Tender for Computer Assisted Facilities Management System

Tender for Computer Assisted Facilities Management System

The University of Strathclyde intends to implement a Computer Aided Facilities Management System to support its strategic plan. 

United Kingdom-Glasgow: Facilities management software package and software package suite

2017/S 184-376562

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Strathclyde
181 St James Road, Estates Management
G4 0NT
United Kingdom
Telephone: +44 1415484310
E-mail: sharon.griffin@strath.ac.uk
NUTS code: UKM82
I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Computer Assisted Facilities Management System.

Reference number: UOS-11060-2017

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Following a review of its approach to Facilities Managements across its campus, the University of Strathclyde (University) intends to implement a Computer Aided Facilities Management System (CAFMS) to support its strategic plan. Through this procurement exercise, the University is seeking to appoint a suitably experienced and technically capable company to install, implement, support and provide a long term road map for the proposed software.

II.1.5)Estimated total value

Value excluding VAT: 325 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM82
Main site or place of performance:


II.2.4)Description of the procurement:

Following a review of its approach to Facilities Managements across its campus, the University of Strathclyde (University) intends to implement a Computer Aided Facilities Management System (CAFMS)to support its strategic plan within the area of Operational Excellence and Outstanding Student and staff experience. Through this procurement, the University is seeking to appoint a suitably experienced and technically capable company to install, implement, support and provide a long term road map for the proposed software

The University currently utilises two discrete legacy applications to manage its facilities management activities and is looking to replace these systems with one integrated software application which will deliver benefits from modern advances in technology including mobile. The estimated total value of this contract is 325 000 GBP. Interested parties should note that this value is inclusive of annual license cost over a potential 5 year period.

It is envisaged that this contract would be for an initial period of 3 years with an option commencing in 2018 to extend for a further 2 12 month periods.

The University of Strathclyde has invested over 350 000 000 over the last 10 years in improvements and development of its Estate and Facilities, to support its goal to be the Leading International Technological University as set out within its 2015-2020 Strategic Plan.

Strathclyde University is seeking to implement a state of the art CAFM system, which will allow as minimum functionality, online creation, assignment and tracking of work orders, both planned and reactive, utilising desktop and mobile devices including stock and asset handling, with statutory warning information and monitoring, which will interface with the university Finance system (UNIT4) and other asset and space management systems. The number of maintenance jobs raised each year across the university estate via our current systems is approximately 36 000. Strathclyde University has 31 multi floor buildings spread across a large campus area encompassing a wide range of facilities for students and staff, from physics and chemistry laboratories to sports and catering facilities.

The University is seeking to appoint, considerate, collaborative, knowledgeable Contractor who can demonstrate experience in achieving [excellence of] structured implementation of a system to a similar scale and scope and share the University beliefs in Corporate Social Responsibility.

The contract scope covers commissioning and implementation therefore the Contractors staff will be vital to successful delivery of the project. The University therefore seeks to appoint Contractors who have well motivated professional teams who are customer and programme focussed.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality (as broken down in the procurement documents) / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 325 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The Contracting Authority reserves the right to extend this contract following the initial 36 month period for a period of up to 24 months. It is anticipated that extensions will be undertaken in 2 x 12 month periods.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

This Procurement will be conducted through the use of the Restricted Procedure. All queries about this procurement must be made via the PCS-T messaging system.

The process we will apply will be:

— Statements including the specific requirements can be found within Section III.1.1, III.1.2 and III.1.3 of the Contract Notice.

— Bidder’s must pass the minimum standards sections of the ESPD (Scotland).

Part III and Section B of Part IV will be scored on a pass/fail basis, and Section C of Part IV of the ESPD (Scotland) will be scored using a 0-4 Scoring Convention

0 Unacceptable, 1 Poor, 2 Acceptable, 3 Good, 4 Excellent.

Bidders are advised that this is the basic scoring convention and should refer to the document attached within the General Supplier Attachment Area on PCS-T entitled Guidance on the Conditions of Participation for the full scoring convention for each question.

— The responses to the questions of Section III.1.3 of the Contract Notice will be weighted the following way: Please see ESPD (Scotland)

Question 4C.1.2: 80 %, 4C.2 10 %, 4C.10 0 % 4D.1.7 10 %

— It is anticipated that the six highest scoring bidders will be invited to Stage 2 ITT.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer either intended as partial replacement of supplies or installations or as the extension of existing supplies or installations. The Contracting Authority may at its sole discretion exercise this option.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Part 4B1.2 Bidders will be required to have an average yearly turnover of a minimum of 400 000 GBP for the last 3 years. Where turnover information is not available for the time period requested, the bidder will be required to state that date which they were set up or started trading.

Part 4B5.1

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = Statutory minimum 5 000 000 GBP each and every claim;

Public and Product Liability Insurance = minimum 2 000 000 GBP each and every claim;

Professional Indemnity Insurance = 2 000 000 GBP each and every claim;

Statutory third party motor vehicle cover — a valid MV certificate in the company name, and evidence that cover is unlimited in respect of death/injury and a minimum of 5m GBP for damage to property.

Part 4B.6

The Contracting authority also reserves the right to undertake a credit risk rating check on Bidders. Should such checks be deemed appropriate to this procurement, the Contracting Authority shall utilise Dun and Bradstreet (D&B) credit check facility. Bidders must therefore evidence a good credit rating. In this instance, a good rating is defined as a D&B Failure Score of 20 or above.

The Contracting Authority recommends that Bidders review their own D&B failure Score in advance of submitting their response. If, following this review Bidders consider that the D&B Failure Score does not reflect their current financial status the Bidder should give an explanation within the submission, together with any relevant supporting independent evidence. The Contracting Authority will review any such information as part of the evaluation of Bidder’s financial status. Where the Bidder is under no obligation to publish accounts and therefore does not have a D&B Failure Score, they must provide their audited financial accounts for the previous 2 years as part of their submission in order that the Contracting Authority may assess these to determine the suitability of the Bidder to undertake a contract of this size. Where a consortium response is received, the D&B Failure Score of each consortium member shall be assessed. Where the Bidder intends to sub-contract more than 25 % of any Contract value of a single sub-contractor, the Contracting Authority reserves the right to assess each sub contractor.

and details of significant changes since the last financial year end.

Should the Contracting Authority utilise the right to consider the D&B Failure score, Bidders who fail to achieve a minimum D&B failure score of 20 and above or fail to provide sufficient financial information (as above) to enable the Contracting Authority to undertake a financial assessment of their company may be excluded from this procurement exercise.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Part 4C1.2

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in Part II.2.4 of this notice and as described in the procurement documents.

Part 4C.2 Bidders will be required to confirm details of technicians or technical bodies who they can call upon especially those responsible for quality control.

Part 4C.10 For information purposes only, Bidders will be required to confirm whether they intend to subcontract elements of the contract and, if so, what proportion of the contract will be sub contracted.

Part 4D.1 The bidder is required to provide details of their quality assurance schemes. Bidders can evidence this requirement through provision a UKAS (or equivalent) accredited third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or the bidder must have the following (detailed in Minimum Level(s) of standard below.

Minimum level(s) of standards possibly required:

A. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has, and continues to implement, a quality management policy that is authorised by their Chief Executive, or equivalent, which is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

b. Documented procedures for periodically reviewing, correcting and improving quality performance including processes for ensuring that the bidder’s quality management is effective in reducing/preventing incidents of sub-standard delivery. This must include the quality of output and general performance.

d. Documented arrangements for providing the bidder’s workforce with quality related training and information appropriate to the type of work for which this organisation is likely to bid. This will demonstrate that the organisation has in place, and implements, training arrangements to ensure that its workforce has sufficient skills and understanding to discharge their various responsibilities. These must include a programme of training that will keep the workforce up to date with required knowledge about quality related issues, including copies of job profiles; training manuals and records.

e. Documented arrangements that the organisation has a system for monitoring quality management procedures on an on-going basis. The bidder’s organisation must be able to provide evidence of systematic, periodic review and improvement of quality in respect of output and general performance

g. A documented process demonstrating how the bidder deals with complaints. The bidder must be able to provide details of how their organisation maintains records of any complaints received and how corrective measures are carried out to prevent reoccurrence.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 26/10/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 07/11/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 01/05/2018
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Exclusion Grounds:

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is Project: _9202. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:512371).

VI.4)Procedures for review

VI.4.1)Review body

University of Strathclyde
181 St James Road, Estates Management
G4 0NT
United Kingdom
Telephone: +44 1415484310Internet address:http://www.strath.ac.uk/
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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