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Hard Facilities Management (FM) Services

Royal Berkshire Fire Authority

This public procurement record has 2 releases in its history.

Tender

16 Apr 2026 at 17:35

UK4 - Tender Notice
Planning

11 Mar 2026 at 17:05

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Royal Berkshire Fire Authority is soliciting bids for Hard Facilities Management (FM) Services through a Competitive Flexible Procedure in accordance with the Procurement Act 2023. The contract, valued at £4.5 million exclusive of VAT, aims to support the Authority in maintaining safe and operational premises. Located in Reading, UK (region UKJ11), the procurement is currently at the tender stage, with an expression of interest deadline set for 11 May 2026. The tender process comprises two stages: Participation and Shortlisting, followed by the Tender Stage, where shortlisted suppliers will submit detailed Quality and Price Responses. The procurement process includes elements like planned preventative maintenance and responsive reactive maintenance. The final award is anticipated by 23 July 2026, with the contract period beginning on 1 October 2026.

This tender represents a significant opportunity for businesses specialising in building maintenance services and facilities management, particularly those adept at delivering consistent quality and responsive service. The contract is especially suited to small and medium-sized enterprises (SMEs) capable of managing planned and reactive maintenance, minor works, and collaborative asset management. The procurement method encourages collaboration and shared ownership of asset performance, which could lead to long-term business growth for companies providing innovative, compliant, and cost-effective solutions. Firms aiming to capitalise on this opportunity should consider aligning their strategies with statutory requirements and best practices like SFG20 to ensure competitive advantage and sustainable growth.

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Notice Information

Notice Title

Hard Facilities Management (FM) Services

Notice Description

Royal Berkshire Fire Authority is carrying out a procurement of Hard Facilities Management (FM) Services using Competitive Flexible Procedure under Procurement Act 2023. The Competitive Flexible Procedure will be conducted in two (2) stages as detailed in the associated tender document. The value of the contract is 4.5 million exclusive of VAT and PS5.4 million inclusive of VAT. The Authority undertook preliminary market engagement. This market engagement aimed to test deliverability, gather feedback on potential scope and delivery model, and identify any barriers to participation. Key themes raised included: * Data & Systems - The need for accurate asset and reactive maintenance data to support pricing, and clarity on CAFM provision and client access. * Scope Clarity - Clarification of service scope, including the split between PPM, reactive maintenance, and minor/project works. * Commercial Model - The pre-authorised threshold was considered low; suppliers suggested increasing it or using pre-priced task schedules. * Delivery Model - Clarity on direct delivery versus subcontracting with a preference for in house out of hours services. * KPIs & Performance - Support for KPI driven performance, with requests for clearer definitions (particularly emergency response and documentation requirements) inclusion of worked examples, and alignment with realistic certification timeframes. * Mobilisation - Concerns were raised regarding procurement timelines, with suppliers requesting sufficient tender periods and clear mobilisation expectations. * Asset Management - A defined approach to asset tagging and ongoing data management, including handling of missing assets. * Compliance & Security - Clear requirements for security processes (e.g. DBS checks and site inductions) and contractor compliance. * TUPE - Confirmation of the TUPE position to reduce uncertainty. Tender Documentation - Request for a clear pricing matrix and early visibility of pricing templates. Feedback from the market has been considered and reflected in the draft specification, pricing approach, evaluation model and procurement programme. These documents are provided alongside this PSQ for information purposes to support early understanding of the Authority's requirements. The Authority has not attach the JCT terms and conditions as part of the tender package. The Authority will upload the draft JCT documents before the start of the ITT stage. In accordance with Section 83 - Conflicts assessment , subsection (5)(c), the Authority has prepared a conflict assessment.

Lot Information

Lot 1

Renewal: Contracts can be extended for two years. The total contract period including extension is 5 years.

Planning Information

The market engagement is being organised in Royal Berkshire Authority's HQ, Newsham Court, Pincents Kiln, Calcot, Reading, RG31 7SD. To participate in the market engagment email bhandaris@rbfrs.co.uk with your organisation's name, contact information of the person attending the market engagment. The market engagement is being conducted on 30th March 2026. Due to staff and venue availability the Authority cannot accommodate request for alternative date or time.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0667b1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/034909-2026
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
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

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

CPV Codes

50710000 - Repair and maintenance services of electrical and mechanical building installations

79993000 - Building and facilities management services

Notice Value(s)

Tender Value
£4,500,000 £1M-£10M
Lots Value
£4,500,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Apr 20265 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Oct 2026 - 1 Oct 2029 3-4 years
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
Royal Berkshire Fire Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
READING
Postcode
RG31 7SD
Postcode Area
Reading
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ16 Berkshire West
Delivery Location
TLJ11 Berkshire
Local Authority
West Berkshire
Electoral Ward
Tilehurst Birch Copse
Westminster Constituency
Reading West and Mid Berkshire

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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