Scope
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
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=939518723
Total value (estimated)
- £427,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2025 to 31 July 2028
- Possible extension to 31 July 2030
- 5 years
Description of possible extension:
2 x 1 year optional extensions are available
Main procurement category
Services
CPV classifications
- 72510000 - Computer-related management services
Contract locations
- UKG31 - Birmingham
Participation
Legal and financial capacity conditions of participation
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 ability conditions of participation
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
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
23 April 2025, 1:00pm
Tender submission deadline
5 May 2025, 9:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
3 June 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality Questionnaire (added value of service) | Long criteria description |
Quality | 32.5% |
| System Specific Requirements Questionnaire | Long criteria description |
Quality | 32% |
| Overall System Cost | Long criteria description |
Price | 30% |
| Rate Card for Key Staffing | Long criteria description |
Price | 5.5% |
Other information
Payment terms
30 days following production of invoice
Description of risks to contract performance
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.
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://www.delta-esourcing.com/delta/login.html
Access Code : 3U7367F377 gives access to Tender Documents
FM241 CAFM Service Provision Invitation to Tender Version 1.docx
ITT Document with Embedded schedules, Annexes and Appendices for bidder reference.
FM241 CAFM Service Provision Invitation to Tender Version 1.docx
ITT Document with embedded schedules, annexes and appendices for bidder reference
Contracting authority
Birmingham City University
- Public Procurement Organisation Number: PMDM-3781-JGCD
Joseph Priestley Building, Cardigan Street
Birmingham
B47BD
United Kingdom
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government