Tender Summary

Union Yard / Polden Studios - Purpose Built Student Accommodation - Property Management Services

Buying Organisation

Rushmoor Borough Council

Contract Value

£4,000,000

Tender Description

Rushmoor Borough Council ('the Council') is inviting tenders from suitably qualified and experienced suppliers for the management of a new build 128-bedroom student accommodation development, Polden Studios, located within Aldershot, Hampshire.
Polden Studios forms part of the wider Union Yard development scheme comprising a mix of residential apartments and new commercial floorspace. The scheme is currently under construction and is due for completion in July 2024.
The Polden Studios development will open from the 13th September 2024 and will provide accommodation to students studying at the University of the Creative Arts (the 'University') in Farnham.
The Council has entered into a Nominations agreement with the University which will provide exclusive access to the accommodation for University's students.
The successful supplier will be appointed via a property management agreement on a management fee basis whereby occupancy risk for take up of the accommodation is held by the University.
The supplier will be paid an agreed management fee for delivery of the required services plus, in order to drive performance & efficiency, an agreed % of the net operating income.
The Council is targeting to have awarded the contract to the successful supplier by 3rd June 2024 to allow for mobilisation in advance of the opening date of 13th September 2024.
The initial contract term will run for approx. 3 years from 17th June 2024 to 31st July 2027. The contract may then be extended in increments of generally no less than 1 year by a further 7 years to a maximum total term duration of 10 years, subject to the agreement and performance of both parties.
The Council's estimated budget for delivery of the services - inclusive of the operator management fee and incentives - is approx. 400,000 for year 1 of the contract, in view of one-off mobilisation costs, and 350,000 per year thereafter. These figures are exclusive of any future increases linked to inflation and / or changes in law.
Tenderers are required to attend an accompanied tour of the site. Two site tours options are offered:
Thursday 11th April 2024 - 14:00
Monday 15th April 2024 - 11:00
Interested Tenderers must confirm full names and positions of attendees via the ProContract/SEBP 'Messages & Clarifications' function 24 hours prior to time slot commencement. A maximum of 3 attendees are allowed per supplier.
The Council will also host an online Bidders Briefing via Microsoft (MS) TEAMS on Wednesday 17th April 2024 - 11:00. Interested Tenderers must confirm full names and positions of attendees via the ProContract/SEBP 'Messages & Clarifications' function 24 hours prior to commencement of the briefing.
The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015). The procurement timetable is set out below.
1. Procurement documents available on Southeast Business Portal - 04.04.24
2. Site tours - 11.04.23 14:00 & 15.04.24 11:00
3. Bidders briefing - 17.04.24 11:00
4. Deadline for requests for clarification - 25.04.24 23:59
5. Tender return deadline - 07.05.24 12:00
6. Presentation and interview (if required)- w/c 13.05.24
7. Notification of award - 20.05.24
8. Standstill period starts - 21.05.24
9. Standstill period ends - 31.05.24 23:59
10. Contract award - 03.06.24
The Council will administrate the procurement process using its e-sourcing system ProContract/SEBP which will be used for:
Access to and issue of procurement information & documentation
Pre-tender submission clarification requests and response
Tender submission
Tender opening & access to responses
Post-tender submission clarification requests and response
Award decision notification & feedback
The system can be accessed free of charge via the following link:
https://sebp.due-north.com/

Tender categories (products & services required)

Building and facilities management services (CPV 79993000)
Refurbishment work (CPV 45453100)
Facilities management software package (CPV 48421000)
Financial systems software package (CPV 48442000)
Accounting software package (CPV 48443000)
Accounting system (CPV 48444000)
Customer Relation Management software package (CPV 48445000)
Enterprise resource planning software package (CPV 48451000)
Repair and maintenance services of electrical and mechanical building installations (CPV 50710000)
Repair and maintenance services of central heating (CPV 50720000)
Repair and maintenance services of cooler groups (CPV 50730000)
Lift-maintenance services (CPV 50750000)
Repair and maintenance services of furniture (CPV 50850000)
Letting services of own property (CPV 70130000)
Residential property renting or leasing services (CPV 70210000)
Residential building rental or sale services (CPV 70311000)
Residential property services (CPV 70331000)
Housing services (CPV 70333000)
Construction project management services (CPV 71541000)
Bookkeeping services (CPV 79211100)
Sales and purchases recording services (CPV 79211120)
Compilation of financial statements services (CPV 79211200)
Financial auditing services (CPV 79212100)
Alarm-monitoring services (CPV 79711000)
Guard services (CPV 79713000)
Patrol services (CPV 79715000)
Management holdings services (CPV 79910000)
Interior decorating services (CPV 79931000)
Event services (CPV 79952000)
Reception services (CPV 79992000)
Facilities management services (CPV 79993100)
Business organisation services (CPV 79996000)
Invoicing services (CPV 79999200)
Environmental quality control services (CPV 90714500)
Accommodation, building and window cleaning services (CPV 90911000)
Laundry-management services (CPV 98311100)
Laundry-operation services (CPV 98311200)
Wellness services (CPV 98334000)
Accommodation management services (CPV 98341100)
Housekeeping services (CPV 98341110)
Portering services (CPV 98341120)
Janitorial services (CPV 98341130)
Caretaker services (CPV 98341140)

Region

South East (UKJ)

Buyer Information