Bidding for CCS Facilities Management and Security Services (RM6378)

Overview of the CCS RM6378 Framework

The Facilities Management and Security Services framework (RM6378) is a forthcoming procurement initiative by the Crown Commercial Service (CCS). It is designed to provide UK public sector bodies with streamlined access to a comprehensive range of facilities management (FM) and security services.

Due to launch in September 2025, this framework is a key part of the government’s procurement strategy, enabling efficient, transparent, and value-driven sourcing for services. Here's how to position your business for success in this competitive environment.

Purpose and Scope of the Facilities Management and Security Services Framework

The RM6388 framework will replace two previous agreements and consolidate them into one streamlined contract. The affected agreements are RM6232 (Facilities Management and Workplace Services) and RM6257 (Security – Physical, Technical and Support Services).

This unified framework simplifies procurement, reduces duplication, and supports better resource management for both buyers and suppliers. The total value of the framework is £120 million exclusive of VAT, and it is scheduled to run from March 2026 to March 2034.

Additionally, as a pan-government initiative, it helps to offer a more cost-effective solution for public sector bodies at the same time as providing lucrative opportunities for suppliers, including small and medium enterprises.

What Services Are Included?

Services included in the new framework are:

It includes services such as:

• Hard facilities management: Building maintenance, electrical and mechanical services, HVAC, plumbing, and statutory compliance tasks like asbestos management and portable appliance testing.
• Soft facilities management: Cleaning, catering, waste management, and pest control.
• Total facilities management: Both hard and soft services offered as part of a comprehensive approach.
• Security services: Manned guarding, mobile patrols, CCTV surveillance, electronic security systems, and security consultancy.
• Specialist services: Care and custody services, sports and leisure facilities management, and medical services.

Key Features

Some of the key benefits of the new framework are:

• A single set of terms and conditions, ensuring clarity and simplicity for both suppliers and buyers
• A flexible lot structure – four main lots covering total FM, hard FM, soft FM and security services, plus sub-lots tailored to value bands and service types
• Expert technical and commercial support for your procurement
• Experienced suppliers in facilities management and security services
• Alignment with government priorities, including:
  • Social value, such as employment opportunities and support for SMEs
  • Sustainability initiatives and the UK’s net-zero goal

Proposed Lotting Structure

Following engagement rounds in late 2024, the CCS has proposed the following lotting structure:

• Lot 1 - Total FM
  • Lot 1a - Total FM <£2m
  • Lot 1b - Total FM £2m - £15m
  • Lot 1c - Total FM £15m+
• Lot 2 - Hard FM
  • Lot 2a - Hard FM <£2m
  • Lot 2b - Hard FM £2m+
• Lot 3 - Soft FM
  • Lot 3a - Soft FM <£2m
  • Lot 3b - Soft FM £2m+
• Lot 4 - Security Services
  • Lot 4a - Total Security Services
  • Lot 4b - Security Officer Services
  • Lot 4c - Electronic Security Systems and Services
  • Lot 4d - Security Advisory and Assessment Services

Timeline and Next Steps: CCS Facilities Management and Security Services

The market engagement period for the facilities management and security services framework has been ongoing since March 2024. This has included webinars in September and December 2024, with a face-to-face event being held in July 2025 in anticipation of Invitation to Tender. Future key dates to look out for are:

• Invitation to Tender (ITT): Scheduled for release in September 2025
• Framework Award: Expected March 2026
• Framework Live Date: Expected June 2026

Stay Connected

Here at Thornton & Lowe, we keep up to date with all the information from the RM6378 project team. When you work with us, we’ll provide you with all the latest updates on the progress of the new framework, including any changes to timelines or requirements.

Understanding the Framework Requirements

Carefully review the tender documentation to grasp the full scope of work and client expectations. Pay close attention to:

• Service specifications
• Contract duration
• Performance metrics
• Compliance requirements
• Evaluation criteria

Identify any unique or challenging aspects of the tender. This allows you to assess your capability to deliver the required services and highlight your competitive advantages.

If permitted, attend pre-tender briefings or site visits. These are regularly offered by CCS and they provide valuable opportunities to clarify requirements and gain deeper insights into the requirements.

Prepare Your Business for RM6378

CCS aims to achieve savings and sustainability while fostering innovation. To align with these goals, make sure that you can:

• Demonstrate your capacity to deliver value for money through efficiency and cost-effectiveness.
• Emphasise your ability to meet sustainability targets, such as reducing emissions or implementing energy-efficient practices.

Documents to Prepare

Ensure you have:

• Updated insurance certificates and compliance documents.
• Evidence of past performance, including case studies and client testimonials.
• Certifications such as Cyber Essentials.

Build Your Bid Library

Develop a repository of reusable content, such as:

• A social value policy and a carbon reduction plan.
• Standardised responses to common tender questions.
• Examples of how your services align with CCS priorities.

Writing a Winning Bid for FM & Security

• Technical Capability: Clearly describe how your methods and technologies deliver value. For example, propose innovative solutions like predictive maintenance using IoT.
• Social Value Contributions: Highlight how your business supports government objectives, such as hiring apprentices or supporting local communities.

Practical Tips for Writing

• Use plain language to make your bid accessible and professional.
• Provide quantifiable evidence, such as “Our HVAC optimisation reduced costs by 20% across XXX. Our customer noted...”
• Emphasise flexibility by offering scalable service packages tailored to buyer needs.
• Test your draft responses with internal mock evaluations to refine content and improve scoring potential.

Maximising Success with CCS During Evaluation

Align with Framework Objectives

RM6378 Facilities Management and Security Services focuses on creating value-driven supply markets. Your bid should:

• Address all service-specific requirements in detail.
• Outline risk management strategies, such as contingency plans for service disruptions.

Call the Experts at Thornton & Lowe

Bid writing is a skill and can be time-consuming. Reaching out to Thornton & Lowe’s professional bid writing team can make the process simpler and smoother for you. We offer different levels of support, from offering guidance and reviewing and improving your draft through to a fully Managed Framework Service aimed at maximising your chances of success.