Since the beginning of this year, we have been working on plans for the future of facilities management (FM) services on campus. This is because the current contract is coming to an end, and it is critical we ensure that the services provided are fit for the changing needs of our campus and community.
An early part of the tendering process was to issue a Prior Information Notice (known as a PIN) in August, the purpose of which was to test the appetite of FM companies to work with us. There was significant interest in the PIN, with more than 10 firms responding, and part of their feedback was that they want more opportunity to discuss, through dialogue, the potential ways they would work with us.
This type of tendering process is called competitive dialogue, and this will mean that innovation and input from the FM firms will help shape our future service. It will ensure the University gets value for money and the best services to meet our needs.
We have now formally launched the first stage of the competitive tender process via what is known as a Selection Questionnaire (SQ). The SQ helps determine the suitability, capability, and financial stability of any potential supplier to be able to provide the services required to meet our needs. Interested firms will complete this to confirm that wish to formally enter the tendering process, with the closing date for submissions for this stage at the end of 2023.
Due to the interactive nature and additional activity required under the competitive dialogue process, this takes longer to complete than other procurement models. Our initial timetable built on following what is known as a restricted procurement procedure (a two-stage process allowable under public contracts regulations) aimed for completion in spring 2024. However, having carefully considered the feedback from the firms who responded to the PIN, alongside our strong ambition to develop the best services possible and to maximise competition from service providers, we took the decision to adopt the competitive dialogue procedure.
As a result of this, and the desire to minimise disruption on campus, the transition to a new service provider will now take place over the 2025 summer break, supported by a contract extension with the current service provider for an additional 12 months.
The University’s commitment remains to insource as many workstreams as possible. As such, between now and July 2025 the University will start the process of insourcing some services and making improvements to others. The University has been clear, since the beginning of this process, that services will be insourced where it makes sense to do so.
Of course, we expect any future provider to align to the expectations of our community, which more than 2,000 staff and students shared with us earlier this year through our consultation process.
This exercise will be guided by our sector-leading values-based, ethical procurement process, which means we will seek service providers whose commitments to equality, diversity, and inclusion and to environmental sustainability are congruent with our own institutional values.
We will keep our community and the Estates SEF colleagues updated throughout the process, sharing more information as soon as we have it.
If you have any questions or comments, please email bettercampus@sussex.ac.uk