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

Concepts

• facilities management
• farnborough
• buildings management
• customer relation management
• letting services
• own property
• residential property
• housing services
• construction project management
• bookkeeping services

Location

New build 128-bedroom student accommodation development, Polden Studios, located within Aldershot, Hampshire

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/

Total Quantity or Scope

The detailed service requirements that the supplier will be required to undertake are set out within Specification - PMA document accessible within the procurement documents issued via the Council's SEBP/Pro-Contract e-sourcing system. The service requirements can be summarised as follows: • Property Management • Mobilisation & Leasing • Facilities Management • HR • Business Plan • Health & Safety • Tenancy Process & Referencing • Asset Management Support • Building Surveying & Project Management (at option of the Council) • Sustainability / Environmental • Utilities • Insurance • CRM • Marketing & PR • Tax • Property Accounting

Renewal Options

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 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.

CPV Codes

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

Indicators

• Bids should cover the whole contract.
• This is a recurring contract.
• Options are available.
• Renewals are available.
• Performance considerations apply.
• Professional qualifications are sought.
• Award on basis of price and quality.

Other Information

Union Yard is the key Council regeneration scheme that will see the comprehensive redevelopment of the heart of Aldershot town centre and will create a new, revitalised and vibrant space. It will provide flexible retail, new homes and public space in the heart of the town centre, as well as accommodation for students. Among the features will be a makers' yard, with new public square and creative space for small and independent businesses. Once completed, Union Yard will comprise: • 128 student units; • 82 one and two-bedroom apartments for private rented use; • 18 affordable homes; • 12 flexible commercial and retail units; • A Makers' Yard offering smaller creative workshop spaces for small and independent businesses; • New public square linking the High Street and Union Street Further information in respect of the wider Union Yard development and the Polden Studios student accommodation offer can be accessed via the Council's general website and dedicated Union Yard web pages via the links below: • https://www.rushmoor.gov.uk/town-centres-and-regeneration/union-yard/ • https://union-yard.co.uk/