Scope
Reference
PS/RCG/428
Description
We are seeking to engage with the market to inform the development of a future procurement for an Integrated Maintenance and Workplace Services (IMWS) system. This system will support a wide range of estates and facilities management functions, including helpdesk operations, asset and space management, planned maintenance, compliance, and contractor coordination.
The purpose of this engagement is to gather insights from suppliers on the feasibility, innovation, and delivery models available in the market. We invite responses from experienced providers with proven capabilities in delivering integrated digital solutions for complex estates, ideally within the UK Higher Education or similar sectors.
This document outlines the high-level functional and technical requirements to help suppliers assess alignment with their offerings and provide informed feedback.
Total value (estimated)
- £0 excluding VAT
- £0 including VAT
Contract dates (estimated)
- 1 January 2026 to 31 December 2027
- Possible extension to 31 December 2029
- 4 years
Main procurement category
Services
CPV classifications
- 48420000 - Facilities management software package and software package suite
- 48421000 - Facilities management software package
- 72212420 - Facilities management software development services and software development services suite
- 72212421 - Facilities management software development services
- 72253000 - Helpdesk and support services
- 72253100 - Helpdesk services
- 72514100 - Facilities management services involving computer operation
- 72514200 - Facilities management services for computer systems development
- 72514300 - Facilities management services for computer systems maintenance
- 79993000 - Building and facilities management services
- 79993100 - Facilities management services
Contract locations
- UKK24 - Bournemouth, Christchurch and Poole
Engagement
Engagement deadline
31 July 2025
Engagement process description
Purpose of this Engagement
We are undertaking a Preliminary Market Engagement (PME) to explore the market's capability to deliver a comprehensive Integrated Maintenance and Workplace Services (IMWS) system. This engagement is intended to inform the development of a future procurement strategy and specification.
We are seeking input from suppliers who can provide systems and services aligned with the high-level requirements outlined in the accompanying documentation.
How to Respond
Interested suppliers are invited to respond to this PME by submitting the following:
Company Overview
Company name, address, and contact details
Summary of your organisation's background and relevant experience
Key clients and sectors served (particularly in Higher Education or similar environments)
Relevant Systems and Services
A description of the systems and services you offer that align with the IMWS requirements
Specific modules or capabilities that meet the functional areas outlined (e.g., Helpdesk, Asset Management, PPM, Space Management, etc.)
Integration capabilities (e.g., APIs, BIM, CAD, SFG20, IoT, etc.)
Mobile and accessibility features
Support and implementation services
Case Studies or Examples
Examples of similar implementations
Outcomes achieved and lessons learned
Feedback and Recommendations
Any feedback on the proposed requirements
Suggestions for improving the scope or delivery model
Submission Instructions
Deadline for Responses: [Insert Date and Time]
Submission Method: Please upload your response via the In-Tend portal under this opportunity listing.
Format: PDF or Word document preferred.
Clarifications: Any questions should be submitted via the portal messaging function by 24th July 2025 @ 12:00 (Midday)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
30 August 2025
Procedure
Special regime
Light touch
Contracting authority
Bournemouth University
- Public Procurement Organisation Number: PVRY-5141-LLTP
Poole House, Talbot Campus, Fern Barrow
Poole
BH12 5BB
United Kingdom
Contact name: Procurement Department
Region: UKK24 - Bournemouth, Christchurch and Poole
Organisation type: Public authority - sub-central government