Procuring Room Occupancy & Monitoring System

Official notice

Authority: Sheffield Hallam University (Education)

ServicesAward procedure without prior publication of a call for competition

Sectors: IT Services & Software (72) Delivery: Yorkshire & Humber (UKE32)

Awarded value£212,505published contract · exc. VAT

Awarded 4 Mar 2025no call for competition

Awarded to HUBSTAR SYSTEMS LIMITED

What is being bought

Published requirement description

Sheffield Hallam University wishes to upgrade its existing occupancy analytics and building intelligence solution by adding additional sensor technology to enhance the accuracy and granularity of occupancy data in workplace settings.

CPV: Information technology services

The lotProcurement structure

single lot · no lot value published

Lot #1Awarded

Delivery: Yorkshire & Humber

Procedure terms & legal framework

From the official record

Procedure method: Award procedure without prior publication of a call for competition
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
Notice status: Awarded without competition
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Direct award (no call for competition)
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 4 Mar 2025, 13:57 GMT
Last source update: 4 Mar 2025, 13:57 GMT
Authority reference: 2425-17-DTS-CN
FTS notice number: 2025/S 000-007852
Classification (CPV): Information technology services
Delivery area: Yorkshire & Humber (UKE32)
Official registry OCID: ocds-h6vhtk-04e95d Find a Tender

Why no open competition: The procurement falls outside the scope of application of the directive
Published justification: The direct award of this contract to Hubstar Systems Ltd under G-Cloud 14, Lot 2 is lawful under UK public procurement regulations, as it follows the framework agreement established by Crown Commercial Service (CCS).
The G-Cloud 14 framework permits direct awards, enabling the University to appoint a supplier without reopening competition, provided the selected services align with its requirements.
Hubstar, as an approved supplier under Lot 2, fully meets the University's operational and technical needs. Furthermore, there is no reasonable alternative that provides the same level of integration, continuity, and cost efficiency. Transitioning to a new supplier would result in significant costs, operational disruptions, and system reconfiguration challenges, making a full tender process unnecessary.
This direct award ensures compliance with procurement regulations, service continuity, and value for money, while supporting the University's strategic objectives.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £212,5051 contract exc. VAT

Bids received 1

Contracts signed 1latest 4 Mar 2025

Awarded to	Value	Date	Status
HUBSTAR SYSTEMS LIMITEDRoom Occupancy & Monitoring System	£212,505 †	—	Awarded

Contracts

Room Occupancy & Monitoring System · HUBSTAR SYSTEMS LIMITED
Signed
4 Mar 2025
Value
£212,505
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
1bids	—	—	—

Contracting authority & participating public bodies

Sheffield Hallam University

Contracting authorityEducationBody governed by public lawEducation GB-UKPRN: 10005790 City Campus, Sheffield, Yorkshire & Humber, S11WBContact name, email

Bidders & participating suppliers

1 commercial party on the notice

HUBSTAR SYSTEMS LIMITEDAwarded supplierGB-COH: 08853435 London, Yorkshire & Humber

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.