Scope
Reference
C409773
Description
Barnsley Facilities Services (BFS), a wholly owned subsidiary of Barnsley Hospital NHS Foundation Trust and The Rotherham NHS Foundation Trust, are looking to procure a CAFM (Computer Aided Facilities Management) system.
The bidder MUST be able to provide all of the following functionality as a minimum:
Asbestos Management
Clear up to date asbestos record that captures identified materials, their condition, and associated risks so that organisations can manage safety and compliance effectively
Asset Management
Provision of a clear, structured asset register that captures essential information about each asset throughout its lifecycle, helping organisations manage, track, and maintain their assets efficiently.
Help Desk / Task Management
Provision of a clear, auditable workflow that tracks tasks from creation to completion, helping teams prioritise, organise, and monitor work efficiently while maintaining full visibility and oversight
Planned Preventative Maintenance
Provision of a clear and consistent way to plan, schedule, and monitor preventive maintenance, giving teams full visibility of upcoming work and helping them manage resources, safety, and asset performance more effectively.
Property Register Maintenance
Provision of a central, structured record of all estate spaces, helping organisations manage property information efficiently while supporting wider operational, compliance, and financial processes
Reporting and Dashboards
Functionality to provide clear, real time visibility of performance and compliance through accessible, filterable dashboards and reports that support effective monitoring, analysis, and decision making.
Resource Management
Functionality to help the organisations manage and deploy their workforce efficiently by giving clear visibility of staff activity, task progress, and resource demands to support effective planning and performance oversight.
Stores / Stock Management
Functionality to give the organisations clear control and visibility over stock levels and usage, helping them manage inventory efficiently and maintain availability while supporting better cost and resource planning.
Task Management Handheld Application
Functionality to enable field staff to manage and complete tasks in real time through a mobile app, giving them clear access to job details, asset information, and on site tools so work can be carried out efficiently and accurately.
Total value (estimated)
- £846,000 excluding VAT
- £1,016,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 9 April 2026 to 30 June 2029
- Possible extension to 30 June 2033
- 7 years, 2 months, 22 days
Description of possible extension:
Two 2-year extensions to be included in the contract (a total of 4 years)
Main procurement category
Services
CPV classifications
- 48420000 - Facilities management software package and software package suite
- 72514000 - Computer facilities management services
- 48000000 - Software package and information systems
Contract locations
- UKE31 - Barnsley, Doncaster and Rotherham
Justification for not using lots
Single system and provider required due to requirement for interconnectedness.
Participation
Technical ability conditions of participation
As stated in Part 3 of the Supplier Information Questionnaire
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
25 February 2026, 12:00pm
Tender submission deadline
9 March 2026, 12:00pm
Submission address and any special instructions
Submission via the Atamis portal at https://health-family.force.com/s/Welcome
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 7 February 2033
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Features List | Qualitative score of features required from the system. |
Quality | 40.00% |
| Commercial | Financial evaluation of bid |
Price | 30.00% |
| Technical | Assessment score of responses to technical questions |
Quality | 20.00% |
| Social Value | Qualitative assessment of responses to social value questions |
Quality | 10.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authorities
Barnsley Hospital NHS Foundation Trust
- Public Procurement Organisation Number: PWHQ-6332-HXGW
Gawber Road
Barnsley
S75 2EP
United Kingdom
Region: UKE31 - Barnsley, Doncaster and Rotherham
Organisation type: Public authority - central government
The Rotherham NHS Foundation Trust
- Public Procurement Organisation Number: PWVB-6553-QVYV
Rotherham Hospital, Moorgate Road
Rotherham
S60 2UD
United Kingdom
Region: UKE31 - Barnsley, Doncaster and Rotherham
Organisation type: Public authority - central government