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Provision of Facilities Management Services

XC TRAINS LIMITED

This public procurement record has 1 release in its history.

Tender

20 Feb 2025 at 12:22

Tender Notice
Summary of the contracting process

XC Trains Limited (XC) is inviting tenders for the provision of comprehensive Facilities Management (FM) services across 24 sites nationwide, from Plymouth in the South West to Edinburgh. This procurement falls under the services industry category, specifically Facilities Management Services (CPV 79993100). Currently, in the tender stage, the procurement process involves a negotiated procedure with prior call for competition. The tender closes on the 24th of March, 2025. The contract period is set for 1800 days, with the potential for renewal details to be provided in the main tender document. Bidders are expected to have ISO 9001, ISO 45001 and ISO 14001 accreditations and a minimum annual turnover of £20 million.

This tender presents growth opportunities for businesses specialising in both hard and soft facilities management services, particularly those equipped to provide rapid engineering support and comprehensive health & safety management. Ideal candidates will have the capability to manage diverse aspects of FM services, including maintenance, compliance, energy efficiency, and contractor coordination. The scope also includes dedicated local engineer support at any XC location within one hour and in-house out-of-hours support solutions. This tender is especially suited for firms with strong technical competencies, significant scale, and a commitment to exceptional service quality and proactive improvement initiatives.

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Notice Information

Notice Title

Provision of Facilities Management Services

Notice Description

XC Trains Limited (XC) will be conducting a tender for the provision of a Facilities Management (FM) services. XC requires comprehensive FM service, covering 24 sites nationwide, from Plymouth in the South West to Edinburgh. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs.

Lot Information

Lot 1

XC Trains Limited (XC) requires comprehensive Facilities Management (FM) service, covering 24 sites nationwide. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs. Scope of Services 1. Facilities Management - 24 Sites XC requires FM management across 24 XC sites, ensuring all buildings, assets, and services function optimally. This includes: * Planned Preventative Maintenance (PPM) and reactive repairs. * Asset management, compliance tracking, and statutory maintenance. * Health & Safety oversight, including risk assessments and emergency preparedness. * Management of all site-specific Health & Safety requirements, including Risk Assessments and Method Statements (RAMS). * Energy and sustainability initiatives to improve efficiency and reduce costs. * Contractor and supplier coordination for specialist services. 2. Soft Services At 8 key locations tailored soft services to enhance the workplace experience, including: * Cleaning and janitorial services. * Waste management and recycling initiatives. * Security coordination and access control. * Grounds maintenance and landscaping. 3. Health & Safety Management, Including RAMS * End-to-end Health & Safety management across all sites. * Risk Assessments and Method Statements (RAMS) for all FM activities, ensuring compliance and workplace safety. * Coordination of statutory inspections, audits, and reporting. * Implementation of safe working practices for all contractors and staff. * Regular training and compliance tracking to meet industry regulations. 4. Management of Birmingham Engineer & Engineer Reporting * Dedicated Birmingham-based engineer under FM management, ensuring rapid response to maintenance needs and site-specific technical support. * Engineer reports provided regularly, detailing completed works, asset conditions, and any outstanding maintenance requirements. 5. Dedicated Account Management & Additional Services * Dedicated Account Manager as the single point of contact for all FM-related queries and service requests. * Coordination of ad hoc requests such as: o Concierge services for staff and visitors. o Meeting room management, including setup and AV support. o Food delivery and hospitality services for business functions. o Event planning and support for company-wide initiatives. Commitment to Excellence XC requires an FM company that is committed to delivering exceptional service quality, cost efficiency, compliance, and workplace safety while proactively identifying improvements that enhance the overall FM experience for XC. We require a partnership to ensure seamless day-to-day operations, strategic planning for future needs and a high standard of service delivery across all managed sites.

Renewal: Details of this will be shared in the main tender document.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04e4d9
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/006160-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Negotiated procedure with prior call for competition
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79993100 - Facilities management services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Feb 20251 years ago
Submission Deadline
24 Mar 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
XC TRAINS LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SUNDERLAND
Postcode
SR3 3XP
Postcode Area
Sunderland
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC44 Sunderland
Delivery Location
TLC North East (England), TLD North West (England), TLE Yorkshire and The Humber, TLF East Midlands (England), TLG West Midlands (England), TLH East (England), TLK South West (England), TLL Wales, TLM Scotland
Local Authority
Sunderland
Electoral Ward
Doxford
Westminster Constituency
Houghton and Sunderland South

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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