Provision of Hard Facilities Management Services (Hard FM)

Introduction The Contracting Authority North West Ambulance Service NHS Trust is an Ambulance Trust providing Paramedic Emergency Services (PES), non-emergency Patient Transport Services (PTS) and 111 Services to a population of more than seven million across an area of 5,400 square miles. The North West region covers the areas of Greater Manchester, Cheshire and Mersey, Lancashire and Cumbria. Our headquarters is based in Greater Manchester but our services cover the whole region with three emergency operations centres, three area offices, five NHS 111 sites, one support centre, two patient control rooms, two hazardous area response team (HART) buildings and more than 100 ambulance stations. This large region combines both urban and rural areas which presents a range of challenges for the Trust and its staff. As a Trust, NWAS: • Receives approximately 1.7 million 999 calls and respond to over a million emergency incidents each year. • Makes more than 1.3 million patient transport journeys every year for those who require non-emergency transport to and from healthcare appointments. • Delivers the NHS 111 service across the region for people who need medical help or advice, handling more than 1.7 million calls every year. • Employs around 7,074 staff in over 300 different roles. • Has over 1,000 emergency and non-emergency vehicles operating across the North West. • Have an annual budget of £473 million. North West Ambulance Service NHS Trust (NWAS) is undertaking a strategic review of its estate maintenance and engineering services with the objective of transitioning from the current reactive Measured Term Contract (MTC) arrangement to a fully integrated Hard Facilities Management (Hard FM) contract. This pre-market engagement exercise is intended to inform the Trust's procurement strategy, understand market capability, and gather supplier feedback regarding the proposed scope, delivery model, innovation opportunities, and commercial structure. The Trust welcomes engagement from experienced Hard FM providers capable of delivering a safe, compliant, efficient, and customer-focused service across a geographically diverse healthcare estate. Background The current service model is primarily focused on reactive maintenance and statutory compliance activities. Whilst this approach has supported operational requirements, NWAS is seeking to develop a more strategic estate management model that: • Improves asset reliability and resilience. • Reduces reactive maintenance demand. • Enhances statutory compliance assurance. • Supports estate lifecycle planning. • Delivers value for money. • Delivers efficiencies • Improves service consistency across the estate. • Supports sustainability and NHS Net Zero objectives. The future contract is expected to provide an integrated Hard FM solution that aligns with NHS estate management best practice. NWAS Estate Overview The Trust operates across 5,400 square miles, from Crewe to as far north as Carlisle, serving over 7.5 million residents. We currently have 126 sites with an occupied floor area of 37,971 m². The estate portfolio includes: Cheshire and Merseyside • Ambulance stations • Fleet maintenance facilities • Operational support facilities • Emergency operations facilities • Emergency Operations Centres Greater Manchester • Ambulance stations • Emergency operations facilities • Fleet maintenance facilities • Operational support facilities • Emergency Operations Centres Lancashire and Cumbria • Ambulance stations • Rural response facilities • Fleet maintenance facilities • Operational support premises • Emergency Operations Centres Headquarters and Strategic Sites • Corporate offices • Education and training facilities • HART (Hazardous area Response Teams) The estate includes both owned and leased properties varying in age, size, complexity and operational criticality. Example of Reactive call quantities In the last 12 months there were approximately 3,355 recorded reactive issues dealt with, of which 149 were out of hours call outs. These where split into the following geographical areas: • Cheshire & Mersey - 1172 • Cumbria & Lancashire - 971 • Greater Manchester - 1212 Historic spend data Planned Maintenance 2023/24 £590,370.00 2024/25 £666,244.00 2025/26 £658,890.00 Reactive Maintenance 2023/24 £1,899,711.00 2024/25 £1,979,029.00 2025/26 £1,824,708.00 The Trust also incurred capital expenditure of more than £1 million during the last financial year. However, this figure may fluctuate from year to year depending on the allocated capital budget. Proposed Contract Objectives The Trust is seeking market feedback on the delivery of a single integrated Hard FM contract designed to: • Maintain a safe and compliant estate. • Deliver planned preventative maintenance. • Reduce reactive maintenance activity. • Improve asset performance. • Provide robust compliance reporting. • Support capital planning and lifecycle management. • Deliver measurable performance improvements. • Introduce innovation and digital solutions. • Improve operational resilience. • Deliver efficiencies, value for money and savings. Indicative Scope of Services The future contract may include: Mechanical Services • HVAC systems • Heating systems • Water systems • Pressure systems • Ventilation systems • Air conditioning systems Electrical Services • LV distribution systems • Lighting systems • Lifts • Standby power systems • Electrical distribution and emergency switching systems • UPS systems • EV charging infrastructure • Ambulance equipment charging systems Building Fabric • Roofing • Doors and shutters • Internal fabric • External fabric • Drainage systems Statutory Compliance • Water hygiene management • Portable Appliance testing • Fire systems maintenance • Emergency lighting Testing • Pressure systems inspections • Electrical Fixed wire testing • Lifting equipment inspections Specialist Systems • Building Management Systems • Security systems • Access control • CCTV • Intruder alarms Additional Services • 24/7 helpdesk • Asset management • Lifecycle planning • Minor works • Project delivery • Energy management support • Compliance management systems Geographic Delivery Requirements The Trust seeks a provider capable of delivering services across all NWAS operational areas, including: • Greater Manchester • Cheshire • Merseyside • Lancashire • Cumbria The provider must demonstrate: • Appropriate regional coverage. • Mobilisation capability. • Emergency engineer and management response arrangements 24/7. • Local supply chain resilience. • Availability of suitably qualified personnel. Technology and Innovation NWAS is interested in understanding market capability regarding: • CAFM systems • Mobile workforce solutions • Predictive maintenance technologies • IoT monitoring • Compliance dashboards • Asset lifecycle modelling • Energy performance analytics • Carbon reduction initiatives Social Value, Carbon Reduction, Sustainability & Business Continuity Planning The Trust expects suppliers to support the North West Ambulance Service in its aim to achieve relevant targets. • Local employment opportunities. • Apprenticeships and skills development. • SME engagement. • Community investment. • Equality, diversity and inclusion initiatives. • Environmental sustainability. • Carbon reduction commitments. Commercial Considerations NWAS is seeking market feedback regarding: • Fixed price service models. • Performance-based mechanisms. • Open book arrangements. • Gainshare opportunities. • Lifecycle investment models. • Contract duration options. • Mobilisation requirements.