Hard Facilities Management (FM) Services

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.