Official UK procurement notice
LBS Soft Facilities Management Services
Authority: London Borough of Sutton (Local council)
What is being bought2 lots · detail below
Published requirement descriptionThe London Borough of Sutton will be undertaking a procurement for the provision of soft facilities management services for its corporate estate.
The procurement will seek to appoint suitably experienced suppliers to deliver soft FM service across the authority's corporate buildings, including the Civic Offices, libraries and children's centres.
The London Borough of Sutton is structuring the procurement into two separate lots:
Lot 1 - Cleaning Services: estimated annual value = £1m
General day-to-day cleaning
Periodic cleaning
Window cleaning
Washroom and hygiene services
Confidential waste services
Supply and management of consumables, including:
User-end consumables
Contractor materials
Pest control services
Lot 2 - Security Services: estimated annual value = £500k
Static guarding at the Civic Offices
Mobile patrols
Opening and closing services
Keyholding
Estimated total annual value = £1,500,000.00 (excluding VAT).
- How the procedure runs: Suppliers wishing to participate in this Procurement should register their interest and complete the Procurement Specific Questionnaire (PSQ) on the portal by the deadline set out in this notice and the tender documents. As part of its Stage 1 submission, each Supplier must confirm whether it wishes to participate in: Lot 1 only Lot 2 only both Lot 1 and Lot 2 Suppliers will be assessed against the Conditions of Participation applicable to each Lot for which they have applied. Progression to Stage 2 will be determined separately for each Lot. Suppliers that pass all mandatory pass / fail questions will proceed to have their Technical Ability Scored PSQ questions evaluated and scored in line with the scoring matrix detailed in the Supplier Guidance and other tender documents. The 6-8 highest scoring suppliers will be shortlisted and invited to participate in the next stage of the procurement process. Where two or more suppliers achieve an equal score in sixth position, all such tied suppliers will be shortlisted. Supplier ranking is determined solely by final weighted PSQ evaluation scores. Further information is available in the tender pack.
CPV: Cleaning services · Facilities management services involving computer operation · Pest-control services · Security services
Lots and requirements (2)Procurement structure
2 lots · all with a published value (£1,500,000 together) · same evaluation weights on every lotLot #1Cleaning ServicesRenewalPublished value£1,000,000
Scope of Services
This sets out the general requirements of the service areas which includes:
General day to day cleaning
Day time cleaning services (including reactive)
Hygiene waste collection and disposal including feminine hygiene, sharps and nappy bins
Consumable provision (including End-user and contractors' materials)
External and Internal Window cleaning
Lot #2Security ServicesRenewalPublished value£500,000
Scope of Services:
The requirements of the service areas, which include:
Static physical security and front-of-house security services.
Mobile security patrols and alarm response services.
Alarm receiving and monitoring services.
Keyholding, lock-up, unlock and security checks.
Visitor, contractor, delivery and access control support.
Emergency response, incident support and business continuity support.
Patrol, incident, visitor, delivery, key and daily occurrence records.
Security reporting, audit, supervision and contract management.
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 award criteria (2)
- Quality: This procurement is a two-stage Competitive Flexible Procedure (under Section 20(4) of the Procurement Act 2023) conducted entirely via the ProContracts portal for Lot 1, Lot 2, or both: Stage 1 (Participation): Suppliers complete a Procurement Specific Questionnaire (PSQ) and Relevant Experience Questionnaire. Bids are assessed on a mandatory pass/fail basis followed by technical scoring. Stage 2 (Tender): The top 6-8 highest-scoring suppliers per Lot (including any tied in 6th place) are shortlisted to submit full tenders.
- Price
- 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
- 4 Jun 2026, 13:06 BST
- Last source update
- 11 Aug 2026, 12:02 BST
- Award evaluation window
- Submission end – 9 Dec 2026
- Authority reference
DN818238- FTS notice number
2026/S 000-073610- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06ad6eFind a Tender
- How it runs
Suppliers wishing to participate in this Procurement should register their interest and complete the Procurement Specific Questionnaire (PSQ) on the portal by the deadline set out in this notice and the tender documents.
As part of its Stage 1 submission, each Supplier must confirm whether it wishes to participate in:
Lot 1 only
Lot 2 only
both Lot 1 and Lot 2
Suppliers will be assessed against the Conditions of Participation applicable to each Lot for which they have applied. Progression to Stage 2 will be determined separately for each Lot.
Suppliers that pass all mandatory pass / fail questions will proceed to have their Technical Ability Scored PSQ questions evaluated and scored in line with the scoring matrix detailed in the Supplier Guidance and other tender documents.
The 6-8 highest scoring suppliers will be shortlisted and invited to participate in the next stage of the procurement process. Where two or more suppliers achieve an equal score in sixth position, all such tied suppliers will be shortlisted. Supplier ranking is determined solely by final weighted PSQ evaluation scores.
Further information is available in the tender pack.
How it was run
Official notice- Requests to participate (first stage)
- 9 Sept 2026, 12:00 BST
- Submission deadline
- 9 Sept 2026, 12:00 BST
- Clarification deadline
- 20 Aug 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
4 Jun 2026 → 1 Apr 2027 · 8 dates- Planning notice published144 days ago4 Jun 2026, 13:06 BST
- Market engagement133 days ago15 Jun 2026, 23:59 BST
Joining Instructions
Engagement Event Details:
Date: 15th June 2026
Format: FACE to FACE supplier engagement event
Location: Civic Offices, St Nicholas Way, Sutton, SM1 1EA
The event is expected to be divided into:
Morning session - Cleaning Services
Afternoon session - Security Services
Further details regarding timings, registration and attendance will be provided to interested parties.
PLEASE NOTE - TWO ATTENDEES PER COMPANY.
To book a place for the in person Market Engagement please register using the link below - Market Engagement Registration Form:
- Tender notice published83 days ago4 Aug 2026, 11:41 BST
- Latest notice published76 days ago11 Aug 2026, 12:02 BST
- Clarification questions by67 days ago20 Aug 2026, 12:00 BST
- Submission deadline47 days ago9 Sept 2026, 12:00 BST
- Today27 Oct 2026
- Award decision expected byin 43 days9 Dec 2026, 23:59 GMT
- Contract startsin 155 days1 Apr 2027, 00:00 BST
Notice history
6 events · 4 releases on Find a Tender · since 4 Jun 2026- Preliminary market engagement notice published4 Jun 2026, 13:06 BSTUK2
- Tender notice published4 Aug 2026, 11:41 BSTUK4
- Status changed to active4 Aug 2026, 11:41 BST
- Procurement method changed4 Aug 2026, 11:41 BST
- Tender notice published5 Aug 2026, 12:56 BSTUK4
- Tender notice published11 Aug 2026, 12:02 BSTUK4
Published amendments (1)
To make clear that the £1m for Lot 1 and £500k for Lot 2 are the estimated annual contract values.
Routine re-releases (4)
- 2026-06: 1 release · 4 Jun 2026
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender