Total Facilities Management Tender – Southampton

Total Facilities Management Tender – Southampton

The University of Southampton is seeking suitably experienced service providers who are able to successfully manage the University of Southampton’s primary data centre at Astro House.

Comprehensive Total Facilities Management at the University of Southampton Primary Data Centre (Astro House)

Contract summary



    • Facilities management services involving computer operation – 72514100
    • Facilities management services for computer systems maintenance – 72514300
    • Building and facilities management services – 79993000

Location of contract

SO17 1BJ

Value of contract

£3,290,000 to £3,300,000

Procurement reference


Published date

27 April 2021

Closing date

27 May 2021

Closing time


Contract start date

1 March 2022

Contract end date

28 February 2027

Contract type

Service contract

Procedure type

Restricted procedure (OJEU)

Contract is suitable for SMEs?


Contract is suitable for VCSEs?




The University of Southampton is seeking suitably experienced service providers who are able to successfully manage the University of Southampton’s primary data centre at Astro House. This site is the University of Southampton’s main data centre and houses business-critical IT equipment that is used to provide business and operational continuity throughout the entire organisation. The service proposal includes the comprehensive management of services at the location and will include, but is not limited to, the following:

o Engineering Services – to include a dedicated on-site engineer
o Security Services – Manned security is to be provided 24 hours per day 365 days per year
o Cleaning Services – to be provided Monday to Friday
o Grounds and Garden Maintenance Services – as detailed in annex 4 of the Service Specification (File 4)
o Waste Services – as detailed in annex 5 of the Service Specification (File 4)
o Building Fabric Maintenance – To maintain the building specification as per the requirements set out in Annex 6 of the Service Specification (File 4)
o Full maintenance of the equipment register – The on-site engineer will maintain, on site, a stock of critical spares to support repairs of the mechanical and electrical equipment and infrastructure

This is a fully comprehensive contract and a limit is set of ?10,000 per single instance of repair and replacement of parts, not including consumable maintenance items. Details of any item exceeding this limit will be presented to the University for consideration. The elements listed below do not require a fully comprehensive support and the university is seeking proposals from bidders to provide these services on a cost effect basis:

o Cleaning services
o Pest control
o Landscaping
o Waste services
o Building maintenance, for which a limit of responsive first fix is set at ?1,500 per single instance of repair or replacement of damaged or defective items.

Planned Preventative Maintenance (PPM) Requirements
All assets shall be serviced based on the general standards and guidance as contained within the SFG20 for data centres. The SFG standard has been selected due to its regular use in the M&E sector thereby enabling transparency in the University’s requirements and continuity in both service and contract management procedures.


More information


Additional text
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend ( to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.

Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.

Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking ‘Express Interest’.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:

1. Log in
2. Click ‘Tenders’
3. Locate the relevant project
4. View details
5. Click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’)
6. Click on the ‘Attach Documents’ button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make one return.
8. Click the red ‘Submit Return’ button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015, the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

The University is not liable for any costs in the event of the cancellation of this procurement process.

Is a Recurrent Procurement Type? : Yes


How to apply


Follow the instructions given in the description or the more information section.

About the buyer


Contact name

Tom Whitaker


University Road, Highfield
SO17 1BJ
United Kingdom


+44 (0)23 8059 1796