Section one: Contracting authority
one.1) Name and addresses
Cambridgeshire County Council
New Shire Hall, Alconbury Weald
Huntingdon
PE28 4YE
Contact
Mr Jon Collyns
Jon.Collyns@cambridgeshire.gov.uk
Telephone
+44 7775703930
Country
United Kingdom
Region code
UKH12 - Cambridgeshire CC
Internet address(es)
Main address
https://www.cambridgeshire.gov.uk/
Buyer's address
https://www.cambridgeshire.gov.uk/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
22018 Operating Agreement for Brunswick House
Reference number
DN605409
two.1.2) Main CPV code
- 70000000 - Real estate services
two.1.3) Type of contract
Services
two.1.4) Short description
Brunswick House, 87 Newmarket Road, Cambridge (the property) is owned by
Cambridgeshire County Council (CCC) and is used for student accommodation.
The construction of Brunswick House was completed in 2012 and sits within a 0.95acre site,
consisting of a four storey 251 modular student bedroom facility arranged across a mixture of
231 en-suite cluster flats and 20 self-contained studio flats. There are also communal
facilities such as a large common room and laundry room at ground floor level, as well as
bicycle storage at basement level within the enclosed landscaped courtyard
The current operating agreement with the existing provider of property management
services is due to come to an end in January 2023 and CCC as owner of the property is now
re-tendering this requirement.
This requirement is not divided into Lots to enable the Authority to more efficiently manage
the contracting arrangements.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £2,243,700 / Highest offer: £3,365,550 taken into consideration
two.2) Description
two.2.2) Additional CPV code(s)
- 98000000 - Other community, social and personal services
- 55250000 - Letting services of short-stay furnished accommodation
- 45214000 - Construction work for buildings relating to education and research
- 45212000 - Construction work for buildings relating to leisure, sports, culture, lodging and restaurants
two.2.3) Place of performance
NUTS codes
- UKH12 - Cambridgeshire CC
two.2.4) Description of the procurement
The Service Provider company will need to provide a detailed set of Property Management
Services including, but not limited to, the following areas:
• Marketing, lettings & related administration, including an approved marketing plan &
strategy to let all accommodation within the property (251 student rooms & flats) within
each academic year by undertaking and managing an active & targeted marketing campaign
including access to a corporate website with online booking capabilities.
• Dealing with student enquires and viewings with prospective occupants; processing
student accommodation applications and completing all necessary tenancy agreements
with each individual tenant, including the administration of tenant deposits and reservation
fees.
• Monitor service delivery at the property and conduct periodic audits and student
satisfaction surveys to encompass all services delivered by the successful Service Provider
company.
• Collection of all rental income, other income, and all monies due from the tenants at the
property and remit such amounts to the Rent Account on behalf of the property owner.
• Prepare and provide to the owner a budget and any other requested financial information or
other such occupancy data for the owner’s approval each academic year
• Ensure that a named Contract Manager is in place who has overall responsibility for the
property and successful implementation of all required property management services and
reports directly to the property owner. To ensure that all contracts are awarded in
compliance with CCC’s procurement policy
• Provide a comprehensive system and management team (with relevant qualifications &
experience in managing Student Accommodation) to ensure the efficient and effective
delivery of all property management services at the property
• To recruit, provide and manage all staff necessary to provide the full set of Services
necessary for the efficient and effective management of the property.
• Ensure that a robust system is put in place that addresses and appropriately manages
compliance with all applicable health & safety legislation and any other legislation that
applies to the property, including maintaining up to date health and safety records.
• Maintain and update business continuity & contingency plans, including a fire and
evacuation plan to include fire precaution procedures, staff training, awareness, and regular
fire drills/evacuations.
• Accommodation Management – the provider will ensure all parts of the building including
common areas are clean and tidy and ready for the arrival of new students including
managing the arrival of new students & building inductions in accordance with the relevant
Codes of Best Practice in this area (ANUK / UUK codes) including the preparation of a
student welcome handbook.
• The provider will ensure an appropriate system for the collection and storage of all mail,
parcels and other delivered items is in place.
• Manage the vacation of all rooms / flats at the end of the academic year including dealing
with any damaged items or wants of repair.
• Ensure that an appropriate performance management system is in place which is to be
agreed in advance with the property owner.
• Fault reporting system to be put in place for students and helpdesk at the property.
• Maintenance and monitoring – to put in place a suitable system to efficiently deal with any
items of repair at the property in consultation with the property owner. To provide a planned
programme of maintenance along with recommendations for future improvements required
to remain competitive in eth Student accommodation market.
In addition to provide communal facilities and services to the students including a laundry
service (including on site launderette); a reception; IT and broadband services; appropriate
security provisions including monitoring of CCTV systems and security plan with a clear
visitor policy; address pastoral care & welfare matters; appropriate grounds maintenance
and waste management and disposal procedures.
Further information including the required response and rectification times for Building
Maintenance items; Utility Provisions - Water, power, heating & lighting; Health & Safety
hazards; Cleaning; Security and the repair of Furniture, fitting & equipment is available as
part of the tender pack
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The Authority proposes to enter into one Contract for an initial period of 48 months with the
preferred bidder, with an option to extend for 24 months in 2 x 12-month increments, making
72 months in total.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-028046
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
2 December 2022
five.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Derwent FM
Suite GB, Central House Otley Road
Harrogate North Yorkshire
HG3 1UF
Country
United Kingdom
NUTS code
- UKH12 - Cambridgeshire CC
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £2,243,700 / Highest offer: £3,365,550 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Mrs Clare Ellis
New Shire Hall, Alconbury Weald
Hungingdno
PE28 4YE
Country
United Kingdom