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Find a TenderAwardedContract award notice
Published 4 Apr 2025, 12:05 BST

Official UK procurement notice

Computer Aided Facility Management Software (CAFM) System Service Provision.

Official notice

Authority: Birmingham City University (Education)·Consortium: 2 public authorities

ServicesOpen procedureAbove thresholdSME suitable
Sectors: IT Services & Software (72) Delivery: UKWest Midlands (UKG31)
Final published estimate£427,000initial estimate £3,800,000 · 1 value update10.1% above published estimate
Submissions closed 5 May 2025awarded 15 Jan 2026
Award (standstill) to INVIDA LIMITED
Contract term 3 yrsends 31 Jul 2028 · up to 31 Jul 2030 with extensions · starts 1 Aug 2025

What is being bought

Published requirement description

Birmingham City University (BCU) has used Computer Aided Facilities Management

Software (CAFM) for the last five years within its Estate.

BCU currently has approximately 50,000 live assets it needs to manage and maintain.

To assist in managing an ever growing and changing property estate, BCU is now looking to renew its Computerised Aided Facilities Management System (CAFM) service provision, to

enable facility managers to effectively manage their buildings in one centralized system.

Future CAFM system service provisions should allow for facilities managers to plan, execute, and monitor all activities involved in areas including, but not limited to, the following:

Space and workplace management

Asset management

Reactive and planned preventative maintenance

Operational facility services

Room reservations

Help Desk solutions

CPV: Computer-related management services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£427,000
Contract period: 1 Aug 2025 – 31 Jul 2028 (3 yrs) · up to 31 Jul 2030 with extensionsValue: £427,000 exc. VAT · £427,000 inc. VAT
Delivery: West MidlandsEligibility: SME eligible
Extensions: 2 x 1 year optional extensions are available
72510000 Computer-related management services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Potential Bidders should have a Creditsafe Credit Reference Agency score of 50% plus or be able to demonstrate financial stability by other means if offered award of contract or provide a financial guarantor.

    Potential Bidders should also be able to demonstrate if offered award of contract the following insurance levels:

    Public Liability Insurance £5M for each and every incident

    Professional Indemnity Insurance £5M for each and every incident

    Employer's Liability Insurance Minimum statutory limit (£5M) as laid down by legislation

    Product Liability Insurance £5m per incident

    Assessed Via completion of a Procurement Specific Questionnaire (PSQ) document.

    Bidders, and those connected persons and sub contractors involved in delivery of the contract should not be excluded suppliers for mandatory exclusions on the debarment list within the UK.

  • Technical & professional ability

    Potential Bidders should have the commensurate experience of similar sized CAFM service provision delivery; and CAFM implementations within the available timescale in order to fulfil the service provision over the lifetime of the contract and ensure continuity of CAFM service provision post 1st October 2025.

    Or be able to demonstrate similar capabilities and competence.

    Assessment will be via completion of a Procurement Specific Questionnaire (PSQ) document (Previous Contract examples) or statement of 500 word statement relating to work/other related experience or competencies.

    Bidders are required to have one of the following Cyber qualifications:

    Cyber Essentials Certified

    Cyber Essentials Plus Certified

    ISO27001 accreditation

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 64.5%Price: 35.5%
Published sub-criteria (4)
  • System Specific Requirements Questionnaire: 32%
  • Quality Questionnaire (added value of service): 32.5%
  • Overall System Cost: 30%
  • Rate Card for Key Staffing: 5.5%
Published award criteria (4)
  • System Specific Requirements Questionnaire: Long criteria description
  • Quality Questionnaire (added value of service): Long criteria description
  • Overall System Cost: Long criteria description
  • Rate Card for Key Staffing: Long criteria description
Conditions of participation2
  • Economic & financial standing

    Potential Bidders should have a Creditsafe Credit Reference Agency score of 50% plus or be able to demonstrate financial stability by other means if offered award of contract or provide a financial guarantor.

    Potential Bidders should also be able to demonstrate if offered award of contract the following insurance levels:

    Public Liability Insurance £5M for each and every incident

    Professional Indemnity Insurance £5M for each and every incident

    Employer's Liability Insurance Minimum statutory limit (£5M) as laid down by legislation

    Product Liability Insurance £5m per incident

    Assessed Via completion of a Procurement Specific Questionnaire (PSQ) document.

    Bidders, and those connected persons and sub contractors involved in delivery of the contract should not be excluded suppliers for mandatory exclusions on the debarment list within the UK.

  • Technical & professional ability

    Potential Bidders should have the commensurate experience of similar sized CAFM service provision delivery; and CAFM implementations within the available timescale in order to fulfil the service provision over the lifetime of the contract and ensure continuity of CAFM service provision post 1st October 2025.

    Or be able to demonstrate similar capabilities and competence.

    Assessment will be via completion of a Procurement Specific Questionnaire (PSQ) document (Previous Contract examples) or statement of 500 word statement relating to work/other related experience or competencies.

    Bidders are required to have one of the following Cyber qualifications:

    Cyber Essentials Certified

    Cyber Essentials Plus Certified

    ISO27001 accreditation

What this means for your bid
  • Price carries 35.5 of 100 points: a 10% discount moves about 3.5 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA, CPTPP)
Recurring procurement
Unspecified in notice
First published
4 Apr 2025, 12:05 BST
Last source update
16 Jan 2026, 15:35 GMT
Award evaluation window
Submission end – 3 Jun 2025
Authority reference
FM241
FTS notice number
2025/S 000-013052
Latest notice
Contract award notice (UK6)
Classification (CPV)
Computer-related management services
Delivery area
UKWest Midlands (UKG31)
Official registry OCID
ocds-h6vhtk-04fd3c Find a Tender
Contract terms summary

30 days following production of invoice

Review and risk notes
Risks

Potential Bidders should have the commensurate experience of similar sized CAFM service provision delivery; and CAFM implementations within the available timescale in order to fulfil the service provision over the lifetime of the contract and ensure continuity of CAFM service provision post 1st October 2025.

Business Critical requirements of the system post 1st October 2025 suppliers need to attain are contained in Appendix 1 contained within Annex 1 of the ITT document.

How it was run

Official notice
Run through: Delta eSourcing · Who buys & how to bid on Delta
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free Select account; no DUNS asked at signup
Submission deadline
5 May 2025, 09:00 BST
Clarification deadline
23 Apr 2025, 13:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

www.delta-esourcing.com/respond/3U7367F377 ↗

Timeline

4 Apr 2025 → 27 Jan 2026 · 8 dates
  1. Tender notice published
    4 Apr 2025, 12:05 BST
  2. Clarification questions by
    23 Apr 2025, 13:00 BST
  3. Submission deadline
    5 May 2025, 09:00 BST
  4. Award decision expected by
    3 Jun 2025, 23:59 BST
  5. Contract starts
    1 Aug 2025, 00:00 BST
  6. Assessment summaries sent278 days ago
    15 Jan 2026
  7. Latest notice published276 days ago
    16 Jan 2026, 15:35 GMT
  8. Standstill ends265 days ago
    27 Jan 2026, 23:59 GMT

Notice history

9 events · 4 releases on Find a Tender · since 4 Apr 2025
  1. Tender notice published
    4 Apr 2025, 12:05 BST
    UK4
  2. Tender notice published
    4 Apr 2025, 19:05 BST
    UK4
  3. Tender notice published
    10 Apr 2025, 16:14 BST
    UK4
  4. Published value updated
    10 Apr 2025, 16:14 BST
  5. Deadline moved to 5 May 2025, 09:00 BST
    10 Apr 2025, 16:14 BST
    +3 days · was 2 May 2025, 18:00 BST
  6. Contract award notice published
    16 Jan 2026, 15:35 GMT
    UK6
  7. Status changed to complete
    16 Jan 2026, 15:35 GMT
  8. Buyer details updated
    16 Jan 2026, 15:35 GMT
  9. Contract signature expected
    27 Feb 2026, 23:59 GMT
    scheduled
Published amendments (1)

Link to document download facility from FTS notice amended for bidder convenience. Administrative change only. Administrative error with Contract value, amendment made. Additional 3 days extension on the tender deadline has been given to allow suppliers to download all information and complete required documents for return given 2 bank holiday days intervening during the tender return period: 32 …

Routine re-releases (4)
  • 2025-04: 1 release · 4 Apr 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1some still in standstill
Awarded value (inc. VAT) £470,0001 award inc. VAT; no net value published
Bids received 54 from SMEs
Awarded toValueDateStatus
INVIDA LIMITED1 Mar 2026 – 1 Mar 2029 · up to 28 Feb 2031Extensions: 3 year contract, with two optional 1 year extension periods£470,000 inc. VAT15 Jan 2026standstill to 27 Jan 2026Standstill

Bid statistics published by the authority

BidsSMEVCSEValid bid range
5final-stage tenders40—

Contracting authority & participating public bodies

2 public bodies on the notice

Birmingham City University

Contracting authorityPublic authority - sub-central government GB-PPON: PMDM-3781-JGCD · GB-UKPRN: 10007140 Joseph Priestley Building, Cardigan Street, Birmingham, West Midlands, B47BDContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • INVIDA LIMITEDAwarded supplierGB-COH: 10223226GB-PPON: PJHQ-4583-WHTR Celixir House Stratford Business & Technology Park, Stratford Upon Avon, West Midlands, CV37 7GZContact email

Official documents & specifications (14)

Official links; attachments are not copied

Tender pack and attachments

Show 2 more documents

Notices published for this procedure

  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender