Defence Soft Facilities Management (UK Estate)

The provision of quality Soft Facilities Management (SFM) services to the Defence community is a key enabler of supporting operational capability and supporting the health, well-being, satisfaction, and motivation of Service personnel.

The contracts which currently deliver these services, known as HESTIA, consolidated over 70 Multi-Activity Contracts (MACs) and successfully delivered a core set of standardised SFM services to the UK Defence estate through 7 regional contracts. These contracts are currently due to expire in 2026 and 2027.

Defence Soft Facilities Management (UK Estate) Programme will deliver quality and consistent replacement SFM regional contracts which demonstrate value for money and affordability, whilst meeting current and future requirements. The contracts will also seek opportunities to enhance the "Lived Experience" for the Defence community by incorporating/addressing the opportunities for improvement identified throughout the life of the current contracts, brought about by changes in MOD policy, and in consultation with our customers.

The Defence Soft Facilities Management (UK Estate) Programme contributes to Defence Infrastructure Organisation's (DIO) commitment to deliver key Defence services by ensuring that Defence continues to Mobilise, Modernise and Transform.

The DIO is seeking expressions of interest, via the completion of the Procurement Specific Questionnaire (PSQ), from Potential Providers (PPs) for managing and delivering the Defence Soft Facilities Management services detailed in this tender notice.

Further information regarding the scope of the contracts can be found in the Regional Information Booklets (RIBs). The RIBs will also include background information regarding the Defence Soft Facilities Management (UK Estate) Programme, the services required and an overview of the establishments per region. During the life of the contracts there may be growth or reduction in estate driven by changes in defence outputs / requirements.

The Authority intends to use win restrictions as part of the evaluation methodology, details of the win restriction principles can be found in the Procurement Specific Questionnaire guidance document.

Potential Providers must complete the Conflict-of-Interest declaration that will be made available as part of the PSQ supporting documents and to inform the Authority whether they have identified from this review any actual, potential or perceived conflicts of interest arising from the Potential Provider or any other identified party's participation in the procurement.

Please note that any incumbent supplier that has been shortlisted to participate in the ITT will be required sign the Ethical Walls Agreement made available as part of the PSQ supporting documents. Failure to do so may result in the Potential Provider being excluded from further participation in the procurement process.

The documents made available to Potential Providers via AWARD are;

• 20250830-DEF SFM PSQ Guidance Document-v1.0
• 20250707_Appendix 1_DEF SFM PSQ Guidance_V1
• 20241007_Appendix 2_PSQ_Plan_DEF SFM_PSQ_Technical Questions
• 20250808_DEF SFM_Conflict of Interest Declaration Form
• 20250813_Ethical Walls Agreement
• Regional Information Booklets
• 20250813_DEF SFM_PSQ Certificate of Performance
• 20250813_DEF SFM_PSQ_Similar Contracts Previous 3 Years
• 20250902_Market Engagement Questions and Answers 19 Aug 25
• 20250819-DEF SFM Industry Engagement Aug 25

In order to access these documents and submit a PSQ response Potential Providers will be required to sign a confidentiality agreement. This will be made available to Potential Providers as part of the AWARD portal registration process. The link to which is below.

https://award.commercedecisions.com/dsp/web/project/f2ef6551-e502-4046-a482-decd8d465876/register