HPFT, HCT - Hard Facilities Management Services

Description

Hertfordshire Partnership University NHS Foundation Trust and Hertfordshire Community NHS Trust intend to procure a single supplier for the delivery of Hard Facilities Management services across their combined estates. The contract will include but not be limited to:<br/>• Mechanical Maintenance<br/>• Electrical Maintenance<br/>• Public Health Systems<br/>• Fabric and Roofing<br/>• Life Safety Systems<br/>• Statutory Compliance<br/>Optional Services:<br/>• Additional services may be requested via contract variation.<br/>• Additional purchases may be instructed where relevant to Hard FM delivery.<br/><br/>Soft FM services are excluded from this procurement.<br/><br/>Contract Term:<br/>Initial Term: 5 years<br/>Possible Extensions: Two further periods of 12 months each<br/>Maximum Contract Term: 7 years Lot 1: Procurement Authorities:<br/><br/>•Crown Commercial Services (CCS)<br/>•Hertfordshire and West Essex (HWE) ICS NHS Procurement<br/><br/>The procurement will be undertaken via the Crown Commercial Services (CCS) RM6264 Facilities Management and Workplace Services Dynamic Purchasing System (DPS).<br/>The process will consist of:<br/><br/>Supplier Engagement:<br/><br/>The Supplier Engagement meeting will take place early April 2026 via a teams meeting, all suppliers on the chosen DPS filter categories or who have expressed interest in the PIN opportunity will be invited to the Supplier Engagement teams meeting.<br/><br/>The DPS filter categories that have been chosen are: <br/>• Landscaping Services (Grounds Maintenance)<br/>• Helpdesk Services<br/>• Estates Services<br/>• Miscellaneous FM Services (Energy & Utilities Services) <br/><br/>The DPS filter regions that have been chosen are: <br/>• Hertfordshire<br/>• Essex<br/>• Bedfordshire<br/>• Cambridgeshire<br/>• Norfolk<br/><br/>If you are interested in this opportunity, please respond by 26th March 2026<br/><br/>Please confirm your interest by emailing Amy Richardson - Procurement Manager at amy.richardson@nhs.net and Amy Bowen – CCS Commercial Officer - Facilities Management at amy.bowen@crowncommercial.gov.uk . All expression of interests will be invited to the Supplier Engagement teams meeting. <br/><br/>Capability Assessment: <br/><br/>The suppliers must pass the CCS DPS capability assessment to be invited to submit a full tender response. <br/><br/>Suppliers must onboard onto the DPS to take part in the capability assessment, the deadline for onboarding onto the DPS is 31st March 2026. <br/><br/>The Capability assessment will have a deadline of 5 working days and will be published Mid-April to all suppliers on the DPS that have been included in the DPS filter categories for the above services. The publish date is subject to amendment.<br/><br/>To Participate in this procurement, onboarding onto the CCS RM6264 Facilities Management and Workplace Services DPS is essential. Any supplier not onboarded onto the CCS DPS or not in the correct filter category will not be invited to the capability assessment.<br/><br/>The capability assessment will consist of the below Pass/Fail questions, we reserve the right to remove, add or amend any of the questions. <br/><br/>Mandatory Compliance & Standards: <br/><br/>Q1 - Does your organisation hold ISO 14001 certification?<br/>Q2 - Does your organisation hold ISO 9001 certification?<br/>Q3 - Do you hold Cyber Essentials (Basic)?<br/>Q4 - Employers’ Liability at £10,000,000 per claim minimum?<br/>Q5 - Public Liability at £20,000,000 per claim minimum?<br/>Q6 - Loss of or damage to Trust Property £10,000,000 per claim?<br/>Q7 - Continuous and Retroactive Professional Indemnity at £10,000,000 per claim?<br/><br/>Technical & Operational Hard FM Capability:<br/><br/>Q8 - Minimum 3 years’ Hard FM delivery in a live healthcare environment? (Acute, Community, Mental Health)<br/>Q9 - Competent engineering staff qualified to HTM standards?<br/>Q10 - Compliance processes for LOLER, Gas Safety, Electrical, Water Safety (HTM 04-01)?<br/>Q11 - Customer accessible helpdesk and CAFM system with real-time job logging, asset management, PPM, dashboards?<br/><br/>Financial & Organisational Strength:<br/><br/>Q12 - Provide 2 years of financial accounts showing stability?<br/>Q13 - Capacity to mobilise two Trust-level contracts?<br/>Quality, Safety & Risk Management <br/>Q14 - Certified safety management system aligned with CDM and NHS estates?<br/>Q15 - Process for incidents, near misses, service failures?<br/>Q16 - Business Continuity Plan covering emergencies, asset failure, supply chain disruption?<br/><br/>Mobilisation & Contract Readiness:<br/><br/>Q17 - Ability to mobilise within tight required window?<br/>Q18 - Experience managing TUPE transfers?<br/><br/>Supply Chain & Local Delivery Capability:<br/><br/>Q19 - Prequalified supply chain for specialist Hard FM services?<br/>Q20 - Ability to service 150 separate properties 24/7 365 days per year across Herts, Essex Bedfordshire, Cambridgeshire and Norfolk.<br/>Q21 - Local/regional response teams to meet SLAs?<br/><br/><br/>Tender Submission:<br/>The shortlisted suppliers from the capability assessment will be invited to submit full tenders.<br/>The Tender Submission will be electronic via the Bravo Solution (Jagger) e-procurement portal.<br/><br/>A minimum turnover threshold and compliance with statutory obligations will apply. Full details will be included within the Capability Assessment.<br/><br/><br/>How to onboard FM DPS:<br/><br/>1- follow this link (https://supplierregistration.cabinetoffice.gov.uk/dps?fh=1#buildingcleaningservices) to the FM DPS - on the left hand side, select the box for 'facilities management' and once selected, the Facilities management and Workplace services DPS will be an option<br/><br/>2- ensure you are looking at Facilities management and workplace services DPS and scroll down to select 'access as a supplier'<br/><br/>3- create a log in when prompted and trying to log in<br/><br/>4- once logged in, it should take you through to the selection questionnaire, this needs to be completed, and then you will begin to complete the second questionnaire (DPSQ).<br/><br/>5- as part of this questionnaire, you will need to upload your insurances (employers, public liability, professional indemnity and cyber essentials) and also the financial viability risk assessment. (This can be found in the bid pack accessible from the first step linked above, and it is within the bid pack folder, named 'attachment 3a financial viability risk assessment')<br/><br/>6- once this is completed, your application will be assessed to be appointed on the DPS. Please note there is a 10-working day SLA period to be assessed, without any additional push backs for any further information, so we would advise you begin the onboarding process as soon as possible. This can be longer if there are multiple requests for additional information.<br/><br/>Another thing to note- If you have selected the £500,001+ , you will be required to submit a carbon reduction plan too as part of your onboarding process.<br/><br/>Please also be aware that selection questionnaires (first questionnaire) cannot be amended, so ensure all details are correct before moving on. If there are elements to the application that are incorrect, your application will be pushed back to require additional information.