Bidding for CCS Facilities Management and Security Services (RM6378)

Overview of the CCS RM6378 Framework

The Crown Commercial Service (CCS) RM6378 Framework offers suppliers opportunities to deliver Facilities Management (FM) and Security Services to the UK public sector. 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 - Facilities Management and Security Services

The RM6378 Framework consolidates previous agreements (RM6232 and RM6257) into one streamlined contract. Facilities Management and Workplace Services 43 suppliers including Amey, CBRE and G4S and Security - Physical, Technical and Support Services with 38 suppliers, such as Chubb, Galliford Try and Mitie. As well as SMEs taking advantage of a regional lot structure.

The Facilities Management and Security Services framework will cover:

It includes services such as:

• Hard Facilities Management: HVAC, plumbing, electrical, and structural maintenance.
• Soft Facilities Management: Cleaning, catering, waste management, pest control.
• Security Services: Manned guarding, CCTV, access control, and Care and Custody solutions.

This unified framework simplifies procurement, reduces duplication, and supports better resource management for both buyers and suppliers.

Key Features

• Single Set of Terms & Conditions: Ensures clarity and simplicity for suppliers and buyers alike.
• Flexible Lot Structure: Four main lots (TFM, Hard FM, Soft FM, Security Services) with sub-lots tailored to value bands and service types.
• Alignment with Standards: Specifications support compliance with government playbooks and sustainability initiatives.

Key Dates and Next Steps: CCS Facilities Management and Security Services

• Engagement Period: September 2024 – April 2025.
• Invitation to Tender Release: September 2025.
• Framework Live Date: June 2026.

Participate in Engagement Activities

• Complete the supplier questionnaire distributed by CCS.
• Provide feedback on lotting structures, specifications, and pricing during supplier sessions.

Stay Connected

Engage with the RM6378 project team via the dedicated inbox for queries and updates. Regularly review CCS communications to stay informed about 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. CCS regularly do these and they offer valuable opportunities to clarify requirements and gain deeper insights into the requirements.

Preparing Your Business for RM6378

CCS aims to achieve savings and sustainability while fostering innovation. To align with these goals:

• 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 ISO 9001 (Quality Management) and ISO 45001 (Health and Safety).

Build Your Bid Library

Develop a repository of reusable content, such as:

• Standardised responses to common tender questions.
• Examples of how your services align with CCS priorities.

Writing a Winning Bid for FM & Security

Bid writing is a skill and can be time consuming! If you need to access our outsourced bid writing services, contact us today. We can manage your framework application, provide guidance or simply review and improve your draft.

Mirror the Invitation to Tender (ITT) structure in your responses. This helps evaluators quickly identify how your bid meets requirements.

Focus on Key Scoring Criteria:

• 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, XXXX”
• 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.

Prepare for Value Banding

With lots divided by value bands, ensure your pricing is competitive and transparent. Provide clear cost breakdowns to support your proposals.