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Total Facilities Management

NORTHERN TRAINS LIMITED

This public procurement record has 3 releases in its history.

Tender

22 Jun 2026 at 14:01

UK4 - Tender Notice
Planning

10 Oct 2025 at 11:50

UK2 - Preliminary Market Engagement Notice
Planning

21 May 2025 at 17:54

UK1 - Pipeline Notice
Summary of the contracting process

Northern Trains Limited (NTL), a train operating company in the UK, is undertaking a public procurement process to establish a contract for Total Facilities Management (TFM) services. The tender is in the active stage, with the procurement method being a competitive flexible procedure. The contract will cover services across 474 train stations, 34 engineering locations, and 27 beneficiary sites. The services include grounds maintenance, building and facilities management, and cleaning, among others. The selective procurement process will shortlist qualified candidates, with an expression of interest deadline set for 22nd July 2026. The contract is valued at £151,726,942 and is set to commence on 1st October 2027, running initially for five years with an optional extension of three years.

This procurement presents a significant opportunity for businesses involved in facilities management, especially those that can demonstrate expertise in innovative and value-for-money operational services. Companies capable of offering tailored and flexible service delivery, ensuring compliance with statutory regulations, and those focusing on customer satisfaction will find this contract well-suited to their capacities. Small and Medium Enterprises (SMEs) that can deliver high-quality maintenance and management services stand to benefit from participating in this tender. Additionally, the opportunity to undertake minor works like platform markings and painting could be appealing for companies with specialties in these areas. The engagement process also encourages diverse participation, promising potential scalability and long-term strategic partnerships for successful bidders.

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Notice Information

Notice Title

Total Facilities Management

Notice Description

Northern Trains Limited (NTL) is going out to market for the procurement of Total Facilities Management (TFM) Services across our network of 474 train stations, 34 engineering locations and 27 beneficiary locations. This contract reflects our commitment to providing customer-focused, professionally managed, and high-quality service across our network that will support our long-term maintenance objectives. The scope of services will be delivered with the goal of meeting the performance and customer satisfaction requirements while ensuring compliance with all relevant statutory and mandatory legislation. The FM Contractor will apply Best Industry Practice techniques, alongside their expertise and experience, to meet the following key objectives: * Delivering innovative and effective operational services that achieve high-quality standards and demonstrate value for money. * Offering flexible service delivery tailored to the specific needs of each location. * Achieving optimum building performance and customer satisfaction. * Creating a safe and comfortable environment for all service users. * Maintaining assets in line with current statutory and regulatory legislation, as well as manufacturer's guidance, to ensure maximum longevity. Scope of Services: The services covered under this contract will include, but are not limited to: * Mobilisation * Contract Management * Business Continuity and Disaster Recovery * General Service Requirements * CAFM System * Helpdesk Services * Planned and Reactive Maintenance * Strategic Asset Management Planning * Grounds Maintenance * Cleaning (Planned, Periodic, Reactive, and Specialist) * Pest Control * Poster Campaigns * Events Management * Additional Services NTL has incorporated into the contract scope the provision of depot security services, Fire Risk Assessments (including coverage extended to medium-risk locations), and an option to deliver winterisation services to ensure a safe, compliant, and operationally resilient estate. The contract also includes options for delivering Minor Works to support small-scale and ad hoc activities. These may include, but are not limited to, painting, platform markings, electrical works, minor building repairs, and other building fabric, mechanical, and electrical works. This contract will mark a significant milestone in our ongoing efforts to enhance service delivery and ensure the highest standards of operational excellence across all locations. We look forward to a productive and successful partnership with our selected FM Contractor following the conclusion of this process. Northern Trains Limited, is a Train Operating Company (TOC) that operates passenger rail services in the North of England. NTL is publishing this notice to establish a contract with a single supplier for the provision of Total Facilities Management services. Where used throughout this notice, the meaning of Train Operating Companies includes all and any of those train operating companies who, currently or in the future, provide services for the carriage of passengers by railway: under a franchise agreement with the Secretary of State within the meaning of section 23(3) of the Railways Act 1993 or under, or secured under, the Secretary of State's duty in section 30(1) of the Railways Act 1993; or in accordance with legislation which supersedes or amends the powers referred to in a) and b), including where such powers are transferred from the Secretary of State to another body. The list of current providers of services for the carriage of passengers by railway under these provisions can be found at https://www.gov.uk/guidance/public-register-of-rail-passenger-contracts. Novation or Assignment The contract may be novated or assigned by NTL to Train Operating Companies, or to DFT Operator Limited (company number: 07141122) or any successor parent company to a Train Operating Company, following a corporate restructuring or similar circumstance. Other Information Northern Trains Limited expressly reserves the right: not to award any suppliers the contract referred to in this notice; and in no circumstances will the customer be liable for any costs incurred by the suppliers.

Lot Information

Lot 1

Options: NTL reserves the right, during the term of the contract, to request additional services, works, or deliverables that are within the general scope of this procurement but not explicitly defined at the outset. Where such requirements arise, they shall be commissioned via the agreed contractual mechanisms (including the Change Control Procedure and/or relevant work orders), subject to the following principles: - Where applicable, pricing shall be derived from the pre-agreed Schedule of Rates (SoR), ensuring a transparent, consistent and benchmarked approach to additional services. - Any services not explicitly covered by the SoR must be demonstrably aligned to the underlying cost structure, rates, overheads and profit percentages established within the contract pricing schedule. - The Contractor shall provide clear and auditable justification for all proposed pricing, including a breakdown linked to comparable items, labour rates, materials, and agreed mark-ups. - Variations shall be subject to the formal Change Control Procedure and require prior written approval from NTL before commencement. Additional services (including minor works) shall be instructed in accordance with the Additional Works instruction process. The options, also include, without limitation, the potential inclusion of winterisation services. The winterisation requirement is included on an optional basis only. Tenderers may submit responses in respect of this requirement; however, NTL reserves the right, at its sole discretion, to amend, exclude or remove the winterisation requirement, in whole or in part, at any stage of the procurement process or during the contract term. NTL may exercise this right where it determines that responses received in relation to the winterisation requirement are unsatisfactory, do not represent value for money, or otherwise do not meet its requirements or objective

Renewal: The Contract will be let for an initial term of five (5) years. Prior to the expiry of the initial term, NTL may, at its sole discretion, exercise one (1) extension option for a further period of three (3) years, giving a potential maximum Contract duration of eight (8) years. The decision to exercise the extension option will be taken before the end of the initial term and will be dependent on the Contractor's demonstrated performance over the initial term and NTL's ongoing service requirements. In particular, extension will be subject to: - The Contractor consistently meeting or exceeding the agreed KPIs and performance standards set out in the Contract, including service delivery, statutory compliance, asset reliability, and adherence to reporting and governance requirements. - Delivery of agreed efficiency, continuous improvement, and value for money outcomes over the initial contract term. - The Contractor demonstrating the ability to maintain safe, compliant, and resilient operations across the estate. - Continued alignment with NTL's operational and business needs for integrated Total Facilities Management services. Where exercised, the extension is intended to support service continuity, enable long term planning, and allow the realisation of investment led benefits and efficiencies over the life of the Contract. The Contract duration will therefore be structured as follows: Initial Term: 5 years Extension Option: 3 years Maximum Contract Duration: 8 years total

Planning Information

Northern Trains Limited (NTL) is preparing to procure a Total Facilities Management (TFM) contract and is seeking early market engagement with interested suppliers. Through this procurement, in addition to engaging with Tier 1 suppliers, NTL is equally keen to engage with potential suppliers of all sizes, including SMEs. NTL are currently exploring the idea of a simple brokerage service to aid this aspiration which we will look for further feedback on in due course. A virtual Pre Market Engagement session will take place on the 23rd of October 2025 at 10:00am via Microsoft Teams. This session will include a presentation from the Project Manager and Procurement Team, outlining the scope of the upcoming procurement and key requirements. The session will provide insight into the following areas: - Proposed Service Provisions - Locations - Reporting Requirements - Procurement Timelines NTL will also ask for an engagement from the market on the following topics: - Potential inclusion of Additional Services (Minor Works & Winterisation services) - Potential Lotting Structure - Pricing Structure - Key Performance Indicators - Contract Term - Commercial Terms Following the session, attending suppliers will receive a short questionnaire to gather feedback on the proposed approach. Following the event, NTL proposes to invite selected participants to provide further information by way of one-to-one meetings to be held in Manchester or on MS Teams in November 2025. The purpose of these meetings is to allow NTL to gather further feedback on the proposed contract, commercial terms and the tender process, as well as discuss any key issues raised by participants. Attendees may be invited to provide further information at NTL's sole discretion. To express interest in attending the Pre-Market Engagement session, please email: - Sarah Nixon (sarah.nixon@northernrailway.co.uk) and - Paul Schofield (paul.schofield@northernrailway.co.uk) Please include your organisation's name, contact details and the name of attendees. A calendar invitation with joining details will follow. Suppliers should note that there is no obligation to take part in this preliminary market engagement exercise and that if they do not take part, it will not preclude them from the subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any procurement tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051c23
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/058540-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

77 - Agricultural, forestry, horticultural, aquacultural and apicultural services

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

90 - Sewage, refuse, cleaning and environmental services

CPV Codes

77314000 - Grounds maintenance services

79993000 - Building and facilities management services

90910000 - Cleaning services

Notice Value(s)

Tender Value
£151,726,942 £100M-£1B
Lots Value
£151,726,942 £100M-£1B
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Jun 20262 months ago
Submission Deadline
Not specified
Future Notice Date
13 May 2026Expired
Award Date
Not specified
Contract Period
1 Oct 2027 - 30 Sep 2032 Over 5 years
Recurrence
2034-03-31

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NORTHERN 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
YORK
Postcode
YO1 6JT
Postcode Area
York
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE2 North Yorkshire
Small Region (ITL 3)
TLE21 York
Delivery Location
TLC North East (England), TLD North West (England), TLE Yorkshire and The Humber
Local Authority
York
Electoral Ward
Micklegate
Westminster Constituency
York Central

Further Information

Notice Documents

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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