Tender for Estates Management and Compliance System
Goldsmiths, University of London is currently undertaking a project to select, procure and implement an Estate Management and Compliance Software solution.
United Kingdom-London: Software package and information systems
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Goldsmiths, University of London
Lewisham Way, New Cross
Contact point(s): Estates Department (Procurement)
For the attention of: Rob Godfrey
SE14 6NW London
Telephone: +44 2079197307
General address of the contracting authority: www.gold.ac.uk
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Goldsmiths, University of London.
NUTS code UKI
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
Goldsmiths is looking to implement an integrated system that not only creates a single online repository of information relating to the estate and infrastructure, but that will also allow it to be more pro-active in its approach to the management of the estate and more efficient in collating, analysing and reporting on data about the estate and infrastructure.
II.1.6)Common procurement vocabulary (CPV)
48000000, 48780000, 48921000, 48421000, 48320000, 48100000, 48420000, 48422000, 48610000, 48920000, 48330000, 48300000, 48600000,48310000, 48170000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
The College has identified core functionality that will be in scope. We anticipate that the implementation will be phased over several years. Potential requirements have also be identified; these are out of scope for the current project, but may be considered in the future.
— Integrate with the Active Directory to provide secure logon for users and provide multiple access levels.
— CAD Architecture (Computer Aided Design) bi-directional linking and compatibility with Space Management data.
— Future ability to integrate BIM modules to enable compliance with the Government’s BIM agenda.
— Enable more effective space management.
— Ability to collate and manage information regarding asbestos containing materials.
— Ability to collate and manage Building Condition & Statutory Compliance Survey Data.
— Provide functionality to manage planned and preventative maintenance tasks.
— Able to run on handheld devices.
— Provide a range of standard and customisable reports (as detailed below).
— Enable document management.
— Intranet Helpdesk reporting and tracking.
— Helpdesk / Job Reporting Management operations including work logging tracking historic records.
— Resource planning and scheduling.
— Enable customer satisfaction surveys.
— Capable of recording condition and access surveys for all College properties.
— Interface with College’s existing Agresso (Finance) system.
— Interface with Scientia (room booking system) to enable space planning and recharging.
Potential Future Requirements:
— Maintainable Equipment/Asset Management Register.
— Stock keeping and control.
— Billing, timesheet data recording and re-charging for works undertaken.
— Store and manage specialist maintenance contracts.
— Move management to enable the effective allocation and usage of space.
— The management of Major Capital Works and capability of interfacing with standard Microsoft Project / CAD Architecture.
In addition to this the system will provide various reports as required by the Estates and Facilities Directorate. Examples are:-
— The ability to report against the performance measures within the Service Level Agreement, including performance by in-house teams and external contractors, FM providers.
— The ability to monitor total expenditure by building/ location/ department.
— The ability to monitor expenditure by service providers in-house and contractor.
— The ability to monitor expenditure against pre-set budgets.
— The ability for customers and Estates users to search/report on jobs by their ‘status’, for example: completed jobs, scheduled jobs, jobs currently being actioned.
— The ability to create bespoke reports utilising the system tools or an additional reporting package.
— The ability to output all necessary data in a suitable format for easy transfer to the HESA Estates Management Returns for Universities (EMR).
— The ability to export information into MS Excel.
Estimated value excluding VAT:
Range: between 250 000 and 500 000 GBP
II.2.2)Information about options
Description of these options: It is envisaged that the contract will last for a period of up to 10 years and that further extensions to this may be possible.
II.2.3)Information about renewals
Section III: Legal, economic, financial and technical information
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
Description of particular conditions: Details to be provided in the Invitation to Tender.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: Suppliers must have a minimal annual turnover of 500 000 GBP.
See tender documentation (PQQ).
Minimum level(s) of standards possibly required:
See tender documentation (PQQ and ITT).
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: See tender documentation (PQQ).
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2015/S 124-226438 of 1.7.2015
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.8)Conditions for opening of tenders
Goldsmiths, University of London.
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Officers of Goldsmiths, University of London.
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
This procurement project will be conducted through the Intend e-tendering portal. Log onto the Goldsmiths Procurement portal In-Tend https://in-tendhost.co.uk/he to express interest in this project, access documents and receive instructions on the process.
VI.4.2)Lodging of appeals
VI.5)Date of dispatch of this notice: