Facilities Management Provision

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05e7d9-2026-01-06T14:36:47Z",
    "date": "2026-01-06T14:36:47Z",
    "ocid": "ocds-h6vhtk-05e7d9",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PWGC-6513-PQLZ",
            "name": "Home Office",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWGC-6513-PQLZ"
            },
            "address": {
                "streetAddress": "2 Marsham Street",
                "locality": "London",
                "postalCode": "SW1P 4DF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI32"
            },
            "contactPoint": {
                "email": "collectiveaccommodationplanning@homeoffice.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-04396241",
            "name": "LANDMARC SUPPORT SERVICES LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "04396241"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PBWR-4733-PVWP"
                }
            ],
            "address": {
                "streetAddress": "Level 12, The Shard, 32 London Bridge Street",
                "locality": "London",
                "postalCode": "SE1 9SG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI44"
            },
            "contactPoint": {
                "email": "enquiries@landmarcsolutions.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWGC-6513-PQLZ",
        "name": "Home Office"
    },
    "tender": {
        "id": "Project 19703",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Facilities Management Provision",
        "description": "This is for the provision of comprehensive hard and limited soft FM services related to site maintenance at a MOD Property including, planned and reactive maintenance, handyman services, grounds maintenance, pest control and some other services.",
        "status": "complete",
        "procurementMethod": "direct",
        "procurementMethodDetails": "Direct award",
        "procurementMethodRationale": "The site related to the contract is an existing MOD Property, which the Home Office will occupy for a limited 12-month duration. Landmarc is the current facilities management provider for this property, and due to technical reasons associated with continuity of service and existing site-specific arrangements, only Landmarc can deliver the required services within this timeframe. There are no reasonable alternatives that can provide the necessary services without disrupting operations during this short-term occupancy. The drivers for this have been outlined below. 1. Security and System Integration Landmarc's CAFM system is already operational across the Defence Estate and configured to meet MoD security standards, including compliance with JSP 440, DEFCON 659A, and DEFSTAN 05-138. Transitioning to a new supplier would require: Reimplementation of ICT services including: - Rebuilding system interfaces to meet MoD specifications. - Revalidating software against BS EN ISO 9001 quality standards. - Reassigning intellectual property rights and ensuring compatibility with MoD-owned software and systems. Security vetting and onboarding of new supplier staff, including: - SC clearance. - Compliance with the Official Secrets Acts 1911-1989. - Physical and communications security protocols. A minimum 28-week mobilisation period to implement and test secure ICT environments, including cyber risk assessments and assurance questionnaires under DEFSTAN 05-138. 2. Existing Site Knowledge and Infrastructure Landmarc has long-standing operational knowledge of the site, including its ageing and non-standard construction. Their familiarity with: - Legacy infrastructure (e.g. vulnerable boilers, bespoke systems). - Historical maintenance records and asset data. - Site-specific access restrictions and MoD protocols. This familiarity enables them to deliver services with reduced risk of failure or non-compliance. A new supplier would require extensive surveys and onboarding, increasing the risk of service disruption and liability for asset degradation. 3. Landmarc operates to MoD standards and is contractually bound to maintain: - Secure handling of Official-Sensitive information (excluding Secret material). - Compliance with MoD cyber security protocols and reporting obligations. - Full traceability of staff access and vetting records, including SC clearance. - Seamless data continuity and handover processes aligned with MoD expectations. Data continuity and handover involves: - Assignment of intellectual property rights and licences to ensure uninterrupted access to systems and data. - Maintenance of a secure ICT environment and rolling maintenance schedule to avoid data loss or corruption. - Compliance with open standards and readiness for open-source publication where required. - Preservation of MoD Identifiable Information for up to 6 years post-contract for audit and continuity. As the incumbent supplier is being retained, there will be no gap in data records or system continuity during the Home Office's 12-month occupancy of the site. This ensures the site remains compliant and ready for return to MoD control without degradation of standards or data loss. 4. Operational Efficiency and Risk Mitigation Retaining Landmarc avoids: Duplication of mobilisation activities such as: - Initial site surveys (typically 4-6 weeks). - Asset register creation (8-12 weeks depending on site complexity). - System configuration and testing (12-16 weeks). - Security vetting and onboarding (minimum 6-8 weeks for SC clearance). Risks associated with onboarding a new supplier unfamiliar with MoD protocols and site-specific constraints. Potential delays in service delivery due to ICT integration, cyber assurance, and physical security compliance. Landmarc's embedded systems and trained personnel ensure uninterrupted service delivery and compliance with all contractual obligations under RM6155.",
        "lots": [
            {
                "id": "1",
                "status": "complete"
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            }
        ],
        "procurementMethodRationaleClassifications": [
            {
                "id": "singleSuppliersTechnicalReasons"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "status": "active",
            "mainProcurementCategory": "services",
            "suppliers": [
                {
                    "id": "GB-COH-04396241",
                    "name": "LANDMARC SUPPORT SERVICES LIMITED"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "50700000",
                            "description": "Repair and maintenance services of building installations"
                        },
                        {
                            "scheme": "CPV",
                            "id": "77314000",
                            "description": "Grounds maintenance services"
                        },
                        {
                            "scheme": "CPV",
                            "id": "45232452",
                            "description": "Drainage works"
                        },
                        {
                            "scheme": "CPV",
                            "id": "90511000",
                            "description": "Refuse collection services"
                        },
                        {
                            "scheme": "CPV",
                            "id": "79342300",
                            "description": "Customer services"
                        },
                        {
                            "scheme": "CPV",
                            "id": "90910000",
                            "description": "Cleaning services"
                        },
                        {
                            "scheme": "CPV",
                            "id": "45342000",
                            "description": "Erection of fencing"
                        },
                        {
                            "scheme": "CPV",
                            "id": "45453000",
                            "description": "Overhaul and refurbishment work"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "1",
            "awardID": "1",
            "status": "active",
            "period": {
                "startDate": "2025-12-08T00:00:00+00:00",
                "endDate": "2026-12-07T23:59:59+00:00"
            },
            "value": {
                "amountGross": 5370722.91,
                "amount": 4475602.43,
                "currency": "GBP"
            },
            "aboveThreshold": true,
            "dateSigned": "2025-12-08T00:00:00+00:00",
            "agreedMetrics": [
                {
                    "id": "1",
                    "title": "KPI1 - Reactive Maintenance",
                    "description": "This KPI measures the supplier's ability to respond to critical and emergency maintenance requests (Categories A and B) within the required response times. It focuses on ensuring that qualified personnel attend the incident promptly, make the situation safe, and aim for a first-time fix to minimise health and safety risks.",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 1
                            }
                        }
                    ]
                },
                {
                    "id": "2",
                    "title": "KPI2 - Reactive Maintenance",
                    "description": "This KPI measures the supplier's ability to permanently resolve reactive maintenance work orders in Categories C and D within the specified rectification and completion times.",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 1
                            }
                        }
                    ]
                },
                {
                    "id": "3",
                    "title": "KPI 3 - Unplanned Re-attendance",
                    "description": "This KPI tracks the supplier's ability to minimise unplanned return visits caused by incomplete resolution of the primary fault during the first visit. It excludes planned multi-stage works, statutory compliance steps, and client-requested changes.",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 1
                            }
                        }
                    ]
                },
                {
                    "id": "4",
                    "title": "KPI 4 - Planned Preventative Maintenance (PPM) Timeliness",
                    "description": "This KPI measures how effectively the supplier completes all Planned Preventive Maintenance (PPM) tasks within the agreed service period. The expectation is that every scheduled maintenance task is finished on or before its due date during the service period.",
                    "observations": [
                        {
                            "id": "frequency",
                            "period": {
                                "durationInMonths": 1
                            }
                        }
                    ]
                }
            ],
            "documents": [
                {
                    "id": "000717-2026",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/000717-2026",
                    "datePublished": "2026-01-06T14:36:47Z",
                    "format": "text/html"
                }
            ]
        }
    ],
    "language": "en"
}