Provision of Hard Facilities Management Services at Student Accommodation

Tender description

Notice of intention to award a hard facilities management service contract. The University of York is procuring on behalf of Student Accommodation Provision 3 LLP (Company registration number: OC382019) who is owned by the The University of York, and York University Property Company Ltd. Lot 1: Student Accommodation Provision 3 LLP ('the Company') is a wholly owned subsidiary of The University of York ("the University"), has a contract in place with Derwent Facilities Management Ltd for the provision of hard facilities management services which is due to expire on the 30.09.2022. The University is an equal shareholder of the two other subsidiary companies established for the provision of student accommodation colleges which are Student Accommodation Provision LLP (SAP), and Student Accommodation Provision 2 LLP (SAP2). All three of the aforementioned subsidiary companies have contracts in place with Derwent Facilities Management Limited for the provision of hard facilities management services. The University is extending the Company's contract with Derwent Facilities Management Ltd from 01.10.2022 for a period of 4 years to co-terminate with the SAP and SAP2 contracts. The University bought the Company in late 2019, and one option to be considered was to find a buyer for the Company within the term of the current hard FM contract, however the disruption caused by the Covid 19 lockdowns have delayed any decision regarding the Company's future. The University is unlikely to make a decision regarding the Company's future and potentially dispose of the Company prior to the current Derwent Facilities Management Ltd contract expiry date of the 30/09/2022. IV.1.1. sets out the reasons why competition is not possible at this time. Hard FM services to be provided by Derwent Facilities Management Ltd to the Company include: helpdesk, risk assessments, professional services relating to statutory regulations, liaison with fire officer/building control, repair of FF&E, replacing light fittings, making safe circuit breakers, PAT, emergency lighting maintenance, new plumbing installation and ongoing maintenance, isolating and repair of leaks, lift maintenance and repair, statutory lift inspections, system flushing, repair of blocked sinks and toilets, drainage repairs, display of energy performance certificates, repair and replacement of ironmongery items (door handles, hinges, maglocks, ,etc.), maintenance of access control systems, inspection of fire signage and equipment, maintenance of fire fighting equipment, emergency response (minor and major leaks, water shortage, heating system leaks), undertake building condition surveys, undertake asset register surveys, undertake forward maintenance surveys, life cycle budget forecasting, management of works, finalise and snag works, ensure all staff and sub-contractors adhere to H&S procedures and legislation, carry out fire safety audits/risk assessments, provide fire safety advice, conduct termly room inspections and fabric condition audits.