Official UK procurement notice
Hard Facilities Management (FM) Services
Authority: Royal Berkshire Fire Authority (Police & fire)
What is being bought
Published requirement descriptionRoyal Berkshire Fire Authority is carrying out a procurement of Hard Facilities Management (FM) Services using Competitive Flexible Procedure under Procurement Act 2023. The Competitive Flexible Procedure will be conducted in two (2) stages as detailed in the associated tender document. The value of the contract is 4.5 million exclusive of VAT and £5.4 million inclusive of VAT.
The Authority undertook preliminary market engagement. This market engagement aimed to test deliverability, gather feedback on potential scope and delivery model, and identify any barriers to participation. Key themes raised included:
- Data & Systems - The need for accurate asset and reactive maintenance data to support pricing, and clarity on CAFM provision and client access.
- Scope Clarity - Clarification of service scope, including the split between PPM, reactive maintenance, and minor/project works.
- Commercial Model - The pre-authorised threshold was considered low; suppliers suggested increasing it or using pre-priced task schedules.
- Delivery Model - Clarity on direct delivery versus subcontracting with a preference for in house out of hours services.
- KPIs & Performance - Support for KPI driven performance, with requests for clearer definitions (particularly emergency response and documentation requirements) inclusion of worked examples, and alignment with realistic certification timeframes.
- Mobilisation - Concerns were raised regarding procurement timelines, with suppliers requesting sufficient tender periods and clear mobilisation expectations.
- Asset Management - A defined approach to asset tagging and ongoing data management, including handling of missing assets.
- Compliance & Security - Clear requirements for security processes (e.g. DBS checks and site inductions) and contractor compliance.
- TUPE - Confirmation of the TUPE position to reduce uncertainty.
Tender Documentation - Request for a clear pricing matrix and early visibility of pricing templates.
Feedback from the market has been considered and reflected in the draft specification, pricing approach, evaluation model and procurement programme. These documents are provided alongside this PSQ for information purposes to support early understanding of the Authority's requirements.
The Authority has not attach the JCT terms and conditions as part of the tender package. The Authority will upload the draft JCT documents before the start of the ITT stage.
In accordance with Section 83 - Conflicts assessment , subsection (5)(c), the Authority has prepared a conflict assessment.
- How the procedure runs: The Competitive Flexible Procedure will be conducted in two (2) stages as detailed in the associated tender documents. Stage 1: The Participation and Shortlisting Stage The Participation and Shortlisting stage is the first stage in the tendering procedure in which Suppliers are assessed. At this stage, Suppliers wishing to participate in the tendering procedure must complete and return the Participation and Shortlisting Questionnaire (PSQ). The other tender response documents, which are provided as part of the Associated Tender Documents are for information purposes, and do not need to be submitted at this stage. On receipt of completed PSQs from Suppliers, the Authority will first assess each Supplier's response to the Conditions for Participation, to determine whether the Supplier meets minimum requirements and standards to qualify to tender for the Proposed Contract. Suppliers failing to meet the minimum Conditions for Participation will immediately be disqualified from the procedure at this point. Any Supplier so disqualified will be notified of this, including a statement of the reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure. Qualified Suppliers meeting the Conditions for Participation shall then have their responses to the Shortlisting Criteria assessed and scored. The Authority will form an evaluation panel consisting of subject matter experts for this purpose. The evaluation panel will assess each Qualified Supplier's responses to the Shortlisting Criteria, in accordance with the published Marking Scheme. The five (5) Suppliers achieving the highest scores in respect of the Shortlisting Criteria will advance to the next stage (tender stage) and will be issued with a notification informing them that they have been shortlisted. Qualified Suppliers whose scores in respect of the Shortlisting Criteria do not place them within the highest five (5) shall be de-selected at this point. They will be notified of this, including a statement of reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure. All Qualified Suppliers, including both those proceeding to the next stage and those being de-selected, will receive a notification which will include details of their scores in respect of the Shortlisting Criteria, and feedback on the scores obtained. Stage 2: The Tender Stage Suppliers who have already successfully qualified, and have been shortlisted, at the Participation and Shortlisting stage of this tendering procedure, will be invited to complete and return a Tender Submission. The Tender Submission consists of two main parts. These are a: Quality Response; and Price Response; Both should be submitted using the Response templates provided in the Associated Tender Documents. The associated tender documents can be accessed through the In-Tend portal: https://sell2.in-tend.co.uk/blpd/home
CPV: Building and facilities management services · Repair and maintenance services of electrical and mechanical building installations
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£4,500,000
- Economic & financial standing
information is provided in the PSQ document itself.
Q. No. Question
15 Financial Standing
16 Insurance
17 Modern Slavery Act 2015 - Transparency Requirements
18 Sexual Harassment Policy
19 Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP)
20 Mandatory Certification
- Technical & professional ability
Q. No. Question
S.1.1 - S.1.3 Relevant Experience and Contract Examples
S.2.1 Quality Management
S.2.2 Contract Management
S.2.3 Health and Safety
- Condition of participationshortlisting
Refer to the associated tender documents for the criteria.
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 (2)
- Quality evaluation: 50%
- Price: 50%
Published award criteria (2)
- Quality evaluation: The Award Criteria for this Competitive Flexible Procedure, and their weightings, are as follows: Award Criteria Weighting Quality - overall weighting 45% Q.1 Contract Management 11% Q.2 Service Delivery 13% Q.3 Health & Safety 11% Q.4 Mobilisation 6% Q.5 Innovation and Sustainability 4% Total: 45% Social Value - overall weighting 5% S.1 Social Value 5% Total: 5% Price - overall weighting 50% P.1 Price Matrix 50% Total: 50%
- Price: Refer to the associated tender documents for pricing information and pricing evaluation description.
- Economic & financial standing
information is provided in the PSQ document itself.
Q. No. Question
15 Financial Standing
16 Insurance
17 Modern Slavery Act 2015 - Transparency Requirements
18 Sexual Harassment Policy
19 Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP)
20 Mandatory Certification
- Technical & professional ability
Q. No. Question
S.1.1 - S.1.3 Relevant Experience and Contract Examples
S.2.1 Quality Management
S.2.2 Contract Management
S.2.3 Health and Safety
- Condition of participationshortlisting
Refer to the associated tender documents for the criteria.
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- 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
- 11 Mar 2026, 17:05 GMT
- Last source update
- 16 Apr 2026, 17:35 BST
- Award evaluation window
- Submission end – 23 Jul 2026
- Authority reference
1645- FTS notice number
2026/S 000-034909- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0667b1Find a Tender
- How it runs
The Competitive Flexible Procedure will be conducted in two (2) stages as detailed in the associated tender documents.
Stage 1: The Participation and Shortlisting Stage
The Participation and Shortlisting stage is the first stage in the tendering procedure in which Suppliers are assessed.
At this stage, Suppliers wishing to participate in the tendering procedure must complete and return the Participation and Shortlisting Questionnaire (PSQ). The other tender response documents, which are provided as part of the Associated Tender Documents are for information purposes, and do not need to be submitted at this stage.
On receipt of completed PSQs from Suppliers, the Authority will first assess each Supplier's response to the Conditions for Participation, to determine whether the Supplier meets minimum requirements and standards to qualify to tender for the Proposed Contract. Suppliers failing to meet the minimum Conditions for Participation will immediately be disqualified from the procedure at this point. Any Supplier so disqualified will be notified of this, including a statement of the reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure.
Qualified Suppliers meeting the Conditions for Participation shall then have their responses to the Shortlisting Criteria assessed and scored. The Authority will form an evaluation panel consisting of subject matter experts for this purpose. The evaluation panel will assess each Qualified Supplier's responses to the Shortlisting Criteria, in accordance with the published Marking Scheme.
The five (5) Suppliers achieving the highest scores in respect of the Shortlisting Criteria will advance to the next stage (tender stage) and will be issued with a notification informing them that they have been shortlisted. Qualified Suppliers whose scores in respect of the Shortlisting Criteria do not place them within the highest five (5) shall be de-selected at this point. They will be notified of this, including a statement of reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure.
All Qualified Suppliers, including both those proceeding to the next stage and those being de-selected, will receive a notification which will include details of their scores in respect of the Shortlisting Criteria, and feedback on the scores obtained.
Stage 2: The Tender Stage
Suppliers who have already successfully qualified, and have been shortlisted, at the Participation and Shortlisting stage of this tendering procedure, will be invited to complete and return a Tender Submission.
The Tender Submission consists of two main parts. These are a:
Quality Response; and
Price Response;
Both should be submitted using the Response templates provided in the Associated Tender Documents.
The associated tender documents can be accessed through the In-Tend portal: sell2.in-tend.co.uk/blpd/home ↗
How it was run
Official notice- Requests to participate (first stage)
- 11 May 2026, 14:00 BST
- Submission deadline
- 11 May 2026, 14:00 BST
- Clarification deadline
- 30 Apr 2026, 14:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Tender documents can be accessed through the In-Tend portal using this link: sell2.in-tend.co.uk/blpd/home ↗ .
All correspondence should be directed through the In-Tend portal and in line with the instruction on the associated tender documents.
Timeline
11 Mar 2026 → 1 Oct 2026 · 7 dates- Planning notice published224 days ago11 Mar 2026, 17:05 GMT
- Market engagement203 days ago1 Apr 2026, 23:59 BST
The market engagement is being organised in Royal Berkshire Authority's HQ, Newsham Court, Pincents Kiln, Calcot, Reading, RG31 7SD. To participate in the market engagment email [email protected] with your organisation's name, contact information of the person attending the market engagment. The market engagement is being conducted on 30th March 2026. Due to staff and venue availability the Authority cannot accommodate request for alternative date or time.
- Tender notice published188 days ago16 Apr 2026, 17:35 BST
- Clarification questions by175 days ago30 Apr 2026, 14:00 BST
- Submission deadline164 days ago11 May 2026, 14:00 BST
- Award decision expected by90 days ago23 Jul 2026, 23:59 BST
- Contract starts21 days ago1 Oct 2026, 00:00 BST
Notice history
5 events · 2 releases on Find a Tender · since 11 Mar 2026- Preliminary market engagement notice published11 Mar 2026, 17:05 GMTUK2
- Tender notice published16 Apr 2026, 17:35 BSTUK4
- Published value published: £4,500,00016 Apr 2026, 17:35 BST
- Status changed to active16 Apr 2026, 17:35 BST
- Procurement method changed16 Apr 2026, 17:35 BST
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications https://sell2.in-tend.co.uk/blpd/home
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender