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Published 27 Jul 2021, 22:45 BST

Official UK procurement notice

Defence Soft FM · UK public procurement notice

Official notice

Authority: Ministry of Defence (Central government)·Consortium: 5 public authorities

6 lotsServicesNegotiated
Sectors: Business Services & Consultancy (79) Delivery: UK
Final published estimate£4,162,520,803initial estimate £4,870,837,760 · 4 value updates
Submissions closed 20 Feb 2025
Lots 6see the lot list below

What is being bought6 lots · detail below

Published requirement description

Management services; Catering services; Retail & Leisure Services; Helpdesk Services; Mess Accommodation Services; Cleaning Services; Waste management services; Support services; Stores and armouries; as well as other required FM services.

CPV: Accommodation, building and window cleaning services · Facilities management services · Hotel accommodation services · Laundry-management services · Maintenance and repair services · Refuse and waste related services · Repair and maintenance services · Retail trade services · Tailoring services

Lots and requirements (6)Procurement structure

6 lots · all with a published value (£4,163,520,803 together)
Lot #1SouthwestPublished value£1,188,762,059

Management services; Catering services; Retail & Leisure Services; Helpdesk Services; Mess Accommodation Services; Cleaning Services; Waste management services; Support services; as well as other required FM services. Quantity or scope: Please see Regional Information Booklets for Lot specific details. Additional information: The above duration is for the core term of 84 months. There will be options years in the form of up to a further 36 month period.

50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services
Lot #2SoutheastPublished value£1,042,578,743

Management services; Catering services; Retail & Leisure Services; Helpdesk Services; Mess Accommodation Services; Cleaning Services; Waste management services; Support services; as well as other required FM services. Additional information: The above duration is for the core term of 84 months. There will be options years in the form of up to a further 36 month period.

50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services
Lot #3EastPublished value£619,762,541
50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services
Lot #4NorthPublished value£506,668,405

Management services; Catering services; Retail & Leisure Services; Helpdesk Services; Mess Accommodation Services; Cleaning Services; Waste management services; Support services; as well as other required FM services. Quantity or scope: Please see Regional Information Booklets for Lot specific details. Additional information: The above duration is for the core term of 84 months. There will be options years in the form of up to a further 36 month period.

50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services
Lot #5Wales & West MidlandsPublished value£460,882,430

Management services; Catering services; Retail & Leisure Services; Helpdesk Services; Mess Accommodation Services; Cleaning Services; Waste management services; Support services; as well as other required FM services. Quantity or scope: Please see Regional Information Booklets for Lot specific details. Additional information: The above duration is for the core term of 84 months. There will be options years in the form of up to a further 36 month period.

50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services
Lot #6Scotland & Northern IrelandPublished value£344,866,626
50000000 Repair and maintenance services55110000 Hotel accommodation services55900000 Retail trade services79993100 Facilities management services90500000 Refuse and waste related services90911000 Accommodation, building and window cleaning services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
Conditions of participation6
  • Suitability

    The authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) to the decision of whether a candidate is eligible to be invited to tender.

    A full list of the Regulation 23(1) and 23(2) criteria are at www.contracts.mod.uk/delta/project/reason… ↗

    Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process.

    Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.

    Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the authority.

  • Suitability

    Please see pre-qualification questionnaire and associated documentation.

  • Economic & financial standing

    Further information can be found in PQQ and associated documentation.

    Minimum: Further information can be found in PQQ and associated documentation.
  • Economic & financial standing

    Further information can be found in PQQ and associated documentation.

    Minimum: Further information can be found in PQQ and associated documentation.
  • Technical & professional ability

    To be provided in pre-qualification questionnaire and ITN as appropriate.

    Minimum: To be provided in pre-qualification questionnaire and ITN as appropriate.
  • Technical & professional ability

    To be provided in pre-qualification questionnaire and ITN as appropriate.

    Minimum: To be provided in pre-qualification questionnaire and ITN as appropriate.
Legal form for consortia
If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with the authority. The information sought within the PQQ must be provided for each of the consortium's constituent members, gathered in a single response.
Second stage candidates
up to 6 candidates invited to tender

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Negotiated
Legal basis
CELEX · 32009L0081 Defence and Security Public Contracts Regulations 2011 (Directive 2009/81/EC)
Procurement category
Services
Notice status
Closed
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
27 Jul 2021, 22:45 BST
Last source update
15 Jul 2025, 08:15 BST
Authority reference
2025/S 000-001694
FTS notice number
2025/S 000-039777
Classification (CPV)
Accommodation, building and window cleaning servicesFacilities management servicesHotel accommodation servicesLaundry-management servicesMaintenance and repair servicesRefuse and waste related servicesRepair and maintenance servicesRetail trade servicesTailoring services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-02cd48 Find a Tender
Contract terms summary

Conditions relating to payment will be specified in the contractual documentation.

Contract terms
Other terms

Where the services required are currently delivered through existing MOD contracts it is anticipated that Contractor to Contractor TUPE will apply and in some cases, this may involve ex MOD employees. Where the services are currently delivered by the Authority in house, Authority TUPE will also apply, full details will be provided within the Tender documentation.

Those Potential Providers who are successful at PQQ will be required to obtain baseline personnel security standard (BPSS) clearance for their ITN bid personnel prior to issue of the ITN. If BPSS is unattainable the Potential Providers staff will not be able to work on this contract. Potential Providers will require at least one member of staff with BPSS clearance to gain access to tender documentation. Further, any Potential Provider staff who wish to participate in the site visit programme will require BPSS clearance. Site visits may occur imminently after notification of outcome of PQQ.

The authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding information (e.g. Security Aspect Letter), the authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies or otherwise.

The link below to the Gov.uk website provides information on the Government Security Classification.

www.gov.uk/government/publicati… ↗

Publisher note: The Contracting Authority intends to use an e-Tendering system in this procurement exercise, please visit https://award.commercedecisions.com/dsp/web/project/7260f2d4-377a-4206-a06e-984030db86d2/register for full details and to register your interest in this procurement. In order to access the PQQ and associated documentation Potential Providers will be required to sign a confidentiality agreement. This will be available by following the above link.

How it was run

Official notice
Run through: portal not identified
Language: EN
Submission deadline
20 Feb 2025, 12:00 GMT
Submission channel
{"electronicSubmission","written"}
Accepted languages
en
Deposits and guarantees
Parent company guarantees will be required if applicable.
Detailed submission instructions & authority contactsFrom official release

award.commercedecisions.com/dsp/web/project/7260… ↗

Timeline

6 Oct 2023 → 15 Jul 2025 · 3 dates
  1. Invitations to tender expected
    6 Oct 2023, 00:00 BST
  2. Submission deadline
    20 Feb 2025, 12:00 GMT
  3. Notice published
    15 Jul 2025, 08:15 BST

Notice history

15 events · 8 releases on Find a Tender · since 28 Oct 2022
  1. Published value updated to £1,600,000,000
    28 Oct 2022, 10:03 BST
    was £1,849,673,000
  2. Buyer details updated
    28 Oct 2022, 10:03 BST
  3. Published value updated to £4,870,837,760
    20 Jul 2023, 16:20 BST
    was £1,600,000,000
  4. Status changed to active
    20 Jul 2023, 16:20 BST
  5. Procurement method changed
    20 Jul 2023, 16:20 BST
  6. Deadline published: 29 Aug 2023, 12:00 BST
    20 Jul 2023, 16:20 BST
  7. Buyer details updated
    20 Jul 2023, 16:20 BST
  8. Buyer details updated
    30 Apr 2024, 14:46 BST
  9. Published value updated to £3,296,034,049
    5 Sept 2024, 13:58 BST
    was £4,870,837,760
  10. Status changed to planned
    5 Sept 2024, 13:58 BST
  11. Buyer details updated
    5 Sept 2024, 13:58 BST
  12. Published value updated to £4,162,520,803
    17 Jan 2025, 12:50 GMT
    was £3,296,034,049
  13. Status changed to active
    17 Jan 2025, 12:50 GMT
  14. Deadline moved to 20 Feb 2025, 12:00 GMT
    17 Jan 2025, 12:50 GMT
    +541 days · was 29 Aug 2023, 12:00 BST
  15. Buyer details updated
    15 Jul 2025, 08:15 BST
Published amendments (3 · 0 deadline changes)
WhenWhatBeforeAfterShift
—TextInsert at the end of the section - II.7 · II.7—The Defence Soft Facilities Management Team are intending to hold an Industry Launch Day on Monday 8th November 2021. Location: Lefroy Lecture Theatre Defence Academy of the UK, Farringdon Road, Shrivenham, Swindon, SN6 8LA Timings: Start 10:00 Finish 14:00 If you wish to reserve a place then please email [email protected] no later than 17:00 on Thursday 30th September 2021 Please en…
—TextN/A—The Authority hereby notifies you that the Defence Soft Facilities Management procurement, reference 702441450 (“Procurement”) is hereby terminated with immediate effect, in accordance with paragraph 52.1 of the Invitation to Negotiate dated 8th January 2024 (“ITN”). Following the withdrawal of a number of Tenderers from the Procurement, the Authority’s view is that there are insufficient numbers …
—TextN/A—The Authority hereby notifies you that the Defence Soft Facilities Management procurement, reference 712607459 (“Procurement”) is hereby terminated with immediate effect, in accordance with paragraph 2.6 of the PQQ Guidance Document issued 17th January 2025. Following the Pre-Qualification Questionnaire response date suppliers raised further concerns regarding the win restrictions. The Authority’s…

The Authority hereby notifies you that the Defence Soft Facilities Management procurement, reference 702441450 (“Procurement”) is hereby terminated with immediate effect, in accordance with paragraph 52.1 of the Invitation to Negotiate dated 8th January 2024 (“ITN”). Following the withdrawal of a number of Tenderers from the Procurement, the Authority’s view is that there are insufficient numbers …

2 amendments published without a description.

Routine re-releases (8)
  • 2024-04: 1 release · 30 Apr 2024
  • 2023-07: 1 release · 20 Jul 2023
  • 2022-10: 1 release · 28 Oct 2022
  • 2021-09: 1 release · 22 Sept 2021
  • 2021-07: 1 release · 27 Jul 2021

Contracting authority & participating public bodies

2 public bodies on the notice

Ministry of Defence

Contracting authorityCentral GovernmentMinistry or any other national or federal authority, including their regional or local subdivisionsDefence Defence Infrastructure Organisation, Kentigern House, Glasgow, UK, G2 8EXContact email

Dispute resolution & review bodies

  • Ministry of Defence, Defence Infrastructure OrganisationReview body Glasgow
Process and specification contact points (1)
  • Defence Infrastructure OrganisationProcess contact point

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.