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PROCUREMENT OPPORTUNITY

Hard Facilities Management (FM) Services

Royal Berkshire Fire Authority · Tender notice on Find a Tender

Tender information last checkedLast checked 2 Oct 2026, 21:42.

Opportunity overview

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 £5.4 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.

Classification

  • CPV50710000 — Repair and maintenance services of electrical and mechanical building installations
  • CPV79993000 — Building and facilities management services

Lots

  • Lot 1£4.5m

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
1645
Status
active
Procurement Method
selective
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
Tender documents can be accessed through the In-Tend portal using this link: https://sell2.in-tend.co.uk/blpd/home . All correspondence should be directed through the In-Tend portal and in line with the instruction on the associated tender documents.
Expression Of Interest Deadline
11 May 2026, 14:00

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Features
The Competitive Flexible Procedure will be conducted in two (2) stages as detailed in the associated tender documents. Stage 1: The Participation and Shortlisting Stage The Participation and Shortlisting stage is the first stage in the tendering procedure in which Suppliers are assessed. At this stage, Suppliers wishing to participate in the tendering procedure must complete and return the Participation and Shortlisting Questionnaire (PSQ). The other tender response documents, which are provided as part of the Associated Tender Documents are for information purposes, and do not need to be submitted at this stage. On receipt of completed PSQs from Suppliers, the Authority will first assess each Supplier's response to the Conditions for Participation, to determine whether the Supplier meets minimum requirements and standards to qualify to tender for the Proposed Contract. Suppliers failing to meet the minimum Conditions for Participation will immediately be disqualified from the procedure at this point. Any Supplier so disqualified will be notified of this, including a statement of the reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure. Qualified Suppliers meeting the Conditions for Participation shall then have their responses to the Shortlisting Criteria assessed and scored. The Authority will form an evaluation panel consisting of subject matter experts for this purpose. The evaluation panel will assess each Qualified Supplier's responses to the Shortlisting Criteria, in accordance with the published Marking Scheme. The five (5) Suppliers achieving the highest scores in respect of the Shortlisting Criteria will advance to the next stage (tender stage) and will be issued with a notification informing them that they have been shortlisted. Qualified Suppliers whose scores in respect of the Shortlisting Criteria do not place them within the highest five (5) shall be de-selected at this point. They will be notified of this, including a statement of reasons, in as timely fashion as possible. They will then take no further part in the tendering procedure. All Qualified Suppliers, including both those proceeding to the next stage and those being de-selected, will receive a notification which will include details of their scores in respect of the Shortlisting Criteria, and feedback on the scores obtained. Stage 2: The Tender Stage Suppliers who have already successfully qualified, and have been shortlisted, at the Participation and Shortlisting stage of this tendering procedure, will be invited to complete and return a Tender Submission. The Tender Submission consists of two main parts. These are a: Quality Response; and Price Response; Both should be submitted using the Response templates provided in the Associated Tender Documents. The associated tender documents can be accessed through the In-Tend portal: https://sell2.in-tend.co.uk/blpd/home

Submission terms

Electronic Submission Policy
allowed

Languages

en

Enquiry period

Ends
30 Apr 2026, 14:00

Expected award period

Ends
23 Jul 2026, 23:59

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Including VAT
5,400,000
Amount
4,500,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality evaluation
Description
The Award Criteria for this Competitive Flexible Procedure, and their weightings, are as follows: Award Criteria Weighting Quality - overall weighting 45% Q.1 Contract Management 11% Q.2 Service Delivery 13% Q.3 Health & Safety 11% Q.4 Mobilisation 6% Q.5 Innovation and Sustainability 4% Total: 45% Social Value - overall weighting 5% S.1 Social Value 5% Total: 5% Price - overall weighting 50% P.1 Price Matrix 50% Total: 50%

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
price
Name
Price
Description
Refer to the associated tender documents for pricing information and pricing evaluation description.

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
information is provided in the PSQ document itself. Q. No. Question 15 Financial Standing 16 Insurance 17 Modern Slavery Act 2015 - Transparency Requirements 18 Sexual Harassment Policy 19 Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP) 20 Mandatory Certification
Criterion 2
Type
technical
Description
Q. No. Question S.1.1 - S.1.3 Relevant Experience and Contract Examples S.2.1 Quality Management S.2.2 Contract Management S.2.3 Health and Safety
Criterion 3
Description
Refer to the associated tender documents for the criteria.
For Reduction
Yes

Suitability

Sme
Yes

Contract period

Starts
1 Oct 2026, 00:00
Ends
1 Oct 2029, 23:59
Max Extent Date
1 Oct 2031, 23:59

Renewal

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

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
50710000
Description
Repair and maintenance services of electrical and mechanical building installations
Entry 2
Scheme
CPV
Id
79993000
Description
Building and facilities management services

Delivery locations

Entry 1
Region
UKJ11
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
A-14915
Document Type
biddingDocuments
Format
application/x-zip-compressed
Entry 3
Id
034909-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
16 Apr 2026, 17:35
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Royal Berkshire Fire Authority
Id
GB-PPON-PGTB-9133-ZLDZ

Identifier

Scheme
GB-PPON
Id
PGTB-9133-ZLDZ

Address

Street Address
Newsham Court
Locality
Reading
Postal Code
RG31 7SD
Country
GB
Country Name
United Kingdom
Region
UKJ11

Contact

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government

Recorded locations

  • Buyer location · Reading · UKJ11 · RG31 7SD · United Kingdom
  • Delivery location · UKJ11 · United Kingdom

Notice and amendment history

2 published notice versions reviewed by ProcuraAxis.

2 VERSIONS
  1. 022017-2026Preliminary market engagement notice on Find a Tender ·
  2. 034909-2026Tender notice on Find a Tender ·