Planning

Hard FM

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  • Hard FM
  • University of Dundee

F01: Prior information notice (prior information only)

Notice identifier: 2025/S 000-032714

Procurement identifiers (OCIDs): ocds-h6vhtk-054dac, ocds-h6vhtk-054dad

Published 16 June 2025, 4:12pm



Section one: Contracting authority

one.1) Name and addresses

University of Dundee

Procurement, 3rd Floor, Tower Building, Nethergate

Dundee

DD1 4HN

Contact

Stewart Hamilton Kerr

Email

s.v.kerr@dundee.ac.uk

Telephone

+44 1382386810

Country

United Kingdom

NUTS code

UKM71 - Angus and Dundee City

Internet address(es)

Main address

http://www.dundee.ac.uk

Buyer's address

https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00105

one.3) Communication

Additional information can be obtained from the above-mentioned address

one.4) Type of the contracting authority

Body governed by public law

one.5) Main activity

Education


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Hard FM

Reference number

UoD-EFM151-TC-2025

two.1.2) Main CPV code

  • 79993000 - Building and facilities management services

two.1.3) Type of contract

Services

two.1.4) Short description

The University of Dundee is seeking a reputable Facilities Management contractor with a proven record of accomplishment in directly delivering and managing technically demanding Hard FM services to similar clients and organisations.

The aims and objectives of this contract are to ensure the safe and efficient operation of the mechanical building services engineering assets within the University of Dundee portfolio for the benefit of staff, students, and visitors to the University of Dundee.

The maintenance service is delivered across the University`s estate comprising the City Centre and Ninewells Hospital Campuses as well as other outlying properties.

two.1.5) Estimated total value

Value excluding VAT: £3,500,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.2) Additional CPV code(s)

  • 66519200 - Engineering insurance services
  • 71300000 - Engineering services
  • 71314310 - Heating engineering services for buildings
  • 71330000 - Miscellaneous engineering services
  • 71333000 - Mechanical engineering services
  • 71334000 - Mechanical and electrical engineering services
  • 71336000 - Engineering support services

two.2.3) Place of performance

NUTS codes
  • UKM71 - Angus and Dundee City
Main site or place of performance

Dundee

two.2.4) Description of the procurement

It is anticipated that all FM services shall be underpinned by technology and robust policies and procedures, which will at times reflect good industry practice within an environment of continuous improvement. The selected contractor`s innovative approach will ensure resilient services to the University and drive efficiencies resulting in optimised value for money.

The selected contractor`s collaborative partnering approach and effective communications will also ensure that there are good relations with all parties and that all potential synergies are maximised.

Initial asset data gathering and mobilisation phase

Undertake a full review, verification and life cycle assessment of the existing HVAC assets and provide a comprehensive condition assessment report to build and inform a strategy for effective life cycle replacement along with projected associated costs.

Planned Preventative Maintenance

Carry out a review of the University`s existing mechanical building services PPM maintenance programme and provide a report with comments and recommendations for change and improvement.

All future HVAC PPM`s are to be undertaken in accordance with industry best practice and engineering documents SFG 20, CIBSE Guide M, maintenance engineering management (2023), and as agreed with the University's head of mechanical and plumbing building engineering services.

Provide enough full time skilled, competent, and experienced HVAC engineering support staff on campus Monday Friday 0800 1600 hrs. to undertake all the PPM`s in accordance with the scheduled frequencies. Examples of HVAC assets requiring PPM include but are not limited to asset lists.

Planned Preventative Maintenance, Reactive maintenance & General items

Provide enough full time multi-skilled, competent, and experienced HVAC engineering support staff with Gas Safe qualifications on campus Monday, Friday 0800,1600 hrs, responding to staff and student general HVAC complaints requiring investigation, action, and repair. Examples such as heating, cooling and ventilation issues, water leaks and natural gas leaks.

Provide at least one suitably multi-skilled skilled, competent, and experienced engineering support staff member with Gas Safe qualifications to always provide reactive maintenance and emergency response support out with normal (dayshift) working hours, at weekends and on public holidays 24 7, 365 days a year.

General items

Carry out annual Mono propylene glycol level checks within chilled water systems, topping up and adding additional chemicals as necessary to achieve the desired frost protection levels.

Carry out site checks and inspections within all University engineering plantrooms on at least one occasion every week identifying and rectifying faults, failures, snagging items, health and safety items and water or air leaks.

Within the scope of this new Hard FM contract, there is a desire to include transfer several existing UoD framework contracts into this new Hard FM work package.

two.3) Estimated date of publication of contract notice

20 June 2025


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Hard FM

Reference number

UoD-EFM151-TC-2025

two.1.2) Main CPV code

  • 79993000 - Building and facilities management services

two.1.3) Type of contract

Services

two.1.4) Short description

The University of Dundee is seeking a reputable Facilities Management contractor with a proven record of accomplishment in directly delivering and managing technically demanding Hard FM services to similar clients and organisations.

The aims and objectives of this contract are to ensure the safe and efficient operation of the mechanical building services engineering assets within the University of Dundee portfolio for the benefit of staff, students, and visitors to the University of Dundee.

The maintenance service is delivered across the University`s estate comprising the City Centre and Ninewells Hospital Campuses as well as other outlying properties.

two.1.5) Estimated total value

Value excluding VAT: £3,500,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.2) Additional CPV code(s)

  • 79993000 - Building and facilities management services

two.2.3) Place of performance

NUTS codes
  • UKM71 - Angus and Dundee City
Main site or place of performance

Dundee

two.2.4) Description of the procurement

Most of the facilities are around the Dundee area and comprise circa 55 buildings. These properties include an extensive variety of operational data centre and research facilities, teaching facilities, sport facilities and domestic properties. Please refer to the Project Information Document appendix for further information.

It is anticipated that all FM services shall be underpinned by technology and robust policies and procedures, which will at times reflect good industry practice within an environment of continuous improvement. The selected contractor`s innovative approach will ensure resilient services to the University and drive efficiencies resulting in optimised value for money.

The selected contractor`s collaborative partnering approach and effective communications will also ensure that there are good relations with all parties and that all potential synergies are maximised.

two.3) Estimated date of publication of contract notice

20 June 2025


Section four. Procedure

four.1) Description

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes


Section six. Complementary information

six.3) Additional information

(SC Ref:801868)