Official UK procurement notice
Total Facilities Management · UK public procurement notice
Authority: Essex County Council (Local council)
What is being bought
Published requirement descriptionEssex County Council ("the Authority") sought to procure a strategic supplier to deliver Total Facilities Management (TFM) services across its sites within the Greater Essex area. The successful supplier will be responsible for the integrated delivery of both Hard and Soft FM services, Business Services, as well as Programme Office & Works, supporting the Authority's ambition to modernise, improve service quality, and drive value across its estate.
Scope of Services including but not limited to:
Hard FM & Soft FM
Programme Office & Works
Business Services
Please note the Service Commencement Date is 1st of April 2027.
- How the procedure runs: This procurement is conducted under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023 and Procurement Regulations 2024. The process is designed to ensure transparency, fairness, and value for money through a structured multi-stage approach. Stage 1: Pre-Selection Questionnaire (PSQ) Interested suppliers are invited to submit a PSQ, which will be assessed against published criteria. Responses will be scored using a weighted methodology. Evaluation will include mandatory and minimum standards. Suppliers failing to meet these standards may be excluded. The five highest scoring suppliers will be selected to the Invitation to Tender (ITT) stage. Stage 2: Invitation to Tender (ITT) Selected suppliers will be invited to submit initial tenders based on the Authority's requirements. Tenders will be scored and ranked. The Authority reserves the right to award the contract based on initial tenders without entering into negotiation. Stage 3: Negotiation Phase Structured negotiations will be held to refine proposals and improve value. Meetings will take place in person at County Hall. Each supplier may bring up to three attendees. A shared agenda will be issued two weeks in advance, only listed topics may be discussed. Following negotiations, refinements may be made to tender documents and/or evaluation criteria. Any changes will be proportionate, transparent, and communicated to all remaining suppliers. Stage 4: Final Tender Submission (Best and Final Offer - BAFO) Suppliers will be invited to submit a Best and Final Offer. Responses will be evaluated against Technical, Social Value, and Commercial criteria. Scoring will follow published methodologies and weightings. Minimum scores apply to certain questions; failure to meet these may result in exclusion. Supplier Selection and Contract Award The contract will be awarded to the supplier offering the most advantageous tender. A Preferred Supplier Stage may be included prior to formal award. The award will follow standard procedures, including a standstill period and publication of the award notice. Bidder Engagement Events To support supplier understanding and readiness, two engagement events are planned: Bidder Day 1 - 08/12/2025 A virtual Town Hall session via Microsoft Teams providing an overview of the procurement scope and procedure, with an opportunity for Q&A. Bidder Day 2 - TBC A second engagement event including a further virtual Town Hall session and site visits to offer deeper insight into the operational environment and specific requirements. The second Bidder Day will take place following the release of the ITT.
CPV: Building and facilities management services · Building completion work · Building installation work · Repair and maintenance services of building installations · Roof works and other special trade construction works
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£800,000,000
- Economic & financial standing
There are Legal and Financial capacity conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority's eSourcing system, ProContract, procontract.due-north.com/Login ↗.
- Technical & professional ability
There are Technical ability conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority's eSourcing system, ProContract, procontract.due-north.com/Login ↗.
- Condition of participationshortlisting
Supplier Selection Criteria - Stage 1 PSQ
Suppliers are evaluated through a combination of Pass/Fail, Information Only, and Scored questions. The scored questions are used to rank bidders and determine who progresses to the next stage.
The following scored criteria are applied, each with a defined weighting and minimum score requirement:
Relevant Experience and Contract Examples
Suppliers must demonstrate delivery of large-scale Total Facilities Management contracts or provide an explanatory statement of capability.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Smaller
Evidence of supporting clients to right-size their estate effectively.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Better
Approach to continuous improvement, supported by relevant examples.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Greener
Collaboration with customers to support environmental goals.
Weighting: 10%
Minimum Score: 2 out of 5
Strategy - Value for Money
Demonstration of cost-saving initiatives and value for money delivery.
Weighting: 20%
Minimum Score: 2 out of 5
Sub-contracting - Supply Chain Management
Statement on managing a healthy supply chain or confirmation of no sub-contracting.
Weighting: 10%
Minimum Score: 2 out of 5
Each scored question is evaluated on a scale from 0 to 5.
The weighted score for each question is calculated using the following equation:
Weighted Score = (Bidder Score ÷ 5) × Question Weighting
The total weighted scores across all scored questions are summed to produce a final score used to rank bidders.
Selection to Tender:
The top five ranked bidders will be invited to Stage 2: Invite to Tender (ITT).
If fewer than five meet the minimum requirements, the Authority may proceed with fewer.
In the event of a tie for fifth place, all tied bidders will be invited, meaning more than five may progress.
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 (3)
- Technical Offer: 45%
- Financial: 50%
- Social Value: 5%
Published award criteria (3)
- Financial
- Technical Offer
- Social Value
- Economic & financial standing
There are Legal and Financial capacity conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority's eSourcing system, ProContract, procontract.due-north.com/Login ↗.
- Technical & professional ability
There are Technical ability conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority's eSourcing system, ProContract, procontract.due-north.com/Login ↗.
- Condition of participationshortlisting
Supplier Selection Criteria - Stage 1 PSQ
Suppliers are evaluated through a combination of Pass/Fail, Information Only, and Scored questions. The scored questions are used to rank bidders and determine who progresses to the next stage.
The following scored criteria are applied, each with a defined weighting and minimum score requirement:
Relevant Experience and Contract Examples
Suppliers must demonstrate delivery of large-scale Total Facilities Management contracts or provide an explanatory statement of capability.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Smaller
Evidence of supporting clients to right-size their estate effectively.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Better
Approach to continuous improvement, supported by relevant examples.
Weighting: 20%
Minimum Score: 2 out of 5
Strategy - Greener
Collaboration with customers to support environmental goals.
Weighting: 10%
Minimum Score: 2 out of 5
Strategy - Value for Money
Demonstration of cost-saving initiatives and value for money delivery.
Weighting: 20%
Minimum Score: 2 out of 5
Sub-contracting - Supply Chain Management
Statement on managing a healthy supply chain or confirmation of no sub-contracting.
Weighting: 10%
Minimum Score: 2 out of 5
Each scored question is evaluated on a scale from 0 to 5.
The weighted score for each question is calculated using the following equation:
Weighted Score = (Bidder Score ÷ 5) × Question Weighting
The total weighted scores across all scored questions ar…
- 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
- 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
- Unspecified in notice
- First published
- 20 May 2025, 16:21 BST
- Last source update
- 6 Oct 2026, 14:43 BST
- Award evaluation window
- Submission end – 15 Oct 2026
- Authority reference
E001PA- FTS notice number
2025/S 000-076514- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05195fFind a Tender- Contract terms summary
30 Days of invoice with option to use the Accelerate Rebate options to reduce payment term.
- How it runs
This procurement is conducted under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023 and Procurement Regulations 2024. The process is designed to ensure transparency, fairness, and value for money through a structured multi-stage approach.
Stage 1: Pre-Selection Questionnaire (PSQ)
Interested suppliers are invited to submit a PSQ, which will be assessed against published criteria. Responses will be scored using a weighted methodology. Evaluation will include mandatory and minimum standards. Suppliers failing to meet these standards may be excluded.
The five highest scoring suppliers will be selected to the Invitation to Tender (ITT) stage.
Stage 2: Invitation to Tender (ITT)
Selected suppliers will be invited to submit initial tenders based on the Authority's requirements. Tenders will be scored and ranked. The Authority reserves the right to award the contract based on initial tenders without entering into negotiation.
Stage 3: Negotiation Phase
Structured negotiations will be held to refine proposals and improve value. Meetings will take place in person at County Hall.
Each supplier may bring up to three attendees. A shared agenda will be issued two weeks in advance, only listed topics may be discussed.
Following negotiations, refinements may be made to tender documents and/or evaluation criteria. Any changes will be proportionate, transparent, and communicated to all remaining suppliers.
Stage 4: Final Tender Submission (Best and Final Offer - BAFO)
Suppliers will be invited to submit a Best and Final Offer. Responses will be evaluated against Technical, Social Value, and Commercial criteria. Scoring will follow published methodologies and weightings. Minimum scores apply to certain questions; failure to meet these may result in exclusion.
Supplier Selection and Contract Award
The contract will be awarded to the supplier offering the most advantageous tender.
A Preferred Supplier Stage may be included prior to formal award.
The award will follow standard procedures, including a standstill period and publication of the award notice.
Bidder Engagement Events
To support supplier understanding and readiness, two engagement events are planned:
Bidder Day 1 - 08/12/2025
A virtual Town Hall session via Microsoft Teams providing an overview of the procurement scope and procedure, with an opportunity for Q&A.
Bidder Day 2 - TBC
A second engagement event including a further virtual Town Hall session and site visits to offer deeper insight into the operational environment and specific requirements. The second Bidder Day will take place following the release of the ITT.
- Risks
It is anticipated that during the life of this Contract the Local Government Reform process will commence and progress potentially impacting this Contract. Impacts may include but are not limited to, modifications such as a transfer of the legal entity you currently contract with, significant increases and decreases in the value/ volume of services required due the change in size/ scope if the Contracting Authority, and/ or changes to the scope of the nature of the Services required. Although any Contract scope changes should broadly relate to the nature of the existing scope, new Services of a related nature may be required that were not previously included.
How it was run
Official notice- Requests to participate (first stage)
- 8 Jan 2026, 12:00 GMT
- Submission deadline
- 2 Feb 2026, 23:59 GMT
- Clarification deadline
- 19 Dec 2025, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Selection of tenderers will be based solely on the criteria set out for the procurement.
For this tender the Authority will be using the ProContract (aka Due North) eSourcing portal procontract.due-north.com ↗ throughout the procurement process, and all communications with Essex County Council relating to this procurement exercise must be via the portal's messaging system.
Supplier registration on the portal is free of charge and can be done via: procontract.due-north.com ↗
The reference and title of this procurement in ProContract is DN791526 E001PA Total Facilities Management.
It is recommended that any Bidder not already registered on the ProContract eSourcing portal, register at the earliest opportunity.
The Authority reserves the right to amend timescales for any reason and change the assessment criteria where necessary for example if there are genuine omissions or mistakes. The Authority also reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. The Authority will not be responsible for any costs incurred by bidders in relation to this procurement exercise.
Timeline
20 May 2025 → 9 Nov 2026 · 11 dates- Planning notice published20 May 2025, 16:21 BST
- Next notice expected380 days ago6 Oct 2025, 23:59 BST
- Tender notice published332 days ago24 Nov 2025, 14:23 GMT
- Clarification questions by307 days ago19 Dec 2025, 12:00 GMT
- Expressions of interest by287 days ago8 Jan 2026, 12:00 GMT
- Submission deadline261 days ago2 Feb 2026, 23:59 GMT
- Assessment summaries sent16 days ago6 Oct 2026, 00:00 BST
- Latest notice published16 days ago6 Oct 2026, 14:43 BST
- Award decision expected by6 days ago15 Oct 2026, 23:59 BST
- Standstill ends5 days ago16 Oct 2026, 23:59 BST
- Today22 Oct 2026
- Contract startsin 18 days9 Nov 2026
Notice history
13 events · 6 releases on Find a Tender · since 20 May 2025- Pipeline notice published20 May 2025, 16:21 BSTUK1
- Planned procurement notice published26 Sept 2025, 10:39 BSTUK3
- Published value published: £800,000,00026 Sept 2025, 10:39 BST
- Procurement method changed26 Sept 2025, 10:39 BST
- Deadline published: 2 Feb 2026, 23:59 GMT26 Sept 2025, 10:39 BST
- Preliminary market engagement notice published26 Sept 2025, 13:56 BSTUK2
- Preliminary market engagement notice published6 Oct 2025, 10:33 BSTUK2
- Tender notice published24 Nov 2025, 14:23 GMTUK4
- Status changed to active24 Nov 2025, 14:23 GMT
- Procurement method changed24 Nov 2025, 14:23 GMT
- Contract award notice published6 Oct 2026, 14:43 BSTUK6
- Status changed to complete6 Oct 2026, 14:43 BST
- Contract signature expected6 Nov 2026, 23:59 GMTscheduled
Published amendments (1)
Please note that this notice has been amended to correct the hyperlink directing users to the Essex Provider Hub. The original link was not functioning as intended, and has now been updated to ensure proper access to the relevant information. We apologise for any inconvenience this may have caused and appreciate your understanding.
Routine re-releases (6)
- 2025-09: 2 releases · 26 Sept 2025, 26 Sept 2025
- 2025-05: 1 release · 20 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Equans Services Limited6 Nov 2026 – 31 Mar 2037 · up to 1 Apr 2042Extensions: Contract extensions may be considered where they support continuity of providing value for money, service, align with performance outcomes, and remain within the scope of the original procurement. All extensions will be subject to formal review and approval processes. In light of anticipated Local Government Reorganisation, extension decisions will also take into account potential changes in governance, contract ownership, and strategic priorities. Flexibility has been built into the contract terms to ensure service continuity during any transitional period. · Options: The right to additional purchases while the contract is valid. The contract includes call-off services under Hard FM, Works, and Business Services. An option has been included to add buildings into scope. An extension option of up to 5 years is included. | £637,722,000 | 6 Oct 2026standstill to 16 Oct 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 0 | 0 | — |
Who bid
- wonEQUANS SERVICES LIMITED · North East England
- did not winMACRO GROUP LIMITED · Greater London
- did not winMITIE FM LIMITED · Greater London
- did not winOCS GROUP UK LIMITED · East of England
- did not winVINCI CONSTRUCTION UK LIMITED · East of England
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Bidders & participating suppliers
5 commercial parties on the notice · 1 awarded- EQUANS SERVICES LIMITEDAwarded supplier
- MACRO GROUP LIMITEDBidder / tenderer
- MITIE FM LIMITEDBidder / tenderer
- OCS GROUP UK LIMITEDBidder / tenderer
- VINCI CONSTRUCTION UK LIMITEDBidder / tenderer
Official documents & specifications (6)
Official links; attachments are not copiedNotices published for this procedure
- 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
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender