Official UK procurement notice
Hard Facilities Management (Hard FM) Service Provision BCU Wide.
Authority: Birmingham City University (Education)
What is being bought
Published requirement descriptionBCU invites suitably qualified suppliers to participate in a 2 stage Competitive Flexible Procedure for the provision of Hard Facilities Management Service Provision across all 26 Campus Sites.
The performance of the contract(s) will be within Birmingham, postcodes B4 to B30.
The awarded supplier throughout the duration of any awarded contract shall be expected to provide the following services:
- Pre-Planned Statutory Maintenance Service provision. (PPM).
- Pre-Planned Non-Statutory Maintenance Service provision as and when required by the customer. (PPM).
- Remedial and Reactive Maintenance Service provision as and when required by the customer.
Service provision shall cover Mechanic, Electrical and Building Fabric Statutory PPM, Non Statutory PPM, Reactive and Remedial Maintenance Service provision within these service areas.
- How the procedure runs: The competitive flexible procedure consists of the following 2 stages: Stage 1: - Conditions of Participation. Stage 2: - Tender Stage. Stage 1 is an Invitation to Participate for which suppliers need to satisfy the Conditions of Participation in order to be invited to Stage 2 the Tender Stage. Stage 1 consists of: Stage 1a - Completion of the Procurement Specific Questionnaire (PSQ). This is a series of Pass / Fail questions relating to the requirements of the procurement. All bidders that pass Stage 1a will then have their Stage 1b Participation Submissions evaluated. Bidders will need to have a maximum contract value capacity of £2m annually inc vat and also be able to demonstrate an acceptable Financial Standing . Stage 1b - Service Provision Questionnaire. Bidders must complete and return a completed Service Provision Questionnaire as part of their Invitation to Participate return. This is a series of Pass / Fail questions relating to the requirements of the service provision required by BCU. All bidders that pass Stage 1b will then have their Stage 1c Participation Submissions evaluated. Stage 1c - Case Study Response. Demonstration of Experience. This is a scored question relating to experience that is relevant to the specific requirements of the service provision. Bidders are required to complete and return 2 relevant Case Study examples of previous or current service provisions within the last 5 years which demonstrate their suitability to undertake the Service Provision requested of this ITP at BCU. Bidders will be scored on their responses and must achieve a 50% or above scoring on each individual case study provided to further participate within this ITP competition. Bidders who do not score 50% or above on each of the case study submissions as part of the Conditions of Participation evaluation will not progress to Stage 2 (Tender Stage) and will therefore not be invited to submit quality and price submissions as part of this procurement exercise. All bidders that pass Stage 1c will then have their Stage 1d Participation Submission evaluated. Stage 1d - Service Delivery Question. This is a scored question relating to the Service Delivery capabilities of the bidder that is relevant to the specific requirements of the service. All bidders that PASS the Conditions of Participation at Stages 1a & 1b and Stage 1c will have their Stage 1d submission evaluated. Stage 1d is an entirely scored out of 100% response without a pass/fail element to the question requirement, unless the bidder fails to complete and return stage 1d which would constitute a bidder failing stage 1d. Scoring Explanation The bidders passing stages 1a & 1b and achieving a 50% or above scoring on each individual case study submissions on Stage 1c and also completing a stage 1d submission will then have their total scores from stages 1b, 1c and 1d added together to give an overall score out of 300. Stage 1c Case Study #1: Scored out of 100%. Stage 1c Case Study #2: Scored out of 100%. Stage 1d Service Delivery Question: Scored out of 100%. Total: 300%. The 5 highest scoring bidders will be invited to Stage 2 (Tender Submission) . In the event that multiple suppliers are tied on scoring as 5th highest scoring suppliers then all tied suppliers will be invited to participate in Stage 2 (Tender Submission). In the event that less than 5 suppliers qualify to participate in Stage 2 (Tender Submission), then only the suppliers qualifying will be invited to participate in Stage 2 (Tender Submission. Suppliers must pass all the Conditions of Participation criteria before the tender will be assessed against the award criteria. Failure to pass all participation criteria may result in bids not being considered further. Stage 2: Tender Stage. This stage consists of the completion of method statement responses consisting of questions relating to quality and social value: Service Delivery 20.00% Contract Management 10.00% Customer Services 9.00% Innovation 5.00% Added Value 5.00% Social Value 6.00% Price 40% Bidders will be asked to price upon Statutory & Non Statutory PPM costs for asset maintenance by asset, and provide rate card costings for reactive & remedial works across a multiple disciplines (Mechanical, Electrical, Building Fabric) offering labour rates, and percentage mark up on materials and consumables supplied for the services provided by completing a commercial schedule provided. Bidders will then have their Quality and Price scores added together to provide an overall score and provide a tender outcome. Justification for not publishing a preliminary market engagement notice. The Contracting Authority has not undertaken Pre-Market Engagement as part of this procurement. The Contracting Authority prior to Invitation to Participate (ITP) publication undertook a review of its Hard FM Services with a FM Consultancy Service Provider to ensure its specifications and requirements meet the Universities current and future requirements for this ITP exercise and are aligned with current market offerings and best practices. This ensures no unfair advantage to any single prospective bidder or distortion of the competition.
CPV: Building and facilities management services
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£10,000,000
- Economic & financial standing
Creditsafe will be used to confirm if bidders have a maximum contract value offering of £2m inc vat annually or above.
The Authority will determine a financial risk rating using a credit reference agency (Creditsafe) based on the information provided in your response. Score of 51 or greater required.
Alternative assessments may be undertaken to assess Economic & Financial Standing where required.
- Technical & professional ability
ISO9001 or equivalent
ISO14001 or Equivalent
Cyber Essentials or equivalent or greater accreditation
Safecontractor or Equivalent accreditation.
Willingness to sign up to the NetPositive Scheme
NICEIC Approved Contractor Status
- Condition of participationshortlisting
Please see Stage 1 Conditions of Participation within the Invitation to Participate Document for further information
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (2)
- Quality: Quality - This is the completion of method statement questions relating to quality and social value.
- Price: Bidders will be asked to price upon Statutory & Non Statutory PPM costs for asset maintenance by asset, and provide rate card costings for reactive & remedial works across a multiple disciplines (Mechanical, Electrical, Building Fabric) offering labour rates, and percentage mark up on materials and consumables supplied for the services provided.
- Economic & financial standing
Creditsafe will be used to confirm if bidders have a maximum contract value offering of £2m inc vat annually or above.
The Authority will determine a financial risk rating using a credit reference agency (Creditsafe) based on the information provided in your response. Score of 51 or greater required.
Alternative assessments may be undertaken to assess Economic & Financial Standing where required.
- Technical & professional ability
ISO9001 or equivalent
ISO14001 or Equivalent
Cyber Essentials or equivalent or greater accreditation
Safecontractor or Equivalent accreditation.
Willingness to sign up to the NetPositive Scheme
NICEIC Approved Contractor Status
- Condition of participationshortlisting
Please see Stage 1 Conditions of Participation within the Invitation to Participate Document for further information
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 28 May 2026, 19:48 BST
- Last source update
- 28 May 2026, 19:48 BST
- Award evaluation window
- Submission end – 14 Sept 2026
- Authority reference
FM290- FTS notice number
2026/S 000-050552- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06a83cFind a Tender
- How it runs
The competitive flexible procedure consists of the following 2 stages:
Stage 1: - Conditions of Participation. Stage 2: - Tender Stage.
Stage 1 is an Invitation to Participate for which suppliers need to satisfy the Conditions of Participation in order to be invited to Stage 2 the Tender Stage.
Stage 1 consists of:
Stage 1a - Completion of the Procurement Specific Questionnaire (PSQ). This is a series of Pass / Fail questions relating to the requirements of the procurement. All bidders that pass Stage 1a will then have their Stage 1b Participation Submissions evaluated. Bidders will need to have a maximum contract value capacity of £2m annually inc vat and also be able to demonstrate an acceptable Financial Standing .
Stage 1b - Service Provision Questionnaire.
Bidders must complete and return a completed Service Provision Questionnaire as part of their Invitation to Participate return.
This is a series of Pass / Fail questions relating to the requirements of the service provision required by BCU. All bidders that pass Stage 1b will then have their Stage 1c Participation Submissions evaluated.
Stage 1c - Case Study Response. Demonstration of Experience. This is a scored question relating to experience that is relevant to the specific requirements of the service provision. Bidders are required to complete and return 2 relevant Case Study examples of previous or current service provisions within the last 5 years which demonstrate their suitability to undertake the Service Provision requested of this ITP at BCU. Bidders will be scored on their responses and must achieve a 50% or above scoring on each individual case study provided to further participate within this ITP competition. Bidders who do not score 50% or above on each of the case study submissions as part of the Conditions of Participation evaluation will not progress to Stage 2 (Tender Stage) and will therefore not be invited to submit quality and price submissions as part of this procurement exercise. All bidders that pass Stage 1c will then have their Stage 1d Participation Submission evaluated.
Stage 1d - Service Delivery Question. This is a scored question relating to the Service Delivery capabilities of the bidder that is relevant to the specific requirements of the service.
All bidders that PASS the Conditions of Participation at Stages 1a & 1b and Stage 1c will have their Stage 1d submission evaluated.
Stage 1d is an entirely scored out of 100% response without a pass/fail element to the question requirement, unless the bidder fails to complete and return stage 1d which would constitute a bidder failing stage 1d.
Scoring Explanation
The bidders passing stages 1a & 1b and achieving a 50% or above scoring on each individual case study submissions on Stage 1c and also completing a stage 1d submission will then have their total scores from stages 1b, 1c and 1d added together to give an overall score out of 300.
Stage 1c Case Study #1: Scored out of 100%.
Stage 1c Case Study #2: Scored out of 100%.
Stage 1d Service Delivery Question: Scored out of 100%.
Total: 300%.
The 5 highest scoring bidders will be invited to Stage 2 (Tender Submission) .
In the event that multiple suppliers are tied on scoring as 5th highest scoring suppliers then all tied suppliers will be invited to participate in Stage 2 (Tender Submission).
In the event that less than 5 suppliers qualify to participate in Stage 2 (Tender Submission), then only the suppliers qualifying will be invited to participate in Stage 2 (Tender Submission.
Suppliers must pass all the Conditions of Participation criteria before the tender will be assessed against the award criteria. Failure to pass all participation criteria may result in bids not being considered further.
Stage 2: Tender Stage.
This stage consists of the completion of method statement responses consisting of questions relating to quality and social value:
Service Delivery 20.00%
Contract Management 10.00%
Customer Services 9.00%
Innovation 5.00%
Added Value 5.00%
Social Value 6.00%
Price 40%
Bidders will be asked to price upon Statutory & Non Statutory PPM costs for asset maintenance by asset, and provide rate card costings for reactive & remedial works across a multiple disciplines (Mechanical, Electrical, Building Fabric) offering labour rates, and percentage mark up on materials and consumables supplied for the services provided by completing a commercial schedule provided.
Bidders will then have their Quality and Price scores added together to provide an overall score and provide a tender outcome.
Justification for not publishing a preliminary market engagement notice.
The Contracting Authority has not undertaken Pre-Market Engagement as part of this procurement.
The Contracting Authority prior to Invitation to Participate (ITP) publication undertook a review of its Hard FM Services with a FM Consultancy Service Provider to ensure its specifications and requirements meet the Universities current and future requirements for this ITP exercise and are aligned with current market offerings and best practices.
This ensures no unfair advantage to any single prospective bidder or distortion of the competition.
- Risks
Potential Bidders should have the commensurate experience of similar sized and nature of service provision. Service Delivery should therefore be within the Contracting Authorities timescales and performance requirements in order to fulfil the service provision.
The Specification of requirements suppliers need to attain are contained in Appendix 1 of the ITP document.
Bidder Contract Performance and under performance in attaining Kpi's under the lifetime of any awarded contract will be subject to publication on UK.Gov Central Digital Platform and available for public viewing.
Bidders should consider the ramifications of these mandatory publication requirements before Participating within this ITP exercise and seek any necessary professional or legal advice as to the affects of reputational damage for future public sector contracts resulting from the publication of contract underperformance for this or any public sector contract.
Bidders should also be aware that underperformance of this contract in contract for non attainment of certain Key Performance Indicators (Kpi's) may result in KPI consequences such as reduced payments for under performance of tasks and reduced profitability from contract service provision.
How it was run
Official notice- Requests to participate (first stage)
- 23 Jun 2026, 17:00 BST
- Submission deadline
- 23 Jun 2026, 17:00 BST
- Clarification deadline
- 15 Jun 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
28 May 2026 → 1 Dec 2026 · 5 dates- Tender notice published152 days ago28 May 2026, 19:48 BST
- Clarification questions by134 days ago15 Jun 2026, 17:00 BST
- Submission deadline126 days ago23 Jun 2026, 17:00 BST
- Award decision expected by43 days ago14 Sept 2026, 23:59 BST
- Today28 Oct 2026
- Contract startsin 33 days1 Dec 2026
Notice history
1 event · 1 release on Find a Tender- Tender notice published28 May 2026, 19:48 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Documents are available on the Delta e-sourcing portal. Access Code: P5466R2C8H
- Technical specifications
- Bidding documents and specificationsAccess: Stage 2 Tender Stage Documentation will be provided to Stage 2 participants' via the Delta E-Sourcing Portal. Details to follow at a future date.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender