Scope
Reference
VA/CON/F25/01
Description
The V&A is seeking to appoint a single supplier for Hard Facilities Management (Hard FM) service delivery across its multisite estate, including:
• V&A South Kensington
• Young V&A
• V&A East Storehouse
• V&A East Museum - opening in East London, April 2026.
The Contract for the delivery of Hard FM services will include but not be limited to the below services:
• General Services
• Mechanical Maintenance
• Electrical Maintenance
• Public Health Maintenance
• Fabric Maintenance
• Roof Maintenance
• Life Safety - at V&A East Museum and V&A East Storehouse.
Soft FM services are not within the scope of this contract and have been procured separately. We will therefore also not require Total FM services. This is a single contract to deliver Hard FM services only.
Applicants must be able to deliver all services set out in this notice and the PQQ pack to be considered to be invited to tender. For more information, please log on to Delta and download the PQQ pack which includes our draft Scope of Service.
Please note that the estimated value stated in this contract is inclusive of all options and extensions. This means it is based on the extended seven year term and includes some allowances for ad hoc services.
The following organisation is carrying out part of the procurement on our behalf: Mortice Consulting Limited, company number 10639824, whose registered address is 26-28 Molesey Road, Hersham, Walton On Thames, Surrey, United Kingdom, KT12 4RQ. Their role in this procurement is assisting us with drafting procurement documentation and evaluating submissions from suppliers.
Total value (estimated)
- £29,618,604 excluding VAT
- £35,542,324.80 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2027 to 31 March 2032
- Possible extension to 31 March 2034
- 7 years
Description of possible extension:
The Initial Contract Term will be 5 years starting on the Service Commencement Date plus a potential First and Second Extension Period of twelve (12) months each to a maximum term of 7 years.
Options
The right to additional purchases while the contract is valid.
The inclusion of any additional services that may reasonably be required and are relevant to the service delivery, to be instructed by means of a contract variation. This includes additional services as described within the scope documents.
Known Risks (under Procurement Act, Schedule 8, Sections 5-7) are not included in the contract value estimation. Known Risks will include changes outside of ours and the supplier's control such as to living wage, inflation, and statutory changes that affect the sums paid.
The estimated total contract value includes all options and extensions and we have also added a 4% inflation estimate for the purpose of this notice.
Main procurement category
Services
CPV classifications
- 45261900 - Roof repair and maintenance work
- 50700000 - Repair and maintenance services of building installations
- 71334000 - Mechanical and electrical engineering services
- 79993000 - Building and facilities management services
Contract locations
- UKI - London
Justification for not using lots
We have already split our FM requirement into two contracts, Soft FM (previously procured separately) and Hard FM (this contract). Our market engagement exercise revealed broad support for the proposed scope. This contract packaging ensures we can achieve maximum value and operational and technical efficiency whilst still being at a size that is accessible to SMEs.
Participation
Legal and financial capacity conditions of participation
A minimum of £4m turnover is recommended for this contract
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 March 2026, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
20 March 2026, 12:00pm
Submission address and any special instructions
Applications must be submitting electronically via http://www.delta-esourcing.com/respond/5A7788Y9G7
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
4 to 6 suppliers
Selection criteria:
As set out in the PQQ pack
Award decision date (estimated)
27 May 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 60% |
| Price | Price | 30% |
| Social Value | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Stage 1 - Submission of PQQs to be evaluated against Conditions of Participation and establish a shortlist of suppliers to invite to tender.
Stage 2 - Submission of Tenders to be evaluated against Award Criteria and establish the Most Advantageous Tender to be awarded the contract. Includes a dialogue stage before tenders are submitted, and presentation and clarification interviews after tenders are submitted.
Award criteria may be revised before Stage 2 commences.
Justification for not publishing a preliminary market engagement notice
Preliminary market engagement was carried out for both Soft FM and Hard FM in April 2025. The notice can be viewed here: https://www.find-tender.service.gov.uk/Notice/013512-2025
Contracting authority
Victoria and Albert Museum
- Public Procurement Organisation Number: PQLN-4536-WVGN
Cromwell Road
London
SW7 2RL
United Kingdom
Email: procurement@vam.ac.uk
Website: https://www.vam.ac.uk/
Region: UKI33 - Kensington & Chelsea and Hammersmith & Fulham
Organisation type: Public authority - central government