of the tender is for the provision of a Computer Aided Facilities Management (CAFM) / Integrated Workplace Management (IWMS) / Security Incident Management Systems solution which will be central to enabling the University to move away from the current, largely reactive maintenance approach to an approach where we actively manage our critical assets and perform more planned and preventative and condition-based maintenance. The CAFM / IWMS solution should provide functionality in the following areas of current project scope. - Asset Management and Lifecycle - Reactive Maintenance - Service Desk - Planned Preventative Maintenance - Change Management (Maintenance/Improvement/Modification Projects) - Security Incident Management - Financial Management (Budgeting/Forecasting/Planning) - Inventory Management - Asbestos Management - Contractor Management In the future the University may be interested in extending scope during a future project to include: - Health and Safety Management - Sustainability Management - Room Bookings Management and Self-Service - IoT - Linear Asset Management - Space Planning and Workplace management - Property and Lease Management - BIM - Other soft services Contract Award A single supplier shall be awarded the work.",
                "status": "complete",
                "value": {
                    "amount": 160000,
                    "currency": "GBP"
                },
                "hasOptions": false,
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 5
                },
                "selectionCriteria": {
                    "description": "Criteria as detailed in the ESPD Documents."
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Renewal subject to review and mutual agreement."
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Technical",
                            "description": "80"
                        },
                        {
                            "type": "price",
                            "description": "20"
                        }
                    ]
                }
            }
        ],
        "participationFees": [
            {
                "id": "1",
                "type": [
                    "document"
                ]
            }
        ],
        "communication": {
            "atypicalToolUrl": "https://in-tendhost.co.uk/universityofstandrews"
        },
        "contractTerms": {
            "hasElectronicPayment": true,
            "electronicInvoicingPolicy": "allowed"
        },
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "secondStage": {
            "invitationDate": "2019-02-20T00:00:00Z"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 90
            }
        },
        "classification": {
            "id": "48420000",
            "scheme": "CPV"
        },
        "reviewDetails": "The University of St Andrews will incorporate a minimum of 10 calendar day standstill period at the point of information on the award of the contract being communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from The University of St Andrews. If an appeal regarding the award of contract has not been successfully resolved The Public Contracts (Scotland) Regulations 2012 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rule to take action in the Sheriff Court or Court of Session. Anyone bringing court proceedings against the University of St Andrews must inform the University of St Andrews in advance of the alleged breach and its intention to bring proceedings. Any such action must be brought within 15 days of the date on which a decision is sent to them or published to challenge that decision. Proceedings seeking an ineffectiveness order must be brought within 30 days of the publication of the contract award notice in the OJEU, or 30 days from the date of a decision letter to all tenderers concerned, and any candidates concerned, containing a summary of the reason for the recipient being unsuccessful, otherwise 6 months from the date of entering into the contract or concluding the framework agreement. Where a contract has not been entered into the Court may, by interim order, suspend the procurement procedure. The court may also set aside a decision or actions taken by the University or order it to amend and document; and/or award damages. However, by express requirement the court may decide not to grant an interim order when the negative consequences of such an order are likely to outweigh the benefits, having regard to a number of considerations. If the contract has been entered into the Court may, depending on the nature of the breach: make an ineffectiveness order; impose a financial penalty; shorten the duration of the contract; make any other order considered appropriate to address the consequences of ineffectiveness or shortening the duration or the contract; award damages.",
        "hasRecurrence": false,
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        }
    },
    "language": "EN",
    "description": "All tenders for the University of St Andrews are administered through our e-Tendering System (In-Tend). To Express an Interest please go to our tender web-site at: https://in-tendhost.co.uk/universityofstandrews Please note that 'Notes of Interest' placed via PCS (Public Contracts Scotland) are not automatically accepted. (SC Ref:601520)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000566037"
        },
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000566037"
        }
    ],
    "noticetype": "OJEU - F3 - Contract Award Notice",
    "awards": [
        {
            "id": "EST/291118/SW/SL",
            "suppliers": [
                {
                    "id": "org-80",
                    "name": "Planon Ltd"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "EST/291118/SW/SL",
            "awardID": "EST/291118/SW/SL",
            "status": "active",
            "value": {
                "amount": 366700,
                "currency": "GBP"
            },
            "dateSigned": "2019-07-31T00:00:00Z"
        }
    ],
    "relatedProcesses": [
        {
            "id": "1",
            "relationship": [
                "planning"
            ],
            "scheme": "EU-OJ",
            "identifier": "2018/S 233-532005"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "140",
                "measure": "bids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "141",
                "measure": "electronicBids",
                "value": 2,
                "relatedLot": "1"
            }
        ]
    }
}