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Official procurement procedure

Provision of Hard Facilities Management Services at Student Accommodation

Cleaning services
Decoration work
Exterior cleaning work for buildings
+9 more
Yorkshire & Humber (UKE21)
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: UNIVERSITY OF YORK: "Provision of Hard Facilities Management Services at Student Accommodation". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
Contracting AuthorityUNIVERSITY OF YORKScope & CategoriesNot publishedSubmission Window
complete
No deadline published
Submission GatewayDirect notice routeLegal Basis & RegimeStandard procurementEstimated Value (exc. VAT)Not published
Bidder Intelligence · Authority Profile: UNIVERSITY OF YORK
Market Analytics
View Authority Profile →
Derived from OCDS awards & bid statistics
Published history for UNIVERSITY OF YORK. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Published-to-award variance
Not availableInsufficient comparable data
Requires at least 5 comparable procedures
Competition Density
Not availableNo published reports
Bid counts are not published for this buyer
Supplier ConcentrationNo estimate
Insufficient attributable awardsNo concentration estimate available
Payment Terms
Check noticePublished terms
Payment obligations depend on the applicable regime and contract. Consult the official documents.
Coverage: 1 active published awards; 0 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Published-to-award variance compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Procedure terms
Contracting AuthorityUNIVERSITY OF YORK
Procedure methodNot published
Procurement categoryNot published
Statuscomplete
Framework / DPSNot published
CompetitionNot published
Above thresholdNot published
Legal basisNot published
Tender period startsNot published
Clarification deadlineNot published
Electronic submissionNot published
Submission languagesNot published
Published6 Oct 2021, 11:32 BST
Last source update6 Oct 2021, 11:32 BST
Recurring procurementNot published
ClassificationCleaning services, Decoration work, Exterior cleaning work for buildings, Facilities management services, Facility related sanitation services, Lift-maintenance services, Overhaul and refurbishment work, Repair and maintenance of public conveniences, Repair and maintenance services of central heating, Repair and maintenance services of cooler groups, Repair and maintenance services of electrical and mechanical building installations, Repair and maintenance services of escalators
Delivery area
Yorkshire & Humber (UKE21)
OCIDocds-h6vhtk-02e89b
What is being bought
Notice of intention to award a hard facilities management service contract. The University of York is procuring on behalf of Student Accommodation Provision 3 LLP (Company registration number: OC382019) who is owned by the The University of York, and York University Property Company Ltd.
What changed
From the official release history
  1. Status changed to complete
    6 Oct 2021, 11:32 BST
  2. Official notice release published
    6 Oct 2021, 11:32 BST
  3. Buyer information updated
    6 Oct 2021, 11:32 BST
Lots and requirements (1)
Published by the contracting authority
  • Lot 1 · #1
    Individual lot title not published
    Status not published
    Published valueNot published
    Student Accommodation Provision 3 LLP ('the Company') is a wholly owned subsidiary of The University of York ("the University"), has a contract in place with Derwent Facilities Management Ltd for the provision of hard facilities management services which is due to expire on the 30.09.2022. The University is an equal shareholder of the two other subsidiary companies established for the provision of student accommodation colleges which are Student Accommodation Provision LLP (SAP), and Student Accommodation Provision 2 LLP (SAP2). All three of the aforementioned subsidiary companies have contracts in place with Derwent Facilities Management Limited for the provision of hard facilities management services. The University is extending the Company's contract with Derwent Facilities Management Ltd from 01.10.2022 for a period of 4 years to co-terminate with the SAP and SAP2 contracts. The University bought the Company in late 2019, and one option to be considered was to find a buyer for the Company within the term of the current hard FM contract, however the disruption caused by the Covid 19 lockdowns have delayed any decision regarding the Company's future. The University is unlikely to make a decision regarding the Company's future and potentially dispose of the Company prior to the current Derwent Facilities Management Ltd contract expiry date of the 30/09/2022. IV.1.1. sets out the reasons why competition is not possible at this time. Hard FM services to be provided by Derwent Facilities Management Ltd to the Company include: helpdesk, risk assessments, professional services relating to statutory regulations, liaison with fire officer/building control, repair of FF&E, replacing light fittings, making safe circuit breakers, PAT, emergency lighting maintenance, new plumbing installation and ongoing maintenance, isolating and repair of leaks, lift maintenance and repair, statutory lift inspections, system flushing, repair of blocked sinks and toilets, drainage repairs, display of energy performance certificates, repair and replacement of ironmongery items (door handles, hinges, maglocks, ,etc.), maintenance of access control systems, inspection of fire signage and equipment, maintenance of fire fighting equipment, emergency response (minor and major leaks, water shortage, heating system leaks), undertake building condition surveys, undertake asset register surveys, undertake forward maintenance surveys, life cycle budget forecasting, management of works, finalise and snag works, ensure all staff and sub-contractors adhere to H&S procedures and legislation, carry out fire safety audits/risk assessments, provide fire safety advice, conduct termly room inspections and fabric condition audits.
    Contract periodNot published
    EligibilityNot published
    Options / renewalNot published
Timeline
  1. Procedure published
    6 Oct 2021, 11:32 BST
  2. Award active
    Not published · Not published
  3. Contract active
    Signed 6 Oct 2021, 00:00 BST · Not published
Commercial outcome and competition
Awards
Derwent Facilities Management Ltd
Not published · Not published · active
Contracts
Provision of Hard Facilities Management Services at Student Accommodation
Not published · signed 6 Oct 2021, 00:00 BST · active
Bid statistics
highestValidBidValue: 2400000
lowestValidBidValue: 600000
highestValidBidValue: 2400000 (lot 1)
lowestValidBidValue: 600000 (lot 1)
Buyer and organisations in this procedure

UNIVERSITY OF YORK

Contracting authority GB-FTS-30622
View buyer profile

  • UNIVERSITY OF YORK
    buyer

    Heslington, York, UKE21, YO10 5DD
    rob.allan@york.ac.uk
    +44 1904328214

  • Derwent Facilities Management Ltd
    supplier

    1 Centro Place, Pride Park, Derby, UKF11, DE248RF
    enquiries@derwentfm.com
    +44 1135311000

  • Royal Courts of Justice
    reviewContactPoint

    Strand, London, WC2A 2L
    +44 2079476000

  • Royal Courts of Justice
    reviewBody

    Strand, London, WC2A 2LL
    +44 2079476000

  • University of York
    mediationBody

    Heslington, York, YO10 5DD
    +44 1904320000
Documents (0)
Official links; attachments are not copied
No data
No linked documents are published
Related procedures (0)
No data
No related procedures published
Planning and rationale
Planning budgetNot published
No-engagement rationaleNot published
Procedure rationaleThe University is not in a position to competitively tender a long term FM contract at this time for the following reasons: • Co-termination with the two other contracts for SAP and SAP2 will result in the ability to advertise and tender a hard FM contract to cover all three colleges. • It would be difficult to untangle the current hard FM provision to the three colleges in order to tender only the Company's requirement. • The University has not made a decision regarding future ownership of the Company due to Covid 19 disruption, however the University may still be the Company's owner after the expiry of the current hard FM contract on the 30.09.2022 and shall require a hard FM contract in place. Therefore it is the Company's intention to place a contract with Derwent Facilities Management Ltd to commence on the 01.10.22 for a maximum duration of 4 years in order to co-terminate with the University's other two hard FM contracts for SAP and SAP 2, during which time the University will agree a longer term strategy for the Company. Should that strategy include a longer term requirement for FM services similar to those currently being provided, the Company will competitively tender that requirement through an open process at an appropriate time within the 4 year term. The Company and University wish to maximise competition, and feel that going to market with a decided future for the Company, together with a single contract for all three colleges will result in better value for the accommodation users, as well as reducing the risk of an uncertain future for potential bidders.