--- title: "Provision of Hard Facilities Management Services at Student Accommodation" ocid: "ocds-h6vhtk-02e89b" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e89b" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02e89b.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02e89b.json" source: "Find A Tender Service" current_stage: "Award" buyer: "UNIVERSITY OF YORK" published: "2021-10-06" --- # Provision of Hard Facilities Management Services at Student Accommodation Buyer: UNIVERSITY OF YORK Current stage: Award OCID: ocds-h6vhtk-02e89b [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e89b) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-02e89b.json) ## Summary The University of York is seeking to award a contract titled "Provision of Hard Facilities Management Services at Student Accommodation". This process falls under the facilities management services industry and is set to provide services specifically at the University of York's Heslington Campus in York, UKE21. The procurement is currently in the Award stage, with the contract set to commence on 1 October 2022, following the conclusion of the existing contract with Derwent Facilities Management Ltd. The awarded contract will last for a maximum duration of four years and was signed on 6 October 2021, with a procurement method indicated as limited without prior publication of a call for competition. This tender presents a substantial opportunity for businesses specialising in facilities management services, especially those capable of providing comprehensive hard facilities management including maintenance, emergency response, and cleaning services. Companies with experience in contract management and a robust understanding of health and safety legislation would be particularly well-suited to compete for this contract, especially given the complexities associated with co-terminating the contract alongside two other related contracts. As the University of York is expected to seek competitive tenders for future contracts, firms should be prepared to demonstrate their capabilities and value in a context affected by post-Covid considerations. ## Notice Notice of intention to award a hard facilities management service contract. The University of York is procuring on behalf of Student Accommodation Provision 3 LLP (Company registration number: OC382019) who is owned by the The University of York, and York University Property Company Ltd. ### Lot Information Lot 1 Student Accommodation Provision 3 LLP ('the Company') is a wholly owned subsidiary of The University of York ("the University"), has a contract in place with Derwent Facilities Management Ltd for the provision of hard facilities management services which is due to expire on the 30.09.2022. The University is an equal shareholder of the two other subsidiary companies established for the provision of student accommodation colleges which are Student Accommodation Provision LLP (SAP), and Student Accommodation Provision 2 LLP (SAP2). All three of the aforementioned subsidiary companies have contracts in place with Derwent Facilities Management Limited for the provision of hard facilities management services. The University is extending the Company's contract with Derwent Facilities Management Ltd from 01.10.2022 for a period of 4 years to co-terminate with the SAP and SAP2 contracts. The University bought the Company in late 2019, and one option to be considered was to find a buyer for the Company within the term of the current hard FM contract, however the disruption caused by the Covid 19 lockdowns have delayed any decision regarding the Company's future. The University is unlikely to make a decision regarding the Company's future and potentially dispose of the Company prior to the current Derwent Facilities Management Ltd contract expiry date of the 30/09/2022. IV.1.1. sets out the reasons why competition is not possible at this time. Hard FM services to be provided by Derwent Facilities Management Ltd to the Company include: helpdesk, risk assessments, professional services relating to statutory regulations, liaison with fire officer/building control, repair of FF&E, replacing light fittings, making safe circuit breakers, PAT, emergency lighting maintenance, new plumbing installation and ongoing maintenance, isolating and repair of leaks, lift maintenance and repair, statutory lift inspections, system flushing, repair of blocked sinks and toilets, drainage repairs, display of energy performance certificates, repair and replacement of ironmongery items (door handles, hinges, maglocks, ,etc.), maintenance of access control systems, inspection of fire signage and equipment, maintenance of fire fighting equipment, emergency response (minor and major leaks, water shortage, heating system leaks), undertake building condition surveys, undertake asset register surveys, undertake forward maintenance surveys, life cycle budget forecasting, management of works, finalise and snag works, ensure all staff and sub-contractors adhere to H&S procedures and legislation, carry out fire safety audits/risk assessments, provide fire safety advice, conduct termly room inspections and fabric condition audits. ### Procurement Information The University is not in a position to competitively tender a long term FM contract at this time for the following reasons: * Co-termination with the two other contracts for SAP and SAP2 will result in the ability to advertise and tender a hard FM contract to cover all three colleges. * It would be difficult to untangle the current hard FM provision to the three colleges in order to tender only the Company's requirement. * The University has not made a decision regarding future ownership of the Company due to Covid 19 disruption, however the University may still be the Company's owner after the expiry of the current hard FM contract on the 30.09.2022 and shall require a hard FM contract in place. Therefore it is the Company's intention to place a contract with Derwent Facilities Management Ltd to commence on the 01.10.22 for a maximum duration of 4 years in order to co-terminate with the University's other two hard FM contracts for SAP and SAP 2, during which time the University will agree a longer term strategy for the Company. Should that strategy include a longer term requirement for FM services similar to those currently being provided, the Company will competitively tender that requirement through an open process at an appropriate time within the 4 year term. The Company and University wish to maximise competition, and feel that going to market with a decided future for the Company, together with a single contract for all three colleges will result in better value for the accommodation users, as well as reducing the risk of an uncertain future for potential bidders. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/024878-2021 | | Notice type | Award Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Limited | | Procurement method details | Award procedure without prior publication of a call for competition | | Tender suitability | Not specified | | Awardee scale | Large | | All stages | Award | ## Dates | Field | Value | | --- | --- | | Publication date | 6 Oct 2021 | | Submission deadline | Not specified | | Future notice date | Not specified | | Award date | 5 Oct 2021 | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Complete | | Lots status | Not specified | | Awards status | Active | | Contracts status | Active | ## Buyer | Field | Value | | --- | --- | | Main buyer | UNIVERSITY OF YORK | | Locality | YORK | | Post town | York | | Postcode | YO10 5DD | | Country | England | | ITL 1 | TLE Yorkshire and The Humber | | ITL 2 | TLE2 North Yorkshire | | ITL 3 | TLE21 York | | Local authority | York | | Electoral ward | Hull Road | | Westminster constituency | York Central | | Delivery location | TLE21 York | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | DERWENT FACILITIES MANAGEMENT | ## CPV Codes ### Divisions - 45 - Construction work - 50 - Repair and maintenance services - 79 - Business services: law, marketing, consulting, recruitment, printing and security - 90 - Sewage, refuse, cleaning and environmental services ### Codes - 45451000 - Decoration work - 45452000 - Exterior cleaning work for buildings - 45453000 - Overhaul and refurbishment work - 50710000 - Repair and maintenance services of electrical and mechanical building installations - 50720000 - Repair and maintenance services of central heating - 50730000 - Repair and maintenance services of cooler groups - 50740000 - Repair and maintenance services of escalators - 50750000 - Lift-maintenance services - 50760000 - Repair and maintenance of public conveniences - 79993100 - Facilities management services - 90910000 - Cleaning services - 90920000 - Facility related sanitation services ## Release History - 6 Oct 2021 at 10:32 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/024878-2021 ## Notice URLs - http://www.york.ac.uk - https://in-tendhost.co.uk/york/aspx/Home - https://ted.europa.eu/udl?uri=TED:NOTICE:414074-2019:TEXT:EN:HTML - https://www.derwentfm.com/ ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02e89b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02e89b.json.