Official UK procurement notice
Hard Facilities Management Services
Authority: London Borough of Southwark (Local council)
What is being bought
Published requirement descriptionThe successful supplier will be required to deliver planned, reactive, statutory, and compliance-led Hard Facilities Management services across the Authority’s estate.
The scope may include, but is not limited to, the following service areas:
- Mechanical and electrical maintenance, including heating, ventilation, air conditioning, power, lighting, and associated systems.
- Building fabric maintenance, repairs, minor works, and general building services.
- Plumbing, drainage, water hygiene, and legionella control activities.
- Statutory inspections, testing, certification, and compliance reporting.
- Fire safety systems maintenance, emergency lighting testing, and associated compliance support.
- Lift, access equipment, doors, gates, shutters, and specialist equipment maintenance where applicable.
- Helpdesk, computer-aided facilities management support, performance reporting, and asset management.
- Planned preventative maintenance, reactive response, emergency call-out, and lifecycle support.
- Project works.
- Social Value.
- Not divided into lots: The Authority does not consider that subdivision into lots would be appropriate, as this could risk rendering the execution of the contract excessively technically difficult or expensive, and the need to coordinate different Suppliers for the lots could seriously risk undermining the proper performance of the Contract. .
- How the procedure runs: This is a two-stage procedure comprising a "conditions of participation" stage containing Procurement Specific Questionnaire (PSQ) documentation followed by a Tender stage assessing Quality (including Social Value) and Price. Following assessment of responses to the PSQ, a shortlist of the highest scoring potential suppliers who meet the minimum requirements will be drawn up. (See the PSQ Supplier Selection Guidance.) The shortlisted suppliers will be selected to participate in the Invitation to Tender (ITT) stage. Suppliers, are therefore, only to complete the PSQ Stage documentation by the set deadline.
CPV: Building and facilities management services
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£35,000,000
- Economic & financial standing
As set out in the PSQ.
- Technical & professional ability
As set out in the PSQ.
- Condition of participationshortlisting
The criteria are set out in the Procurement Specific Questionnaire (PSQ) which is accompanied by a Supplier Selection Guidance document. Amongst other things the supplier should have a turnover in excess of £10m.
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 (3)
- Quality: Quality method statements will be required as part of the tender submission
- Price: A Pricing Schedule will need to be completed as part of the tender submission.
- Social Value: A Social Value Submission Sheet containing Southwark Council social value measures will be completed as part of the tender submission.
- Economic & financial standing
As set out in the PSQ.
- Technical & professional ability
As set out in the PSQ.
- Condition of participationshortlisting
The criteria are set out in the Procurement Specific Questionnaire (PSQ) which is accompanied by a Supplier Selection Guidance document. Amongst other things the supplier should have a turnover in excess of £10m.
- 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
- 9 Feb 2026, 11:39 GMT
- Last source update
- 25 Jun 2026, 17:59 BST
- Award evaluation window
- Submission end – 18 Nov 2026
- Authority reference
DN805727- FTS notice number
2026/S 000-060044- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-064af3Find a Tender- Contract terms summary
As set out in the draft NEC4 Facilities Management contract with council specific amendments included within the Tender documents.
- How it runs
This is a two-stage procedure comprising a "conditions of participation" stage containing Procurement Specific Questionnaire (PSQ) documentation followed by a Tender stage assessing Quality (including Social Value) and Price.
Following assessment of responses to the PSQ, a shortlist of the highest scoring potential suppliers who meet the minimum requirements will be drawn up. (See the PSQ Supplier Selection Guidance.) The shortlisted suppliers will be selected to participate in the Invitation to Tender (ITT) stage.
Suppliers, are therefore, only to complete the PSQ Stage documentation by the set deadline.
- Risks
The following risks have been identified that would impact the performance of the Contract, where the impact cannot be known at this stage but may relate to a Contract Change Notice if the risk was to materialise:
Risk of legislative changes, regulatory changes or changes in law during the term of a Contract
Risk of unforeseen changes to delivery/operational standards
Risk of changes in technology, IT solutions or systems
Risk of unforeseen increase/decrease in Contracting Authority budgets
Risk of unforeseen circumstances that cause the value of the Contract to increase
(previous examples include BREXIT, war, pandemic and the cost of living crisis)
Risk of unforeseen political impact
Risk of unforeseen increase/decrease in volume of works/services and/or property volume.
How it was run
Official notice- Requests to participate (first stage)
- 20 Jul 2026, 12:00 BST
- Submission deadline
- 20 Jul 2026, 12:00 BST
- Clarification deadline
- 13 Jul 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Both the completed PSQ submission and, for the shortlisted suppliers the tender submissions, must be made via the Proactis eprocurement system:
procontract.due-north.com/ProjectManagement/Pr… ↗
No other means of delivery is acceptable.
Timeline
9 Feb 2026 → 1 Feb 2027 · 8 dates- Planning notice published260 days ago9 Feb 2026, 11:39 GMT
- Market engagement239 days ago2 Mar 2026, 23:59 GMT
Proposed Procurement Approach
The council anticipates using a two stage Competitive Flexible Procedure under the Procurement Act 2023. This will include:
- Stage 1: Conditions of Participation (selection stage)
- Stage 2: Full tender stage with detailed technical and commercial evaluation
Preliminary Market Engagement (PME) feedback will help shape the specification, KPIs, commercial model, and procurement structure.
PME Activities
The council intends to undertake the following engagement activities:
- Supplier questionnaire - response by 12:00 noon on 02/03/2026
- Supplier briefing session - 12:00-13:00 on 24/02/2026
- One to one technical discussions (subject to demand) 25 and 26/02/2026
All suppliers will receive the same core information. Insights gathered will be anonymised and used solely to inform the procurement design.
How to Participate
Suppliers interested in participating in PME should register their interest via:
Upon registration, suppliers will receive:
- PME briefing document containing a Supplier questionnaire to complete and return and details of a scheduled engagement briefing session
All communication regarding this PME must be submitted through the Council’s e tendering portal, ProActis: procontract.due-north.com ↗
- Next notice expected190 days ago20 Apr 2026, 23:59 BST
- Tender notice published124 days ago25 Jun 2026, 17:59 BST
- Clarification questions by106 days ago13 Jul 2026, 12:00 BST
- Submission deadline99 days ago20 Jul 2026, 12:00 BST
- Today28 Oct 2026
- Award decision expected byin 21 days18 Nov 2026, 23:59 GMT
- Contract startsin 95 days1 Feb 2027
Notice history
5 events · 3 releases on Find a Tender · since 9 Feb 2026- Pipeline notice published9 Feb 2026, 11:39 GMTUK1
- Preliminary market engagement notice published13 Feb 2026, 14:13 GMTUK2
- Tender notice published25 Jun 2026, 17:59 BSTUK4
- Status changed to active25 Jun 2026, 17:59 BST
- Procurement method changed25 Jun 2026, 17:59 BST
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: Additional documents which contain confidential information will be provided only to the shortlisted suppliers e.g. TUPE info, after completed non-disclosure agreements are returned signed.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender