United Kingdom-SUNDERLAND: Provision of Facilities Management Services

XC Trains Limited (XC) will be conducting a tender for the provision of a Facilities Management (FM) services.
XC requires comprehensive FM service, covering 24 sites nationwide, from Plymouth in the South West to Edinburgh. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs.
II.1.6) Information about lots
The contract is divided into lots: no
II.2) Description

II.2.3) Place of performance
Region code: UKC23
Main site or place of performance
All XC locations across the UK.
II.2.4) Description of the procurement:
XC Trains Limited (XC) requires comprehensive Facilities Management (FM) service, covering 24 sites nationwide. A partnership approach is required to ensure a seamless operation, safety, and efficiency of these locations through a combination of hard and soft FM services, dedicated personnel, and tailored solutions to meet our evolving needs.
Scope of Services
1. Facilities Management – 24 Sites
XC requires FM management across 24 XC sites, ensuring all buildings, assets, and services function optimally. This includes:
• Planned Preventative Maintenance (PPM) and reactive repairs.
• Asset management, compliance tracking, and statutory maintenance.
• Health & Safety oversight, including risk assessments and emergency preparedness.
• Management of all site-specific Health & Safety requirements, including Risk Assessments and Method Statements (RAMS).
• Energy and sustainability initiatives to improve efficiency and reduce costs.
• Contractor and supplier coordination for specialist services.
2. Soft Services
At 8 key locations tailored soft services to enhance the workplace experience, including:
• Cleaning and janitorial services.
• Waste management and recycling initiatives.
• Security coordination and access control.
• Grounds maintenance and landscaping.
3. Health & Safety Management, Including RAMS
• End-to-end Health & Safety management across all sites.
• Risk Assessments and Method Statements (RAMS) for all FM activities, ensuring compliance and workplace safety.
• Coordination of statutory inspections, audits, and reporting.
• Implementation of safe working practices for all contractors and staff.
• Regular training and compliance tracking to meet industry regulations.
4. Management of Birmingham Engineer & Engineer Reporting
• Dedicated Birmingham-based engineer under FM management, ensuring rapid response to maintenance needs and site-specific technical support.
• Engineer reports provided regularly, detailing completed works, asset conditions, and any outstanding maintenance requirements.
5. Dedicated Account Management & Additional Services
• Dedicated Account Manager as the single point of contact for all FM-related queries and service requests.
• Coordination of ad hoc requests such as:
o Concierge services for staff and visitors.
o Meeting room management, including setup and AV support.
o Food delivery and hospitality services for business functions.
o Event planning and support for company-wide initiatives.
Commitment to Excellence
XC requires an FM company that is committed to delivering exceptional service quality, cost efficiency, compliance, and workplace safety while proactively identifying improvements that enhance the overall FM experience for XC. We require a partnership to ensure seamless day-to-day operations, strategic planning for future needs and a high standard of service delivery across all managed sites.
II.2.5) Award criteria

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal:yes
Description of renewals:
Details of this will be shared in the main tender document.
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no

III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity,including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:Bidders are expected to have ISO 9001, ISO 45001 and ISO 14001 accreditation and will be required to demonstrate this through the SSQ process.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Bidders will be expected to have an annual Turnover of £20million as a minimum and will be required to demonstrate this through the SSQ process.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Rapid Engineering Support – Within an Hour
Bidders will be required to confirm in the SSQ process that they are able to provide self-delivered local engineer support at any XC location within one hour, ensuring minimal disruption to operations and quick resolutions to any facility-related issues.
Direct Out-of-Hours Support
Bidders will be required to confirm in the SSQ process that they can provide an in-house out-of-hours support solution.

IV.1) Description
IV.1.1) Type of procedure:
Negotiated procedure with prior call for competition
IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2025-03-24 Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN

VI.1) Information about recurrence:
This is a recurrent procurement:no
VI.2) Information about electronic workflows
VI.4) Procedures for review
VI.4.1) Review body
Official name: XC Trains Limited
Town:Birmingham
Country:United Kingdom
VI.5) Date of dispatch of this notice:2025-02-20