Scope
Reference
VA/CON/F25/02
Description
The V&A is a family of museums dedicated to the power of creativity.
Our Soft FM (Facilities Management) services contract will include but not be limited to the below services across the V&A estate in London and the South East:
• General Services
• Cleaning & Housekeeping
• Waste Management
• Portering Services
• Support Services for Events
• Pest Control
• Logistics
• Window Cleaning
• Washroom Hygiene
• Grounds Maintenance
Services shall be provided on a fixed fee basis derived from the submitted price list and will be inclusive of all expenses, disbursements, and other costs associated with meeting our requirement.
For more information, please log on to Delta and download the PSQ 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)
- £27,358,000 excluding VAT
- £32,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2031
- 5 years
Options
The right to additional purchases while the contract is valid.
Option to include additional ad hoc requirements for portering, sanitary products and kitchen items.
Option to vary the scope of services to meet the buildings' operational needs.
Option to include additional ad hoc requests for deep cleans, hawking, and large event support
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.
Main procurement category
Services
CPV classifications
- 79952000 - Event services
- 90513000 - Non-hazardous refuse and waste treatment and disposal services
- 90911200 - Building-cleaning services
- 90911300 - Window-cleaning services
- 90919200 - Office cleaning services
- 90922000 - Pest-control services
- 98341110 - Housekeeping services
- 98341120 - Portering services
- 98341130 - Janitorial services
Contract locations
- UKI - London
- UKJ - South East (England)
Justification for not using lots
We have already split our FM requirement into two contracts, Soft FM (this contract) and Hard FM (to be procured separately at a later date). Our market engagement exercise revealed broad support for the proposed scope. This contract packaging ensures we can achieve maximum value and operational & 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
16 September 2025, 11:59pm
Submission type
Requests to participate
Deadline for requests to participate
26 September 2025, 12:00pm
Submission address and any special instructions
Stage 1 documents must be submitted electronically via https://www.delta-esourcing.com/respond/84UKN57Y8Y
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 Stage 1 documents
Award decision date (estimated)
22 March 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 PSQs 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.
Documents
Associated tender documents
https://www.delta-esourcing.com/respond/84UKN57Y8Y
Link to download and submit the Stage 1 documents
Documents to be provided after the tender notice
Draft Invitation to Tender document will follow, and will be uploaded to Delta by 16 Sept 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
Region: UKI33 - Kensington & Chelsea and Hammersmith & Fulham
Organisation type: Public authority - central government