Scope
Reference
00071 Places
Description
Places for London Limited (Places for London), a wholly owned subsidiary of Transport for London (TfL) is commencing a procurement process to appoint a supplier or suppliers to deliver Hard and Soft Facilities Management (FM) services across its estate. FM services will be procured by using a lotting strategy approach, Lot 1 Soft FM services and Lot 2 Hard FM services.
The Hard FM services are described in the procurement documents and cover a broad range of services including building maintenance, fire safety, electrical, door entry and drain maintenance.
The Soft FM services are described in the procurement documents and cover a broad range of services including cleaning services, security, waste management and pest control.
The contract will be for 5 years and 6 months with an option to extend for a further 2 x 1 year extensions.
Total value (estimated)
- £63,860,000 excluding VAT
- £76,632,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2027 to 1 August 2032
- Possible extension to 1 August 2034
- 7 years, 6 months, 1 day
Description of possible extension:
The contract(s) will be for for 5 years and 6 months with an option to extend for a further two, one year extensions.
Main procurement category
Services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Lot constraints
Description of how multiple lots may be awarded:
Bidders may submit bids for both Lots.
Maximum number of of Lots that may be awarded to one Bidder: 2
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Soft FM
Description
The Soft FM services are described in the procurement documents and cover a broad range of services including cleaning services, security, grounds maintenance, waste management and pest control.
All services will be performed across Places for London's estate across Greater London.
Lot value (estimated)
- £25,085,000 excluding VAT
- £30,102,000 including VAT
CPV classifications
- 79710000 - Security services
- 90900000 - Cleaning and sanitation services
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Hard FM
Description
The Hard FM services are described in the procurement documents and cover a broad range of services including building maintenance, fire safety, electrical, door entry, drain clearance and lift maintenance.
All services will be performed across Places for London's estate across Greater London.
Lot value (estimated)
- £38,775,000 excluding VAT
- £46,530,000 including VAT
CPV classifications
- 44521110 - Door locks
- 45232452 - Drainage works
- 45310000 - Electrical installation work
- 50700000 - Repair and maintenance services of building installations
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Soft FM
Lot 2. Hard FM
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 July 2025, 11:59pm
Submission type
Tenders
Tender submission deadline
12 August 2025, 2:00pm
Submission address and any special instructions
PARTICIPATION GUIDANCE:
The sourcing event will be managed using the e-procurement platform, SAP Ariba Business Network. In order to receive access to the sourcing documents and participate in the first stage of the procurement process (PSQ), applicants must be registered on SAP Ariba Network.
Applicants are required to respond to all sections of the PSQ and must submit responses in accordance with the instructions and response deadline stated. Each response must be submitted electronically via the SAP Ariba portal.
Instructions for accessing SAP Ariba Business Network and the procurement documents:
To access the event documents on SAP Ariba Network, potential applicants should:
• Step 1: Visit the SAP Ariba Business Network platform using the following link: https://service.ariba.com/Supplier.aw
• Step 2:
If new to SAP Ariba Business Network, click 'Register Now' and create a standard SAP Ariba account by providing the requested company and administrator information and providing a password which contains a capital letter, a number and a special character; or
If already an account holder on SAP Ariba Business Network, log in using your log in details. Those who are already registered as a TfL Supplier on SAP Ariba Business Network, will still need to follow Step 5 below in order to be added as a participant.
Please note, if new to SAP Ariba Network, the SAP Ariba platform may ask you to review and check for duplicate accounts that others in your business may have set up previously. If there are duplicate accounts, either contact the relevant account administrator using the SAP Ariba Network functionality or if you require a separate account for access to TfL procurements then please select 'back' and select 'continue account creation'.
Step 3: Confirm your email address once the confirmation email has been sent.
Step 4: Confirm in the SAP Ariba Network platform what type of goods/services you supply.
Step 5: Send an email to PlacesFMopportunity@tfl.gov.uk with the information from Steps 2 to 4 including your Business Network ID (ANID) and the respondent's company name, username and administrator email.
Step 6: Use the unique link in the invitation email to access SAP Ariba.
Step 7: The link will navigate to Ariba Business Network and prompt you to enter your login credentials, use the one you have created or the existing Ariba Network username and password.
Step 8: When you have access to the Proposals and Questionnaires dashboard page page on SAP Ariba, click on the 'Intend to Participate' button icon in order to fully register against the contract opportunity.
Step 9: In the main menu bar at the left of the website click the 'All Content' to see all documentation. Prospective respondents must follow the instructions in the PSQ when completing and submitting a response to the PSQ.
Supplier Registration on SAP Ariba Business Network Help Page:
If you have any queries regarding your registration, please email: Ariba_Supplier_Enablement@tfl.gov.uk
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 June 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 February 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 50% |
| Commercial | Price | 40% |
| Social Value | Quality | 10% |
Other information
Payment terms
Electronic invoicing will be accepted
Electronic payment will be used
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Stage One: Procurement Specific Questionnaire
Upon submission of the Procurement Specific Questionnaire (PSQ) responses, Places for London will select a longlist of Bidders to participate in the future stages of the procurement.
Stage Two: Invitation to Submit Outline Solutions (ISOS)
Stage Three: Invitation to Participate in Dialogue (ITPD)
Stage Four: Invitation to Submit Final Tenders (ISFT)
Final Tenders will be evaluated against a weighted award criteria. Places for London will identify the Most Advantageous Tender (MAT).
Following standstill period award of contract.
Justification for not publishing a preliminary market engagement notice
A preliminary market engagement was carried out in July 2024. The purpose of this engagement was to test the current market capabilities and appetite for the requirements.
Contracting authority
Places for London Limited
- Companies House: 08961151
- Public Procurement Organisation Number: PXWD-1839-NXXY
5 Endeavour Square
London
E20 1JN
United Kingdom
Region: UKI41 - Hackney and Newham
Organisation type: Public authority - sub-central government