Official UK procurement notice
London Campus Planned Preventative Maintenance Contract
Authority: University of Staffordshire (Education)
What is being bought
Published requirement descriptionThe University of Staffordshire has awarded a contract for the provision of maintenance services to the London Campus for a period of 2 years with an option to extend by up to 3 x 1 years to HR Facilities Limited trading as Smart Managed Solutions following an Open Tender.
he Service is required to cover Units 4, 5 & 12 at Here East Estate in Queen Elizabeth Olympic Park, Stratford, London E20 3BS. The campus covers over 31,000sq ft and operates 08:00 - 19:00 Monday to Friday excluding bank holidays and a Christmas Closure between Christmas Day and New Year's Day.
The successful supplier will be required to implement a Maintenance Programme that meets the requirements of the specification and that aligns to SFG20 Standards this includes:
- Planned Maintenance
- Corrective Maintenance
- Reactive Maintenance
- Chargeable Small Works
- Long Term Critical Spare management
- Out of Hours support for urgent issues in line with the specification
Any work must minimise disruption to the day to day operation of the campus and must be in adherence with the relevant legislation and University Policies.
The supplier must have in place an established network of sub-contractors who are able to meet the required response times detailed within the specification.
The value within this notice contains an allowance for ad hoc maintenance over the contract period
- The authority expects to re-tender this requirement around 1 Dec 2031, 23:59 GMT.
CPV: Building installation work · Engineering services · Heating-plant repair and maintenance work · Installation services of electrical and mechanical equipment · Installation services of fire protection equipment · Installation services of machinery and equipment · Purification-plant repair and maintenance work · Repair and maintenance services for pumps, valves, taps and metal containers and machinery · Repair and maintenance services of building installations · Roof works and other special trade construction works · Wastewater-plant repair and maintenance work
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£750,000
- Economic & financial standing
Suppliers must hold or be willing to hold the insurance levels within the documents
- Technical & professional ability
Suppliers must hold the qualifications and experience detailed within the documents
What it takes to wini
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 morei
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).
Published sub-criteria (3)
- Technical Questions: 50%
- Financial Offer: 40%
- Social Value: 10%
Published award criteria (3)
- Technical Questions: The questions are within the e-tendering portal and attachments
- Social Value: The questions are within the e-tendering portal and attachments
- Financial Offer: The questions are within the e-tendering portal and attachments
- Economic & financial standing
Suppliers must hold or be willing to hold the insurance levels within the documents
- Technical & professional ability
Suppliers must hold the qualifications and experience detailed within the documents
- Price carries 40 of 100 points: a 10% discount moves about 4 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
- Unspecified in notice
- Recurring procurement
- Yes · next expected 1 Dec 2031
- First published
- 11 Nov 2025, 14:38 GMT
- Last source update
- 6 May 2026, 11:20 BST
- Award evaluation window
- Submission end – 12 Feb 2026
- FTS notice number
2025/S 000-080741- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05decaFind a Tender
- Risks
Potential risks include
- Changes to course offering
- Changes to student numbers
- Changes to Higher Education Funding
How it was run
Official notice- Submission deadline
- 27 Jan 2026, 12:00 GMT
- Clarification deadline
- 9 Jan 2026, 13:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
11 Nov 2025 → 6 May 2026 · 11 dates- Planning notice published343 days ago11 Nov 2025, 14:38 GMT
- Market engagement328 days ago25 Nov 2025, 23:59 GMT
Please email [email protected] for an Engagement Questionnaire and return to this address by 25th November 2025
- Next notice expected317 days ago6 Dec 2025, 23:59 GMT
- Tender notice published316 days ago8 Dec 2025, 15:54 GMT
- Clarification questions by284 days ago9 Jan 2026, 13:00 GMT
- Submission deadline266 days ago27 Jan 2026, 12:00 GMT
- Award decision expected by249 days ago12 Feb 2026, 23:59 GMT
- Assessment summaries sent246 days ago16 Feb 2026
- Standstill ends236 days ago25 Feb 2026, 23:59 GMT
- Contract starts202 days ago1 Apr 2026, 00:00 BST
- Latest notice published167 days ago6 May 2026, 11:20 BST
Notice history
12 events · 5 releases on Find a Tender · since 11 Nov 2025- Preliminary market engagement notice published11 Nov 2025, 14:38 GMTUK2
- Tender notice published8 Dec 2025, 15:54 GMTUK4
- Published value updated to £750,0008 Dec 2025, 15:54 GMTwas £600,000
- Status changed to active8 Dec 2025, 15:54 GMT
- Procurement method changed8 Dec 2025, 15:54 GMT
- Deadline published: 23 Jan 2026, 13:00 GMT8 Dec 2025, 15:54 GMT
- Tender notice published5 Jan 2026, 10:36 GMTUK4
- Deadline moved to 27 Jan 2026, 12:00 GMT5 Jan 2026, 10:36 GMT+4 days · was 23 Jan 2026, 13:00 GMT
- Contract award notice published16 Feb 2026, 15:27 GMTUK6
- Status changed to complete16 Feb 2026, 15:27 GMT
- Contract signature expected9 Mar 2026, 23:59 GMTscheduled
- Contract details notice published6 May 2026, 11:20 BSTUK7
Published amendments (1)
Due to the poor weather conditions in the Midlands the team are not able to travel to London for the published site visit date and this has been delayed by 2 days. The submission deadline has been extended by 2 days to reflect this
Routine re-releases (5)
- 2025-12: 1 release · 8 Dec 2025
- 2025-11: 1 release · 11 Nov 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| HR FACILITIES LIMITED TRADING AS SMART MANAGED SOLUTIONS1 Apr 2026 – 31 Mar 2028 · up to 31 Mar 2031Extensions: The contract will be extendable by up to 3 x 1 years based upon performance and affordability | £750,000 | 16 Feb 2026 | Awarded |
Contracts
Contract 1 · HR FACILITIES LIMITED TRADING AS SMART MANAGED SOLUTIONS
- Signed
- 18 Mar 2026
- Value
- £750,000
- Period
- 1 Apr 2026 – 31 Mar 2028 · up to 31 Mar 2031 with extensions
- Status
- active
- Extensions
- Based upon University requirements at the location, service levels and affordability.
3 agreed KPIs: Priority 1 Reactive Maintenance · Priority 2 Reactive Maintenance · Priority 3 Reactive Maintenance
- Priority 1 Reactive Maintenance
- Priority 2 Reactive Maintenance
- Priority 3 Reactive Maintenance
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders · 7 at stage one | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
2 commercial parties on the notice- HR FACILITIES LIMITED TRADING AS SMART MANAGED SOLUTIONSAwarded supplier
- HR FACILITIES LIMITED TRADING AS SMART MANAGED SOLUTIONSAwarded supplier
Official documents & specifications (7)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications
- Bidding documents and specifications Tender documents can be obtained from the Proactis e-tendering portal All questions must be raised via this website
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender