Official UK procurement notice
Providing Soft Facility Management Services to British Embassy in Kathmandu (Nepal)
Authority: Foreign, Commonwealth and Development Office (Central government)
What is being bought
Published requirement descriptionThe British Embassy (BE) in Kathmandu (Nepal) intends to engage a competent supplier through a competitive tender process for providing Soft Facility Management (FM) Services at the British Embassy office and Expat Residences in Kathmandu, Nepal. The contract will be initially for the duration of Three (03) years, with an option to extend for additional 24 months, based on satisfactory performance provided by the selected service provider and continued business requirement at the BE Kathmandu. The contract starts on 1 February 2026 and is set to expire on 31 January 2029.
- The authority expects to re-tender this requirement around 1 Jan 2030, 23:59 GMT.
CPV: Housekeeping services · Landscape gardening services · Pest-control services · Waste disposal site construction work
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£492,420
- Economic & financial standing
Suppliers/Bidders for this tender should be legally registered in Nepal with relevant trade and government bodies to operate in Nepal. Registered businesses should be compliant with various laws and regulations, including taxations, labour laws and other relevant laws/acts.
- Technical & professional ability
Please refer the documentation in the Tender Pack
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)
- Technical: 60%
- Commercial: 40%
Published award criteria (2)
- Technical: Technical Weightage of this lot is alloted 60% to technical and 40% to commercial
- Commercial: Technical Weightage of this lot is alloted 60% to technical and 40% to commercial
- Economic & financial standing
Suppliers/Bidders for this tender should be legally registered in Nepal with relevant trade and government bodies to operate in Nepal. Registered businesses should be compliant with various laws and regulations, including taxations, labour laws and other relevant laws/acts.
- Technical & professional ability
Please refer the documentation in the Tender Pack
- 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 2030
- First published
- 20 Jun 2025, 11:06 BST
- Last source update
- 25 Feb 2026, 11:09 GMT
- Award evaluation window
- Submission end – 23 Oct 2025
- Authority reference
CPG-12358-2025- FTS notice number
2025/S 000-052248- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area in notice
- Official registry OCID
ocds-h6vhtk-0550b7Find a Tender- Contract terms summary
Payment will be made monthly in arrears on actuals against valid invoices. Authority ensures payment to contractor within 30 days of receipt of invoice and other relevant documents (if required). All payments will be electronically transferred to bank account against the services delivered.
How it was run
Official notice- Submission deadline
- 29 Sept 2025, 17:00 BST
- Clarification deadline
- 12 Sept 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Your tender must be submitted via the FCDO's e-sourcing portal (fcdo.bravosolution.co.uk/web/login.html ↗) in accordance with the attached ITT Instructions. Tenders submitted by any other means will not be accepted. Please also note the requirement to register and submit commonly used information on the Central Digital Platform as described in the instructions for completing the invitation to tender.
Important information for all Potential Suppliers: In order to participate and gain access to the Invitation To Tender documentation in relation to this procurement, potential suppliers should access the FCDO's e-sourcing portal (link provided above). Once logged in, search for Project Refrence No. 12358. If a potential supplier is not registered on the portal, click the 'Click here to register!' button, and follow the on-screen instructions to complete registration.
Please note the portal operates a Two-Factor Authentication (2FA) login process and unregistered suppliers should read the guidance document available on the portal home page.
Registration take approximately 5 minutes and is free or charge.
Timeline
20 Jun 2025 → 25 Feb 2026 · 11 dates- Planning notice published20 Jun 2025, 11:06 BST
- Market engagement10 Jul 2025, 23:59 BST
An Early Market engagement is being planned on 10th July 2025. Suitable and interested suppliers are invited to participate in the virtual market engagement session. The prime objective of organising this session is to share our tentative requirements and gain understanding of what can be provided or achieved by the players in the Local Market. A presentation will be shared with suppliers which will include FCDO's procurement procedures, possible bid evaluation criteria and overall project timelines Interested suppliers should register their interest in participating this event by filling this form
forms.office.com/e/szxvN6b6En ↗
A joining link to this virtual/hybrid market engagement will be shared with suppliers who have completed this form, please ensure your details are shared with us (via the form) by 04th July 2025.
- Next notice expected21 Jul 2025, 23:59 BST
- Tender notice published29 Aug 2025, 07:42 BST
- Clarification questions by400 days ago12 Sept 2025, 17:00 BST
- Submission deadline383 days ago29 Sept 2025, 17:00 BST
- Award decision expected by358 days ago23 Oct 2025, 23:59 BST
- Contract starts320 days ago1 Dec 2025
- Assessment summaries sent311 days ago10 Dec 2025
- Standstill ends301 days ago19 Dec 2025, 23:59 GMT
- Latest notice published234 days ago25 Feb 2026, 11:09 GMT
Notice history
10 events · 4 releases on Find a Tender · since 20 Jun 2025- Preliminary market engagement notice published20 Jun 2025, 11:06 BSTUK2
- Tender notice published29 Aug 2025, 07:42 BSTUK4
- Published value updated to £492,42029 Aug 2025, 07:42 BSTwas £566,000
- Status changed to active29 Aug 2025, 07:42 BST
- Procurement method changed29 Aug 2025, 07:42 BST
- Deadline published: 29 Sept 2025, 17:00 BST29 Aug 2025, 07:42 BST
- Contract award notice published10 Dec 2025, 08:47 GMTUK6
- Status changed to complete10 Dec 2025, 08:47 GMT
- Contract signature expected22 Dec 2025, 23:59 GMTscheduled
- Contract details notice published25 Feb 2026, 11:09 GMTUK7
Routine re-releases (4)
- 2025-06: 1 release · 20 Jun 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Smart Cleaning Solution Pvt. Ltd.SMEProviding Soft Facilities Management Services to British Embassy in Kathmandu (Nepal)1 Feb 2026 – 31 Jan 2029 · up to 31 Jan 2031Extensions: The contract should commence on 1st February 2026 and will be valid for an initial period of three years, with the potential for an extension of up to 24 months from 1st February 2029, subject to a satisfactory annual performance review. | £596,813 | 10 Dec 2025 | Awarded |
Contracts
Providing Soft Facilities Management Services to British Embassy in Kathmandu (Nepal) · Smart Cleaning Solution Pvt. Ltd.SME
- Signed
- 30 Jan 2026
- Value
- £596,813
- Period
- 1 Feb 2026 – 31 Jan 2029 · up to 31 Jan 2031 with extensions
- Status
- active
- Extensions
- The contract should commence on 1st February 2026 and will be valid for an initial period of three years, with the potential for an extension of up to 24 months from 1st February 2029, subject to a satisfactory annual performance review.
6 agreed KPIs: Percentage of successful reactive services response and rectification times for all Services. · Adherence to agreed standards · Failure of planned service resulting in complaints …
- Percentage of successful reactive services response and rectification times for all Services., Duration time measured from when the Authority Helpdesk receives the job until rectification monitored against SLA of Authority.
- Adherence to agreed standards, British Embassy Kathmandu monitoring regime to confirm that works have been performed and delivered to the standard specified.
- Failure of planned service resulting in complaints, Adherence to be measured by the number of complaints about cleaning received by the Helpdesk
- Service provider security cleared staff attendance, Staff attendance figures measured against agreed requirements.
- Security Clearance for service provider staff, All service provider staff cleared to work at the British Embassy Nepal sites during mobilisation stage must be used for complete contract period (attritions rate). Cost of all clearing to be borne by service provider after mobilisation stage.
- Non-compliance with British Embassy Nepal Health and safety (H&S) standards * Inadequate PPE (personal protective equipment) * H&S with regards to operational compliance., Action points and reports to the Authority representative
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders | 0 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Smart Cleaning Solution Pvt. Ltd.Awarded supplier
Official documents & specifications (4)
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
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender