Combined Facilities Management Services

{
  "buyer": {
    "id": "GB-COH-02154540",
    "name": "Post Office Limited"
  },
  "date": "2025-10-03T16:48:05+01:00",
  "id": "062312-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-050fcf",
  "parties": [
    {
      "additionalIdentifiers": [
        {
          "id": "PRNP-5883-YMLG",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "EC2V 7ER",
        "region": "UKI31",
        "streetAddress": "100 Wood Street"
      },
      "contactPoint": {
        "email": "Procurement@postoffice.co.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://corporate.postoffice.co.uk/"
      },
      "id": "GB-COH-02154540",
      "identifier": {
        "id": "02154540",
        "scheme": "GB-COH"
      },
      "name": "Post Office Limited",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "We have corrected the website address to access the Procurement documents.\n.\nThe correct link to use is:\nhttps://postoffice.wax-live.com/S2C/SignIn.aspx",
        "id": "062312-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2026-04-30T23:59:59+01:00"
    },
    "description": "Combined Facilities Management Services\n\u2022\tSummary\nThe chosen contractor for this procurement shall have responsibility for all planned \u0026 reactive maintenance including, where required, compliance. In addition, it shall have partial (mainly reactive) responsibility for some of the equipment operated in and limited signage at Post Office\u0027s agency outlets. They shall have responsibility for all maintenance of it\u0027s Regional Offices \u0027Admin Centres\u0027 and Secure Warehouses (Cash Operations), including some of the specialist equipment. As a non-exhaustive summary, responsibilities shall include, but not be limited to the below core services.\n\u2022\tCore Scope:\n\u2022\tPlanned and reactive maintenance services including, but not limited to:\n\u2022\tHeating, Ventilation and Air Conditioning (HVAC) Systems and Services\n\u2022\tMechanical and Electrical Systems and Services\n\u2022\tBuilding Fabric Services\n\u2022\tWater Systems Services\n\u2022\tSecure Warehouse Services\n\u2022\tBusiness Support Services\n\u2022\tLifts Services\n\u2022\tEnergy and Utilities Services\n\u2022\tMotor Transport Support Services\n\u2022\tVacant Property Services\n\u2022\tSoft FM services including:\n\u2022\tCleaning\n\u2022\tOffice Managed Services\n\u2022\tWaste Management\n\u2022\tCatering\n\u2022\tVending\n\u2022\tGrounds Maintenance\n\u2022\tWindow Cleaning\n\u2022\tPest Control\n\u2022\tRemovals/Site Clearance",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Suppliers who are interested in this requirement will need to register on the Post Office e-sourcing portal and access the following project Property CFM Services. They will need to complete and submit a PSQ response on the Post Office e-sourcing portal.\nTo do this please access the portal using this link :\nhttps://postoffice.wax-live.com/S2C/SignIn.aspx\nThis will take you to a log on screen.\nClick on the \"Register Here\"\nRegistration form to complete and submit which will result in an email giving log in/activation details.\nNOTE: that the log on/activation email may appear in your Spam folder.\nThe Instructions can also be found at the following link\nhttps://corporate.postoffice.co.uk/media/fcgegvzb/web3-user-guide-supplier-log-on-and-register.pdf\nIf there are issues logging in please email procurement@postoffice.co.uk for assistance - providing as much detail as possible (screenshots etc).\nIt is anticipated that the Service Commencement date shall be 6th August 2026.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://postoffice.wax-live.com/S2C/SignIn.aspx"
      },
      {
        "description": "To access the procurement documents, please click on:\nhttps://postoffice.wax-live.com/S2C/SignIn.aspx\nTechnical Specification can be found within the Draft Agreement, which is attached to the Tender documentation.\n.\nAll Tender documentation, including Proposed Agreement (in draft) and the Specification (found within the Proposed Agreement) can be downloaded by following the link above and completing the registration process.",
        "documentType": "technicalSpecifications",
        "id": "L-2",
        "url": "https://postoffice.wax-live.com/S2C/SignIn.aspx"
      },
      {
        "datePublished": "2025-10-03T16:48:05+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "062312-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/062312-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-21T23:59:00+01:00"
    },
    "hasRecurrence": true,
    "id": "POLCFM26",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Facilities management services",
            "id": "79993100",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "noLotsDivisionRationale": "Post Office opted not to break the requirement into smaller lots (for example: splitting Hard and Soft FM) on the basis that, as the property portfolio reduces, the overhead to manage two separate contracts would lead to inefficiencies."
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "60% of the Evaluation Criteria has been allocated to Technical Responses. 10% of the 60% is assigned to Social Value",
              "name": "Technical Evaluation",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "40% of the Evaluation Criteria is assigned to Commercial Evaluation",
              "name": "Commercial Evaluation",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-08-05T23:59:59+01:00",
          "maxExtentDate": "2036-08-05T23:59:59+01:00",
          "startDate": "2026-08-06T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "The contract is broken down into an initial period of 60 months, with two optional extensions:\nExtension 1 - 36 months\nExtension 2 - 24 months"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Financial Requirements (including details of insurances required by the proposed commencement date)  are included within the PSQ documents.",
              "type": "economic"
            },
            {
              "description": "Technical ability standards are as set out in the PSQ documents.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 70800000,
          "amountGross": 84960000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "- Through the PSQ Process, Post Office intends to down select the number of Bidders that it intends to invite to submit a response to the ITT to 5*. The process for awarding the Contract is set out in the Draft ITT which is provided as part of this PSQ document.\n- Prior to completing or responding to The PSQ, Post Office require that all suppliers register with the Government Central Digital Platform (\u0027CDP\u0027). Information on the CDP, including details of how to register, can be found on https://www.find-tender.service.gov.uk/.\n- Bidders must fully complete all elements of the PSQ in order for their response to be considered valid. Only valid responses shall be evaluated.\n- Bidders who self-certify that they meet the requirements of the PSQ will be required to provide evidence of this if they are successful at contract award stage.\n- The PSQ also requires that Bidders demonstrate their technical and professional ability (Part 3).  Bidder\u0027s answers to this Section will be evaluated by Post Office in accordance with paragraph 8.2 (Technical and/or professional capability) of the PSQ.\n- Following PSQ evaluation, Post Office intends to invite the top 5* ranked Bidders that have met all mandatory/minimum requirements from the PSQ phase to complete and return the ITT documents. Whether Post Office proceeds to a further Invitation to Submit Final Tender (ITSFT) stage, shall be determined by the outcome of the evaluation of the ITT - the criteria for this are set out in the draft ITT documents which form part of the PSQ documentation.\n.\n.\n*Should there be a tie for 5th place between two or more Bidders in the PSQ or for 2nd in the ITT, Post Office reserves the right to invite more than 5 Bidders to respond to the ITT or 2 Bidders to the ITSFT."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2035-10-01T23:59:59+01:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "Suppliers can access the Procurement documents via https://postoffice.wax-live.com/S2C/SignIn.aspx",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-11-10T12:00:00Z"
    },
    "title": "Combined Facilities Management Services",
    "value": {
      "amount": 70800000,
      "amountGross": 84960000,
      "currency": "GBP"
    }
  }
}