Total Facilities Management

{
  "buyer": {
    "id": "GB-PPON-PWVM-4844-NRQH",
    "name": "Essex County Council"
  },
  "date": "2025-11-24T14:23:20Z",
  "id": "076514-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05195f",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Chelmsford",
        "postalCode": "CM1 1QH",
        "region": "UKH36",
        "streetAddress": "County Hall, Market Road"
      },
      "contactPoint": {
        "email": "natalia.rygal@essex.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PWVM-4844-NRQH",
      "identifier": {
        "id": "PWVM-4844-NRQH",
        "scheme": "GB-PPON"
      },
      "name": "Essex County Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "additionalProcurementCategories": [
      "works"
    ],
    "awardPeriod": {
      "endDate": "2026-10-15T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "30 Days of invoice with option to use the Accelerate Rebate options to reduce payment term."
    },
    "description": "Essex County Council (\"the Authority\") is seeking to procure a strategic supplier to deliver Total Facilities Management (TFM) services across its sites within the Greater Essex area. The successful supplier will be responsible for the integrated delivery of both Hard and Soft FM services, Business Services, as well as Programme Office \u0026 Works, supporting the Authority\u0027s ambition to modernise, improve service quality, and drive value across its estate.\nScope of Services including but not limited to:\nHard FM \u0026 Soft FM\nProgramme Office \u0026 Works\nBusiness Services\nPlease note the Service Commencement Date is 1st of April 2027.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-11-24T14:23:20Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "076514-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/076514-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-12-19T12:00:00Z"
    },
    "expressionOfInterestDeadline": "2026-01-08T12:00:00Z",
    "id": "E001PA",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Roof works and other special trade construction works",
            "id": "45260000",
            "scheme": "CPV"
          },
          {
            "description": "Building installation work",
            "id": "45300000",
            "scheme": "CPV"
          },
          {
            "description": "Building completion work",
            "id": "45400000",
            "scheme": "CPV"
          },
          {
            "description": "Repair and maintenance services of building installations",
            "id": "50700000",
            "scheme": "CPV"
          },
          {
            "description": "Building and facilities management services",
            "id": "79993000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH3"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Financial",
              "numbers": [
                {
                  "number": 50,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "name": "Technical Offer",
              "numbers": [
                {
                  "number": 45,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Social Value",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-11-08T23:59:59Z",
          "maxExtentDate": "2041-11-08T23:59:59Z",
          "startDate": "2026-11-09T00:00:00Z"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "The contract includes call-off services under Hard FM, Works, and Business Services. \nAn option has been included to add buildings into scope.\nAn extension option of up to 5 years is included."
        },
        "renewal": {
          "description": "Contract extensions may be considered where they support continuity of providing value for money, service, align with performance outcomes, and remain within the scope of the original procurement. All extensions will be subject to formal review and approval processes.\nIn light of anticipated Local Government Reorganisation, extension decisions will also take into account potential changes in governance, contract ownership, and strategic priorities. Flexibility has been built into the contract terms to ensure service continuity during any transitional period."
        },
        "secondStage": {
          "maximumCandidates": 5
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "There are Legal and Financial capacity conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority\u0027s eSourcing system, ProContract, https://procontract.due-north.com/Login.",
              "type": "economic"
            },
            {
              "description": "There are Technical ability conditions of participation, full details on these are included in the tender documentation which can be found through by searching for the opportunity, DN791526 E001PA Total Facilities Management on the Authority\u0027s eSourcing system, ProContract, https://procontract.due-north.com/Login.",
              "type": "technical"
            },
            {
              "description": "Supplier Selection Criteria - Stage 1 PSQ\nSuppliers are evaluated through a combination of Pass/Fail, Information Only, and Scored questions. The scored questions are used to rank bidders and determine who progresses to the next stage.\nThe following scored criteria are applied, each with a defined weighting and minimum score requirement:\nRelevant Experience and Contract Examples\nSuppliers must demonstrate delivery of large-scale Total Facilities Management contracts or provide an explanatory statement of capability.\nWeighting: 20%\nMinimum Score: 2 out of 5\nStrategy - Smaller\nEvidence of supporting clients to right-size their estate effectively.\nWeighting: 20%\nMinimum Score: 2 out of 5\nStrategy - Better\nApproach to continuous improvement, supported by relevant examples.\nWeighting: 20%\nMinimum Score: 2 out of 5\nStrategy - Greener\nCollaboration with customers to support environmental goals.\nWeighting: 10%\nMinimum Score: 2 out of 5\nStrategy - Value for Money\nDemonstration of cost-saving initiatives and value for money delivery.\nWeighting: 20%\nMinimum Score: 2 out of 5\nSub-contracting - Supply Chain Management\nStatement on managing a healthy supply chain or confirmation of no sub-contracting.\nWeighting: 10%\nMinimum Score: 2 out of 5\nEach scored question is evaluated on a scale from 0 to 5.\nThe weighted score for each question is calculated using the following equation:\nWeighted Score = (Bidder Score \u00f7 5) \u00d7 Question Weighting\nThe total weighted scores across all scored questions are summed to produce a final score used to rank bidders.\nSelection to Tender:\nThe top five ranked bidders will be invited to Stage 2: Invite to Tender (ITT).\nIf fewer than five meet the minimum requirements, the Authority may proceed with fewer.\nIn the event of a tie for fifth place, all tied bidders will be invited, meaning more than five may progress.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "value": {
          "amountGross": 960000000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "This procurement is conducted under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023 and Procurement Regulations 2024. The process is designed to ensure transparency, fairness, and value for money through a structured multi-stage approach.\nStage 1: Pre-Selection Questionnaire (PSQ)\nInterested suppliers are invited to submit a PSQ, which will be assessed against published criteria. Responses will be scored using a weighted methodology. Evaluation will include mandatory and minimum standards. Suppliers failing to meet these standards may be excluded.\nThe five highest scoring suppliers will be selected to the Invitation to Tender (ITT) stage.\nStage 2: Invitation to Tender (ITT)\nSelected suppliers will be invited to submit initial tenders based on the Authority\u0027s requirements. Tenders will be scored and ranked. The Authority reserves the right to award the contract based on initial tenders without entering into negotiation.\nStage 3: Negotiation Phase\nStructured negotiations will be held to refine proposals and improve value. Meetings will take place in person at County Hall.\nEach supplier may bring up to three attendees. A shared agenda will be issued two weeks in advance, only listed topics may be discussed.\nFollowing negotiations, refinements may be made to tender documents and/or evaluation criteria. Any changes will be proportionate, transparent, and communicated to all remaining suppliers.\nStage 4: Final Tender Submission (Best and Final Offer - BAFO)\nSuppliers will be invited to submit a Best and Final Offer. Responses will be evaluated against Technical, Social Value, and Commercial criteria. Scoring will follow published methodologies and weightings. Minimum scores apply to certain questions; failure to meet these may result in exclusion.\nSupplier Selection and Contract Award\nThe contract will be awarded to the supplier offering the most  advantageous tender.\nA Preferred Supplier Stage may be included prior to formal award.\nThe award will follow standard procedures, including a standstill period and publication of the award notice.\nBidder Engagement Events\nTo support supplier understanding and readiness, two engagement events are planned:\nBidder Day 1 - 08/12/2025\nA virtual Town Hall session via Microsoft Teams providing an overview of the procurement scope and procedure, with an opportunity for Q\u0026A.\nBidder Day 2 - TBC\nA second engagement event including a further virtual Town Hall session and site visits to offer deeper insight into the operational environment and specific requirements. The second Bidder Day will take place following the release of the ITT."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "riskDetails": "It is anticipated that during the life of this Contract the Local Government Reform process will commence and progress potentially impacting this Contract. Impacts may include but are not limited to, modifications such as a transfer of the legal entity you currently contract with, significant increases and decreases in the value/ volume of services required due the change in size/ scope if the Contracting Authority, and/ or changes to the scope of the nature of the Services required. Although any Contract scope changes should broadly relate to the nature of the existing scope, new Services of a related nature may be required that were not previously included.",
    "status": "active",
    "submissionMethodDetails": "Selection of tenderers will be based solely on the criteria set out for the procurement.\nFor this tender the Authority will be using the ProContract (aka Due North) eSourcing portal https://procontract.due-north.com throughout the procurement process, and all communications with Essex County Council relating to this procurement exercise must be via the portal\u0027s messaging system.\nSupplier registration on the portal is free of charge and can be done via: https://procontract.due-north.com/\nThe reference and title of this procurement in ProContract is DN791526 E001PA Total Facilities Management.\nIt is recommended that any Bidder not already registered on the ProContract eSourcing portal, register at the earliest opportunity.\nThe Authority reserves the right to amend timescales for any reason and change the assessment criteria where necessary for example if there are genuine omissions or mistakes. The Authority also reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. The Authority will not be responsible for any costs incurred by bidders in relation to this procurement exercise.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Total Facilities Management",
    "value": {
      "amountGross": 960000000,
      "currency": "GBP"
    }
  }
}