Scope
Reference
Project 19703
Description
This is for the provision of comprehensive hard and limited soft FM services related to site maintenance at a MOD Property including, planned and reactive maintenance, handyman services, grounds maintenance, pest control [and some other services].
Contract 1. Facilities Management Provision
Supplier
Contract value
- £4,475,602.43 excluding VAT
- £5,370,722.91 including VAT
Above the relevant threshold
Earliest date the contract will be signed
5 December 2025
Contract dates (estimated)
- 5 December 2025 to 4 December 2026
- 1 year
Main procurement category
Services
CPV classifications
- 50700000 - Repair and maintenance services of building installations
- 77314000 - Grounds maintenance services
- 45232452 - Drainage works
- 90511000 - Refuse collection services
- 79342300 - Customer services
- 90910000 - Cleaning services
- 45342000 - Erection of fencing
- 45453000 - Overhaul and refurbishment work
Contract locations
- UK - United Kingdom
Other information
Description of risks to contract performance
Value for Money: There is a risk that, due to the pace of the programme, value for money may not be achievable. This has resulted project timeframes which do not support effective commercial or financial negotiation.
Delay in Mobilisation: There is a risk that, sites are being handed over very quickly. Services being stood up may not meet delivery timelines. Delay would extend reliance on hotels and increase programme costs
Dual Provider Risk: There is a risk that disputes over accountability may arise because onsite Support Services will be provided by a different supplier. This can create operational and legal exposure.
Legal Challenge - Direct Award for hard FM only: There is a medium high risk (50% to 70% and amber) that a procurement law challenge could be successful if brought.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
Single supplier - technical reasons
The site related to the contract is an existing MOD Property, which the Home Office will occupy for a limited 12-month duration. Landmarc is the current facilities management provider for this property, and due to technical reasons associated with continuity of service and existing site-specific arrangements, only Landmarc can deliver the required services within this timeframe. There are no reasonable alternatives that can provide the necessary services without disrupting operations during this short-term occupancy. The drivers for this have been outlined below.
1. Security and System Integration
Landmarc's CAFM system is already operational across the Defence Estate and configured to meet MoD security standards, including compliance with JSP 440, DEFCON 659A, and DEFSTAN 05-138. Transitioning to a new supplier would require:
Reimplementation of ICT services including:
- Rebuilding system interfaces to meet MoD specifications.
- Revalidating software against BS EN ISO 9001 quality standards.
- Reassigning intellectual property rights and ensuring compatibility with MoD-owned software and systems.
Security vetting and onboarding of new supplier staff, including:
- SC clearance.
- Compliance with the Official Secrets Acts 1911-1989.
- Physical and communications security protocols.
A minimum 28-week mobilisation period to implement and test secure ICT environments, including cyber risk assessments and assurance questionnaires under DEFSTAN 05-138.
2. Existing Site Knowledge and Infrastructure
Landmarc has long-standing operational knowledge of the site, including its ageing and non-standard construction. Their familiarity with:
- Legacy infrastructure (e.g. vulnerable boilers, bespoke systems).
- Historical maintenance records and asset data.
- Site-specific access restrictions and MoD protocols.
This familiarity enables them to deliver services with reduced risk of failure or non-compliance. A new supplier would require extensive surveys and onboarding, increasing the risk of service disruption and liability for asset degradation.
3. Landmarc operates to MoD standards and is contractually bound to maintain:
- Secure handling of Official-Sensitive information (excluding Secret material).
- Compliance with MoD cyber security protocols and reporting obligations.
- Full traceability of staff access and vetting records, including SC clearance.
- Seamless data continuity and handover processes aligned with MoD expectations.
Data continuity and handover involves:
- Assignment of intellectual property rights and licences to ensure uninterrupted access to systems and data.
- Maintenance of a secure ICT environment and rolling maintenance schedule to avoid data loss or corruption.
- Compliance with open standards and readiness for open-source publication where required.
- Preservation of MoD Identifiable Information for up to 6 years post-contract for audit and continuity.
As the incumbent supplier is being retained, there will be no gap in data records or system continuity during the Home Office's 12-month occupancy of the site. This ensures the site remains compliant and ready for return to MoD control without degradation of standards or data loss.
4. Operational Efficiency and Risk Mitigation
Retaining Landmarc avoids:
Duplication of mobilisation activities such as:
- Initial site surveys (typically 4-6 weeks).
- Asset register creation (8-12 weeks depending on site complexity).
- System configuration and testing (12-16 weeks).
- Security vetting and onboarding (minimum 6-8 weeks for SC clearance).
Risks associated with onboarding a new supplier unfamiliar with MoD protocols and site-specific constraints.
Potential delays in service delivery due to ICT integration, cyber assurance, and physical security compliance.
Landmarc's embedded systems and trained personnel ensure uninterrupted service delivery and compliance with all contractual obligations under RM6155.
Supplier
LANDMARC SUPPORT SERVICES LIMITED
- Companies House: 04396241
Level 12, The Shard, 32 London Bridge Street
London
SE1 9SG
United Kingdom
Region: UKI44 - Lewisham and Southwark
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Facilities Management Provision
Contracting authority
The Secretary of State for the Home Department
- Public Procurement Organisation Number: PWGC-6513-PQLZ
2 Marsham Street
London
SW1P 4DF
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public authority - central government