Official UK procurement notice
First Federation - PPM Servicing
Authority: First Federation Trust (Public body)·On behalf of: PHP LAW LLP
What is being bought
Published requirement descriptionThe contract is for the provision of planned preventative maintenance services (PPM) to the Trust. 2. The contract will encompass delivering the following as part of the PPM servicing: a. Statutory compliance maintenance and planned preventative maintenance b. Reactive maintenance. c. Provision of technical support and management of all specialist contracts and subcontracts as part of this Contract. d. Provision of 24-hour operations support.
- The authority expects to re-tender this requirement around 1 Jan 2031, 23:59 GMT.
- No preliminary market engagement: The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
CPV: Analysis services · Architectural and related services · Architectural, construction, engineering and inspection services · Building and facilities management services · Construction work · Construction-related services · Engineering services · Environmental services · Firefighting, rescue and safety equipment · Lift-maintenance services · Repair and maintenance services · Repair and maintenance services for pumps, valves, taps and metal containers and machinery · +12 more
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,000,000
- Economic & financial standing
Due diligence checks will be undertaken to determine a Tenderer’s financial standing. This will incorporate credit checks and a financial appraisal. To constitute a pass, tenderers must: a) Complete a credit check & financial appraisal. No outstanding CCJ’s or bankruptcy must be shown. a) A minimum average annual turnover over the past two years of 1.5 times the Annual Contract Value. Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer’s ability to properly perform the specification, then the Tenderer may be rejected. Insurances a. Employer’s (Compulsory) Liability Insurance = [£10m] b. Public Liability Insurance = [£10m] c. Professional Indemnity Insurance = [£5m]
- Technical & professional ability
Provide details of up to three and at least one contract to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in the public sector for a multi site and multi discipline servicing contract. To constitute a pass, the contract example(s) provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts.
What it takes to wini
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 morei
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).
Published sub-criteria (11)
- Contractor Responsibility & Service Delivery Model: 15%
- Management of Service: 15%
- Case Study: 5%
- Statutory Compliance Service: 10%
- Repairs & Maintenance Outside of Service Contract Requirements: 5%
- Reactive Repairs & Emergency Service: 5%
- Additional Professional Services Support: 2.5%
- Contract Mobilisation & Risk Management: 2.5%
- Total Annual Service Cost: 30%
- Reactive Works Labour Rates – Total Average: 7.5%
- Reactive Works Material Markup – Total Average: 2.5%
Published award criteria (11)
- Contractor Responsibility & Service Delivery Model
- Management of Service
- Case Study
- Statutory Compliance Service
- Repairs & Maintenance Outside of Service Contract Requirements
- Reactive Repairs & Emergency Service
- Additional Professional Services Support
- Contract Mobilisation & Risk Management
- Total Annual Service Cost
- Reactive Works Labour Rates – Total Average
- Reactive Works Material Markup – Total Average
- Economic & financial standing
Due diligence checks will be undertaken to determine a Tenderer’s financial standing. This will incorporate credit checks and a financial appraisal. To constitute a pass, tenderers must: a) Complete a credit check & financial appraisal. No outstanding CCJ’s or bankruptcy must be shown. a) A minimum average annual turnover over the past two years of 1.5 times the Annual Contract Value. Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer’s ability to properly perform the specification, then the Tenderer may be rejected. Insurances a. Employer’s (Compulsory) Liability Insurance = [£10m] b. Public Liability Insurance = [£10m] c. Professional Indemnity Insurance = [£5m]
- Technical & professional ability
Provide details of up to three and at least one contract to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in the public sector for a multi site and multi discipline servicing contract. To constitute a pass, the contract example(s) provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts.
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 1 Jan 2031
- First published
- 3 Mar 2026, 18:00 GMT
- Last source update
- 23 Sept 2026, 08:20 BST
- Award evaluation window
- Submission end – 2 Jun 2026
- Authority reference
FFT01.56- FTS notice number
2026/S 000-019229- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06618eFind a Tender- Contract terms summary
The Contractor shall submit monthly invoices electronically Invoices shall be submitted monthly in arrears in a single consolidated statement covering all sites. Each invoice must include: Contract reference and purchase order number. Site name, UPRN (if provided), and work order reference. Itemised breakdown of services delivered. Signed service sheets and/or certificates; and Open-book cost summary for all quoted works.
- Risks
Compliance and Legal Risks Failure to meet statutory obligations (e.g. fire safety, gas safety, electrical testing) can lead to legal penalties, closure of facilities, or even criminal liability for trustees or officers. Contractor Performance Risks Poor service delivery (e.g. missed inspections, substandard repairs) can lead to unsafe environments and reputational damage. Lack of contractor oversight or weak KPIs can result in unnoticed underperformance. Contractor insolvency or withdrawal can disrupt essential services and require emergency procurement. Financial Risks Cost overruns due to poor scoping, inflation, or unexpected repairs. Lack of value for money if the contract is not benchmarked or competitively tendered. Budget misalignment if servicing costs exceed allocated funds, impacting other areas of the trust’s operations. Governance and Oversight Risks Weak internal controls or lack of internal scrutiny (as required by the Academy Trust Handbook) can allow issues to go undetected. Operational and Educational Impact Disruption to teaching and learning if facilities are not maintained to a safe and functional standard. Health and safety incidents due to neglected statutory checks (e.g. legionella, asbestos). Loss of stakeholder trust (parents, staff, Ofsted) if the school environment is compromised.
How it was run
Official notice- Submission deadline
- 20 Apr 2026, 12:00 BST
- Clarification deadline
- 20 Apr 2026, 00:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
3 Mar 2026 → 23 Sept 2026 · 8 dates- Tender notice published235 days ago3 Mar 2026, 18:00 GMT
- Clarification questions by187 days ago20 Apr 2026, 00:00 BST
- Submission deadline187 days ago20 Apr 2026, 12:00 BST
- Award decision expected by143 days ago2 Jun 2026, 23:59 BST
- Assessment summaries sent99 days ago17 Jul 2026, 00:00 BST
- Standstill ends86 days ago29 Jul 2026, 23:59 BST
- Contract starts53 days ago1 Sept 2026
- Latest notice published31 days ago23 Sept 2026, 08:20 BST
Notice history
6 events · 3 releases on Find a Tender · since 3 Mar 2026- Tender notice published3 Mar 2026, 18:00 GMTUK4
- Contract award notice published17 Jul 2026, 16:36 BSTUK6
- Status changed to complete17 Jul 2026, 16:36 BST
- Buyer details updated17 Jul 2026, 16:36 BST
- Contract signature expected3 Aug 2026, 23:59 BSTscheduled
- Contract details notice published23 Sept 2026, 08:20 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SHERWOODS (SW) LIMITEDSME1 Sept 2026 – 31 Aug 2029 · up to 31 Aug 2031Extensions: Two further 1 year extensions in 12 month intervals (3+1+1) · Options: The right to additional purchases while the contract is valid. The following are additional services in addition to the statutory testing and servicing. The contract value includes the potential for this additional spend over the full term of the contract Remedial Works - potential of £200k per year New Schools may join the Trust or the Contract during the term of the contract; therefore, a contract variation may be required. - potential of £300k added in for growth The quantities requiring servicing and maintenance may be amended during the course of the contract, either additions or subtractions. Additional activities to existing items may be required. | £1,000,000 | 16 Jul 2026 | Awarded |
Contracts
First Federation - PPM Servicing · SHERWOODS (SW) LIMITEDSME
- Signed
- 22 Sept 2026
- Value
- £1,000,000
- Period
- 22 Sept 2026 – 31 Aug 2029 · up to 31 Aug 2031 with extensions
- Status
- active
- Extensions
- Two further 1 year extensions in 12 month intervals (3+1+1)
- Options
- The right to additional purchases while the contract is valid. The following are additional services in addition to the statutory testing and servicing. The contract value includes the potential for this additional spend over the full term of the contract Remedial Works - potential of £200k per year New Schools may join the Trust or the Contract during the term of the contract; therefore, a contract variation may be required. - potential of £300k added in for growth The quantities requiring servicing and maintenance may be amended during the course of the contract, either additions or subtractions. Additional activities to existing items may be required
8 agreed KPIs: PPM completion · Statutory compliance ratio · First-time fix (reactive) …
- PPM completion
- Statutory compliance ratio
- First-time fix (reactive)
- Emergency attendance
- Urgent attendance
- Quote turnaround
- Data discipline
- Customer satisfaction
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders · 4 at stage one | 2 | 0 | — |
Contracting authority & participating public bodies
3 public bodies on the noticeConsortium members and other public bodies
- PHP LAW LLPProcess contact pointProcuring entityProcurement Consultant
- THE FIRST FEDERATION TRUSTContracting authorityPublic authority - sub-central government
Bidders & participating suppliers
1 commercial party on the notice- SHERWOODS (SW) LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender