Official UK procurement notice
SBC0425 Soft Facilities Management Contract - Corporate Estate Provision of Cleaning and Physical Security Services
Authority: Stevenage Borough Council (Local council)
What is being bought
Published requirement descriptionStevenage Borough Council is seeking suitable Suppliers to tender for a Soft Facilities Management Contract for the provision of Cleaning and Physical Security Services for its Corporate Estate. It also includes the provision of ‘end-user’ consumables and ‘Hygiene’ bin Services.
This procurement is for the tendering of a contract which will include provision for a range of planned and reactive cleaning services for approximately ten corporately managed sites within the Borough. The exact nature and location of each property will be outlined in the Site-Specific details document (which is contained in the draft ITT pack issued for information with this PSQ). The properties range from offices, a bus interchange centre through to a museum. There are some additional properties which are included for the ‘hygiene’ bin service only.
Two of the main sites have a requirement for physical security services, Daneshill House on Monday – Friday normal working hours and for the indoor market at weekends only. There is a potential ad hoc service requirement on both service areas.
There is a mandatory minimum annual turnover requirement of £800,000 for this contract. Suppliers must have experience of delivering similar services in contracts of comparable size, scope, and complexity. Public sector experience is desirable but not essential.
The requirement is for is a single contract only without ‘lots’ for the purposes of streamlined management and resourcing for the Council. Sub-contracting is permitted however a single lead contractor is responsible for the delivery of the contract in its entirety. Due to the ratio of cleaning being the core service, the lead contractor is required to directly deliver the cleaning element.
Security Industry Council accreditation is mandatory for the Supplier and their staff (or sub-contractor).
Suppliers wishing to take part in this project are invited to “express interest” which will give access to the full procurement documents in the e-tendering system.
You must complete and submit a Pre Selection Questionnaire (PSQ) by the deadline on the portal in-tendhost.co.uk/supplyhertfordshire/… ↗
Any questions relating to this tender must be made via correspondence on the website, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.
Please allow sufficient time to make your return as late returns will not be permitted by the system.
- The authority expects to re-tender this requirement around 2 Apr 2030, 00:59 BST.
- How the procedure runs: This procurement is being conducted under the Procurement Act 2023, using a Competitive Flexible Procedure. The process is structured into three stages: • Stage 1 & 2– Conditions of Participation (PSQ stage): This Procurement Specific Questionnaire (PSQ) is used to assess suppliers against the Council’s conditions of participation consisting of Pass/Fails and also scored project specific questions. We anticipate a maximum of eight Suppliers to be invited to the tender stage; however, we reserve the right to invite more should the scoring be very close. • Stage 3 – Invitation to Submit Tenders: The selected suppliers following the PSQ stage who meet the conditions of participation and are the highest ranked may be invited to submit a full tender. Tenders will be assessed against the published award criteria, which will include quality, price, and social value considerations. Draft tender documents, including the specification and contract, are provided at this stage to support transparency and early market understanding. The Council reserves the right to amend or clarify elements of the procurement in accordance with the Procurement Act 2023.
CPV: Cleaning and sanitation services · Cleaning products · Cleaning services · Facilities management services · Guard services · Security services
The lotProcurement structure
single lot · value publishedWhat 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).
- Simple description: Price weighting - 50% Quality weighting - 40% Social Value Weighting– 10%
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
- 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 2 Apr 2030
- First published
- 8 Apr 2025, 14:54 BST
- Last source update
- 27 Jul 2026, 17:52 BST
- Award evaluation window
- Submission end – 10 Dec 2025
- Authority reference
CCD01574- FTS notice number
2025/S 000-048193- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051514Find a Tender
- How it runs
This procurement is being conducted under the Procurement Act 2023, using a Competitive Flexible Procedure.
The process is structured into three stages:
- Stage 1 & 2– Conditions of Participation (PSQ stage): This Procurement Specific Questionnaire (PSQ) is used to assess suppliers against the Council’s conditions of participation consisting of Pass/Fails and also scored project specific questions.
We anticipate a maximum of eight Suppliers to be invited to the tender stage; however, we reserve the right to invite more should the scoring be very close.
- Stage 3 – Invitation to Submit Tenders: The selected suppliers following the PSQ stage who meet the conditions of participation and are the highest ranked may be invited to submit a full tender. Tenders will be assessed against the published award criteria, which will include quality, price, and social value considerations.
Draft tender documents, including the specification and contract, are provided at this stage to support transparency and early market understanding. The Council reserves the right to amend or clarify elements of the procurement in accordance with the Procurement Act 2023.
- Risks
Known Risk - Local Government Re-Organisation
The Council may be subject to reorganisation under legislation introduced in relation to Local Government Reorganisation. In those circumstances there may be instances where repetitious or duplicated agreements become difficult or burdensome to continue with. In those circumstances, the contract that tenderers enter into will be subject to a provision that will allow the Council to terminate or curtail the contract if it would be prudent to do so.
For more information see Devolution and Local Government Reorganisation - eu-west-1.protection.sophos.com ↗
How it was run
Official notice- Requests to participate (first stage)
- 15 Sept 2025, 12:00 BST
- Submission deadline
- 15 Sept 2025, 12:00 BST
- Clarification deadline
- 1 Sept 2025, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
8 Apr 2025 → 6 Aug 2026 · 11 dates- Planning notice published8 Apr 2025, 14:54 BST
- Market engagement30 Apr 2025, 00:59 BST
Stevenage Borough Council invite suitable companies that provide Soft Facilities Management Services to attend an engagement session at Stevenage Borough Council, Ingelheim Lounge on the 1st floor, Daneshill House, Danestrete, Stevenage, SG1 1HN on Tuesday 29th April. The event will run from 10:00 a.m. to 13:00 p.m.
A market engagement presentation pack will be available for you to download, and this outlines the details of the opportunity, services required, and the social value and procurement process.
Members of the Council’s Facilities Management, Procurement, and Social Value teams will be in attendance to discuss the details of the opportunity, services required and the procurement process.
Please note that the market engagement session will not be via a presentation. The session will be via a “drop in” session where attendees will have the opportunity to ask questions on a one-to-one basis. Dependant on market interest you may be allocated a specific time slot to “drop in.”
Organisations wishing to attend the market engagement session are requested to register their interest via the correspondence function on the portal by 12pm Wednesday 23rd April 2025. Please ensure you include the names and job titles of the attendees (max of 2 attendees per company) and a contact telephone number and email address. The Council will then issue a confirmation. Bidders will not be able to join the session if they have not had a confirmation from the Council.
Organisations must ensure that access to the system is available to their representatives dealing with the contract and that this contact is updated as and when required. The Council will not be liable for the lack of delegated access within the organisation and will not directly send any documentation or communication regarding the opportunity, as this shall only be exclusively available through the portal. Organisations are responsible for allowing sufficient time to submit their interest. The Council accepts no liability whatsoever for tenders that are not submitted due to internet connectivity issues, transmission delays or errors.
- Next notice expected27 May 2025, 00:59 BST
- Tender notice published12 Aug 2025, 17:23 BST
- Clarification questions by1 Sept 2025, 23:59 BST
- Submission deadline15 Sept 2025, 12:00 BST
- Award decision expected by322 days ago10 Dec 2025, 23:59 GMT
- Contract starts211 days ago1 Apr 2026, 00:00 BST
- Assessment summaries sent94 days ago27 Jul 2026, 00:00 BST
- Latest notice published93 days ago27 Jul 2026, 17:52 BST
- Standstill ends83 days ago6 Aug 2026, 23:59 BST
Notice history
8 events · 4 releases on Find a Tender · since 8 Apr 2025- Preliminary market engagement notice published8 Apr 2025, 14:54 BSTUK2
- Tender notice published12 Aug 2025, 17:23 BSTUK4
- Status changed to active12 Aug 2025, 17:23 BST
- Procurement method changed12 Aug 2025, 17:23 BST
- Tender notice published13 Aug 2025, 11:09 BSTUK4
- Contract award notice published27 Jul 2026, 17:52 BSTUK6
- Status changed to complete27 Jul 2026, 17:52 BST
- Contract signature expected7 Aug 2026, 23:59 BSTscheduled
Published amendments (1)
Procurement Description amended - "Security Industry Council" changed to "Security Industry Authority"
Routine re-releases (4)
- 2025-04: 1 release · 8 Apr 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SBFM Limited1 Sept 2026 – 31 Aug 2029 · up to 31 Aug 2031Extensions: The option to extend up to a further 2 years (through two 12 month extensions) · Options: The contract has to option to add or remove sites as necessary if the corporate estate changes during the term of the contract | £2,000,000 | 23 Jul 2026standstill to 6 Aug 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- SBFM LtdAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications All documents are available from the portal as per the web address above
Notices published for this procedure
- Contract award notice Contract award 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