Scope
Description
Combined Facilities Management Services
• Summary
The chosen contractor for this procurement shall have responsibility for all planned & reactive maintenance including, where required, compliance. In addition, it shall have partial (mainly reactive) responsibility for some of the equipment operated in and limited signage at Post Office's agency outlets. They shall have responsibility for all maintenance of it's Regional Offices 'Admin Centres' and Secure Warehouses (Cash Operations), including some of the specialist equipment. As a non-exhaustive summary, responsibilities shall include, but not be limited to the below core services.
• Core Scope:
• Planned and reactive maintenance services including, but not limited to:
• Heating, Ventilation and Air Conditioning (HVAC) Systems and Services
• Mechanical and Electrical Systems and Services
• Building Fabric Services
• Water Systems Services
• Secure Warehouse Services
• Business Support Services
• Lifts Services
• Energy and Utilities Services
• Motor Transport Support Services
• Vacant Property Services
• Soft FM services including:
• Cleaning
• Office Managed Services
• Waste Management
• Catering
• Vending
• Grounds Maintenance
• Window Cleaning
• Pest Control
• Removals/Site Clearance
Total value (estimated)
- £70,800,000 excluding VAT
- £84,960,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 6 August 2026 to 5 August 2031
- Possible extension to 5 August 2036
- 10 years
Description of possible extension:
The contract is broken down into an initial period of 60 months, with two optional extensions:
Extension 1 - 36 months
Extension 2 - 24 months
Main procurement category
Services
CPV classifications
- 79993100 - Facilities management services
Contract locations
- UK - United Kingdom
Justification for not using lots
Post Office opted not to break the requirement into smaller lots (for example: splitting Hard and Soft FM) on the basis that, as the property portfolio reduces, the overhead to manage two separate contracts would lead to inefficiencies.
Participation
Legal and financial capacity conditions of participation
Financial Requirements (including details of insurances required by the proposed commencement date) are included within the PSQ documents.
Technical ability conditions of participation
Technical ability standards are as set out in the PSQ documents.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
21 October 2025, 11:59pm
Submission type
Tenders
Tender submission deadline
10 November 2025, 12:00pm
Submission address and any special instructions
Suppliers can access the Procurement documents via https://postoffice.wax-live.com/S2C/SignIn.aspx
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 October 2035
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical Evaluation | 60% of the Evaluation Criteria has been allocated to Technical Responses. 10% of the 60% is assigned to Social Value |
Quality | 60% |
| Commercial Evaluation | 40% of the Evaluation Criteria is assigned to Commercial Evaluation |
Cost | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
- Through the PSQ Process, Post Office intends to down select the number of Bidders that it intends to invite to submit a response to the ITT to 5*. The process for awarding the Contract is set out in the Draft ITT which is provided as part of this PSQ document.
- Prior to completing or responding to The PSQ, Post Office require that all suppliers register with the Government Central Digital Platform ('CDP'). Information on the CDP, including details of how to register, can be found on https://www.find-tender.service.gov.uk/.
- Bidders must fully complete all elements of the PSQ in order for their response to be considered valid. Only valid responses shall be evaluated.
- Bidders who self-certify that they meet the requirements of the PSQ will be required to provide evidence of this if they are successful at contract award stage.
- The PSQ also requires that Bidders demonstrate their technical and professional ability (Part 3). Bidder's answers to this Section will be evaluated by Post Office in accordance with paragraph 8.2 (Technical and/or professional capability) of the PSQ.
- Following PSQ evaluation, Post Office intends to invite the top 5* ranked Bidders that have met all mandatory/minimum requirements from the PSQ phase to complete and return the ITT documents. Whether Post Office proceeds to a further Invitation to Submit Final Tender (ITSFT) stage, shall be determined by the outcome of the evaluation of the ITT - the criteria for this are set out in the draft ITT documents which form part of the PSQ documentation.
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*Should there be a tie for 5th place between two or more Bidders in the PSQ or for 2nd in the ITT, Post Office reserves the right to invite more than 5 Bidders to respond to the ITT or 2 Bidders to the ITSFT.
Documents
Associated tender documents
https://postoffice.wax-live.com/S2C/SignIn.aspx
Suppliers who are interested in this requirement will need to register on the Post Office e-sourcing portal and access the following project Property CFM Services. They will need to complete and submit a PSQ response on the Post Office e-sourcing portal.
To do this please access the portal using this link :
https://postoffice.wax-live.com/S2C/SignIn.aspx
This will take you to a log on screen.
Click on the "Register Here"
Registration form to complete and submit which will result in an email giving log in/activation details.
NOTE: that the log on/activation email may appear in your Spam folder.
The Instructions can also be found at the following link
https://corporate.postoffice.co.uk/media/fcgegvzb/web3-user-guide-supplier-log-on-and-register.pdf
If there are issues logging in please email procurement@postoffice.co.uk for assistance - providing as much detail as possible (screenshots etc).
It is anticipated that the Service Commencement date shall be 6th August 2026.
Technical specifications to be met
https://postoffice.wax-live.com/S2C/SignIn.aspx
To access the procurement documents, please click on:
https://postoffice.wax-live.com/S2C/SignIn.aspx
Technical Specification can be found within the Draft Agreement, which is attached to the Tender documentation.
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All Tender documentation, including Proposed Agreement (in draft) and the Specification (found within the Proposed Agreement) can be downloaded by following the link above and completing the registration process.
Contracting authority
Post Office Limited
- Companies House: 02154540
- Public Procurement Organisation Number: PRNP-5883-YMLG
100 Wood Street
London
EC2V 7ER
United Kingdom
Email: Procurement@postoffice.co.uk
Website: https://corporate.postoffice.co.uk/
Region: UKI31 - Camden and City of London
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)