Combined Facilities Management Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-050fcf-2025-10-03T16:48:05+01:00",
    "date": "2025-10-03T16:48:05+01:00",
    "ocid": "ocds-h6vhtk-050fcf",
    "initiationType": "tender",
    "planning": {
        "documents": [
            {
                "id": "020101-2025",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK1",
                "description": "Pipeline notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/020101-2025",
                "datePublished": "2025-05-09T14:25:49+01:00",
                "format": "text/html"
            },
            {
                "id": "046583-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/046583-2025",
                "datePublished": "2025-08-06T14:53:37+01:00",
                "format": "text/html"
            }
        ],
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Post Office intends to run a Market Engagement event via Microsoft Teams to introduce the requirement to the market prior to issuing the proposed Procurement Specific Questionnaire (PSQ). The Market Engagement event shall take place on Wednesday 20th August at 2pm (Subject to change). In order to participate in the PSQ, interested parties should email 'procurement@postoffice.co.uk', by Friday 15th August 2025, providing: (1) the name of the organisation, (2) the name, position and contact details (including email address) of the person attending. Following receipt of all requests to receive an invite, Post Office shall issue an email with joining instructions. If you are unable to attend this engagement session this will not impact your ability to participate in the tender when it is issued.",
                "dueDate": "2025-08-15T23:59:59+01:00",
                "status": "scheduled"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-COH-02154540",
            "name": "Post Office Limited",
            "identifier": {
                "scheme": "GB-COH",
                "id": "02154540"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PRNP-5883-YMLG"
                }
            ],
            "address": {
                "streetAddress": "100 Wood Street",
                "locality": "London",
                "postalCode": "EC2V 7ER",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI31"
            },
            "contactPoint": {
                "email": "Procurement@postoffice.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://corporate.postoffice.co.uk/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-02154540",
        "name": "Post Office Limited"
    },
    "tender": {
        "id": "POLCFM26",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Combined Facilities Management Services",
        "description": "Combined Facilities Management Services * Summary The chosen contractor for this procurement shall have responsibility for all planned & reactive maintenance including, where required, compliance. In addition, it shall have partial (mainly reactive) responsibility for some of the equipment operated in and limited signage at Post Office's agency outlets. They shall have responsibility for all maintenance of it's Regional Offices 'Admin Centres' and Secure Warehouses (Cash Operations), including some of the specialist equipment. As a non-exhaustive summary, responsibilities shall include, but not be limited to the below core services. * Core Scope: * Planned and reactive maintenance services including, but not limited to: * Heating, Ventilation and Air Conditioning (HVAC) Systems and Services * Mechanical and Electrical Systems and Services * Building Fabric Services * Water Systems Services * Secure Warehouse Services * Business Support Services * Lifts Services * Energy and Utilities Services * Motor Transport Support Services * Vacant Property Services * Soft FM services including: * Cleaning * Office Managed Services * Waste Management * Catering * Vending * Grounds Maintenance * Window Cleaning * Pest Control * Removals/Site Clearance",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "79993100",
                        "description": "Facilities management services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 84960000,
            "amount": 70800000,
            "currency": "GBP"
        },
        "procurementMethodDetails": "Competitive flexible procedure",
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-08-06T00:00:00+01:00",
                    "endDate": "2031-08-05T23:59:59+01:00",
                    "maxExtentDate": "2036-08-05T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 84960000,
                    "amount": 70800000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Technical Evaluation",
                            "description": "60% of the Evaluation Criteria has been allocated to Technical Responses. 10% of the 60% is assigned to Social Value",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Commercial Evaluation",
                            "description": "40% of the Evaluation Criteria is assigned to Commercial Evaluation",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Requirements (including details of insurances required by the proposed commencement date) are included within the PSQ documents."
                        },
                        {
                            "type": "technical",
                            "description": "Technical ability standards are as set out in the PSQ documents."
                        }
                    ]
                },
                "renewal": {
                    "description": "The contract is broken down into an initial period of 60 months, with two optional extensions: Extension 1 - 36 months Extension 2 - 24 months"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-08-06T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procedure": {
            "features": "- Through the PSQ Process, Post Office intends to down select the number of Bidders that it intends to invite to submit a response to the ITT to 5*. The process for awarding the Contract is set out in the Draft ITT which is provided as part of this PSQ document. - Prior to completing or responding to The PSQ, Post Office require that all suppliers register with the Government Central Digital Platform ('CDP'). Information on the CDP, including details of how to register, can be found on https://www.find-tender.service.gov.uk/. - Bidders must fully complete all elements of the PSQ in order for their response to be considered valid. Only valid responses shall be evaluated. - Bidders who self-certify that they meet the requirements of the PSQ will be required to provide evidence of this if they are successful at contract award stage. - The PSQ also requires that Bidders demonstrate their technical and professional ability (Part 3). Bidder's answers to this Section will be evaluated by Post Office in accordance with paragraph 8.2 (Technical and/or professional capability) of the PSQ. - Following PSQ evaluation, Post Office intends to invite the top 5* ranked Bidders that have met all mandatory/minimum requirements from the PSQ phase to complete and return the ITT documents. Whether Post Office proceeds to a further Invitation to Submit Final Tender (ITSFT) stage, shall be determined by the outcome of the evaluation of the ITT - the criteria for this are set out in the draft ITT documents which form part of the PSQ documentation. . . *Should there be a tie for 5th place between two or more Bidders in the PSQ or for 2nd in the ITT, Post Office reserves the right to invite more than 5 Bidders to respond to the ITT or 2 Bidders to the ITSFT."
        },
        "submissionMethodDetails": "Suppliers can access the Procurement documents via https://postoffice.wax-live.com/S2C/SignIn.aspx",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-11-10T12:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2025-10-21T23:59:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-04-30T23:59:59+01:00"
        },
        "lotDetails": {
            "noLotsDivisionRationale": "Post Office opted not to break the requirement into smaller lots (for example: splitting Hard and Soft FM) on the basis that, as the property portfolio reduces, the overhead to manage two separate contracts would lead to inefficiencies."
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "Suppliers who are interested in this requirement will need to register on the Post Office e-sourcing portal and access the following project Property CFM Services. They will need to complete and submit a PSQ response on the Post Office e-sourcing portal. To do this please access the portal using this link : https://postoffice.wax-live.com/S2C/SignIn.aspx This will take you to a log on screen. Click on the \"Register Here\" Registration form to complete and submit which will result in an email giving log in/activation details. NOTE: that the log on/activation email may appear in your Spam folder. The Instructions can also be found at the following link https://corporate.postoffice.co.uk/media/fcgegvzb/web3-user-guide-supplier-log-on-and-register.pdf If there are issues logging in please email procurement@postoffice.co.uk for assistance - providing as much detail as possible (screenshots etc). It is anticipated that the Service Commencement date shall be 6th August 2026.",
                "url": "https://postoffice.wax-live.com/S2C/SignIn.aspx"
            },
            {
                "id": "L-2",
                "documentType": "technicalSpecifications",
                "description": "To access the procurement documents, please click on: https://postoffice.wax-live.com/S2C/SignIn.aspx Technical Specification can be found within the Draft Agreement, which is attached to the Tender documentation. . All Tender documentation, including Proposed Agreement (in draft) and the Specification (found within the Proposed Agreement) can be downloaded by following the link above and completing the registration process.",
                "url": "https://postoffice.wax-live.com/S2C/SignIn.aspx"
            },
            {
                "id": "062302-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/062302-2025",
                "datePublished": "2025-10-03T16:29:44+01:00",
                "format": "text/html"
            },
            {
                "id": "062312-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/062312-2025",
                "datePublished": "2025-10-03T16:48:05+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2035-10-01T23:59:59+01:00"
                }
            ]
        },
        "amendments": [
            {
                "id": "062312-2025",
                "description": "We have corrected the website address to access the Procurement documents. . The correct link to use is: https://postoffice.wax-live.com/S2C/SignIn.aspx"
            }
        ]
    },
    "language": "en"
}