Find a TenderAwardedContract details notice

Published 1 May 2025, 09:53 BST

Official UK procurement notice

Provision of Hard FM Services to City of York Council

Authority: York City Council (Local council)

ServicesOpen procedureAbove thresholdSME suitable

Sectors: Repair & Maintenance (50)Installation services (except software) (51)Business Services & Consultancy (79) Delivery: Yorkshire & Humber (UKE21)

Published estimate£1,250,000≈ £667k / year · 1 value update

Submissions closed 5 Sept 2025awarded 22 Oct 2025

Awarded to Geoffrey Robinson Limited

Contract term 3 yrsends 30 Sept 2028 · up to 30 Sept 2030 with extensions · starts 1 Oct 2025

What is being bought

Published requirement description

Procurement to appoint one contractor to deliver Hard FM services and associated works to 8 key City of York Council Buildings.

The authority expects to re-tender this requirement around 1 Sept 2029, 23:59 BST.

CPV: Building and facilities management services · Installation services (except software) · Repair and maintenance services

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEPublished value£1,250,000

Contract period: 1 Oct 2025 – 30 Sept 2028 (3 yrs) · up to 30 Sept 2030 with extensionsValue: £1,250,000 exc. VAT · £1,250,000 inc. VAT

Delivery: Yorkshire & HumberEligibility: SME eligible

Extensions: 2 x 12 month extensions will be available following satisfactory performance

50000000 Repair and maintenance services 51000000 Installation services (except software)79993000 Building and facilities management services

Pre-qualification & selection criteria (PQQ)2

Economic & financial standing
Please see tender documentation
Technical & professional ability
Please see tender documentation

What it takes to win
i
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 more

How bids were scored

Quality: 30%Price: 60%Social value: 10%

Published sub-criteria (8)

Mobilisation: 4%
Operations Team: 5%
Management of Subcontractors: 5%
Procurement of Materials: 4%
Quality Assurance: 6%
Health and Safety: 6%
Pricing: 60%
Social Value: 10%

Published award criteria (8)

Mobilisation
Operations Team
Management of Subcontractors
Procurement of Materials
Quality Assurance
Health and Safety
Social Value
Pricing

Conditions of participation2

Economic & financial standing
Please see tender documentation
Technical & professional ability
Please see tender documentation

What this means for your bid

Price carries 60 of 100 points: a 10% discount moves about 6 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: 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: Unspecified in notice
Recurring procurement: Yes · next expected 1 Sept 2029
First published: 1 May 2025, 09:53 BST
Last source update: 28 Nov 2025, 10:48 GMT
Award evaluation window: Submission end – 1 Oct 2025
Authority reference: 100474
FTS notice number: 2025/S 000-034695
Latest notice: Contract details notice (UK7)
Classification (CPV): Building and facilities management servicesInstallation services (except software)Repair and maintenance services
Delivery area: Yorkshire & Humber (UKE21)
Official registry OCID: ocds-h6vhtk-050afe Find a Tender
Contract terms summary: Please refer to tender documentation

How it was run

Official notice

Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply

Public notice page · account needed to bidElectronic submission allowedLanguage: EN

Access & registration note: Free · 5–10 minutes

Submission deadline: 5 Sept 2025, 12:00 BST
Clarification deadline: 22 Aug 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

yortender.eu-supply.com/login.asp ↗

Timeline

1 May 2025 → 28 Nov 2025 · 10 dates

Planning notice published
1 May 2025, 09:53 BST
Tender notice published
24 Jun 2025, 12:21 BST
Next notice expected
15 Jul 2025, 23:59 BST
Clarification questions by
22 Aug 2025, 12:00 BST
Submission deadline
5 Sept 2025, 12:00 BST
Contract starts387 days ago
1 Oct 2025, 00:00 BST
Award decision expected by386 days ago
1 Oct 2025, 23:59 BST
Assessment summaries sent366 days ago
22 Oct 2025, 00:00 BST
Standstill ends356 days ago
31 Oct 2025, 23:59 GMT
Latest notice published328 days ago
28 Nov 2025, 10:48 GMT

Notice history

12 events · 6 releases on Find a Tender · since 1 May 2025

Pipeline notice published
1 May 2025, 09:53 BST
UK1
Tender notice published
24 Jun 2025, 12:21 BST
UK4
Status changed to active
24 Jun 2025, 12:21 BST
Deadline published: 8 Aug 2025, 12:00 BST
24 Jun 2025, 12:21 BST
Tender notice published
30 Jul 2025, 15:18 BST
UK4
Deadline moved to 22 Aug 2025, 12:00 BST
30 Jul 2025, 15:18 BST
+14 days · was 8 Aug 2025, 12:00 BST
Tender notice published
14 Aug 2025, 09:12 BST
UK4
Deadline moved to 5 Sept 2025, 12:00 BST
14 Aug 2025, 09:12 BST
+14 days · was 22 Aug 2025, 12:00 BST
Contract award notice published
22 Oct 2025, 15:45 BST
UK6
Status changed to complete
22 Oct 2025, 15:45 BST
Contract signature expected
3 Nov 2025, 23:59 GMT
scheduled
Contract details notice published
28 Nov 2025, 10:48 GMT
UK7

Published amendments (2)

The tender deadline has been updated following an extension to this. The tender deadline is now 22nd August 2025 at 12 noon

The tender deadline has been extended to the 5th September 2025 at 12 Noon - this has meant a revision in the clarification deadline, and provisional award dates also.

Routine re-releases (6)

2025-07: 1 release · 30 Jul 2025
2025-06: 1 release · 24 Jun 2025
2025-05: 1 release · 1 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value (inc. VAT) £1,250,0001 award inc. VAT; no net value published

Bids received 5

Contracts signed 1latest 27 Nov 2025

Awarded to	Value	Date	Status
Geoffrey Robinson LimitedVCSE3 Nov 2025 – 9 Nov 2028 · up to 9 Nov 2030Extensions: 2 x 12 month extensions are available subject to satisfactory performance	£1,250,000 inc. VAT	22 Oct 2025	Awarded

Contracts

Provision of Hard FM Services to City of York Council · Geoffrey Robinson LimitedVCSE
Signed
27 Nov 2025
Value
£1,250,000 inc. VAT
Period
27 Nov 2025 – 2 Nov 2028 · up to 2 Nov 2030 with extensions
Status
active
Extensions
2 x 12 month extensions are available subject to satisfactory performance
No agreed KPIs: The contract is under £5 million so KPIs have not been published

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
5final-stage tenders	0	0	—

Contracting authority & participating public bodies

City of York Council

Contracting authorityPublic authority - sub-central government GB-PPON: PQVW-9426-LDJV West Offices, Station Rise, York, Yorkshire & Humber, YO1 6GAContact email

Bidders & participating suppliers

1 commercial party on the notice

GEOFFREY ROBINSON LIMITEDAwarded supplierGB-COH: 01042638GB-PPON: PDBN-7185-PQDT Macklin Avenue, Billingham, North East, TS23 4ETContact email

Official documents & specifications (7)

Official links; attachments are not copied

Tender pack and attachments

Bidding documents and specifications tenderBidding documents and specificationsTender documents can be found at https://yortender.eu-supply.com/login.asp?B=YORTENDER with the reference number 100474

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender28 Nov 2025, 10:48 GMT
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender22 Oct 2025, 15:45 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender14 Aug 2025, 09:12 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender30 Jul 2025, 15:18 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender24 Jun 2025, 12:21 BST
Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender1 May 2025, 09:53 BST