Facilities management tenders cover integrated FM, soft FM such as cleaning, security and grounds, and hard FM such as mechanical and electrical, heating and fire systems. The main buyers are universities, NHS trusts, councils and central government. Contracts can be large and bundled, so this page is honest about scale: it shows what buyers check, then how a smaller provider can bid for single-service lots or work as a subcontractor. Our tender eligibility checker is coming soon. Until then, tell us your trade and postcode to join the free weekly list of live tenders, starting soon.
What buyers usually ask facilities management providers for
Each buyer sets its own questions. These are the points with a legal basis, plus the accreditations buyers may ask for. The tender pack covers the rest.
Legal requirements that come with each service
A bundled contract brings the rules of every service in it. Three examples:
- Security guarding: it is an offence to engage in licensable conduct without an SIA licence. The SIA guidance explains who needs one.
- Gas work: an employer may not allow employees to work on a gas fitting or service pipework unless the employer or self-employed person is a member of a class of persons approved by the Health and Safety Executive.
- Fire safety: under the Fire Safety Order (England and Wales), the responsible person must ensure the premises and the fire safety facilities, equipment and devices are subject to a suitable system of maintenance and kept in efficient working order and good repair. In a bundled contract, if the contract makes you responsible for that maintenance, the Order’s duties apply to you to that extent (article 5(3)–(4)).
Expect to evidence these for whoever delivers each service, including subcontractors.
TUPE on transfer
When services move to a new provider, a service provision change under TUPE can transfer staff. It needs an organised grouping of employees in Great Britain whose principal purpose is the client’s activities, and activities that don’t consist wholly or mainly of supplying goods. A multi-service contract may involve several staff groups, so ask for staffing information early.
Insurance
Employers’ liability insurance is compulsory for employers in Great Britain, with limited exemptions (1969 Act), with cover of at least £5 million. Public liability and professional indemnity levels are set by the buyer. See professional indemnity insurance and how much public liability cover buyers ask for.
Accreditation
Some buyers ask for an SSIP health and safety scheme, as we explain in SSIP, CHAS and Constructionline explained, or ISO 9001 (see do you need ISO 9001 to win tenders). On major central government contracts, bidders are normally asked for a Carbon Reduction Plan where relevant and proportionate (PPN 006).
Financial standing
Buyers may test turnover on large FM contracts. The buyer sets this in the tender pack. See turnover and financial standing tests and check the pack.
How to win facilities management contracts as a smaller provider
Bid the lot, not the whole
On above-threshold contracts, buyers must consider splitting a contract into lots, or give reasons for not doing so, and the gov.uk guidance says smaller contracts may be easier for SMEs to tender for or deliver. In the week to 10 Oct 2026, 62 of 470 live notices in our data were multi-lot (as of 10 Oct 2026). Look for a single-service lot, such as one service across one estate.
Smaller single-service contracts may also fall below the thresholds. Services contracts fall under the full Procurement Act rules at £135,018 (central government) or £207,720 (other authorities), including VAT, from 1 January 2026. Below that, a buyer inviting tenders can’t run a separate suitability stage before tenders are submitted, but it can still assess suitability at the award stage (Welsh devolved buyers and framework call-offs aside; see also the below-threshold guidance).
If a buyer advertises a below-threshold contract worth £12,000 or more (central government, including NHS trusts) or £30,000 or more (other authorities), including VAT, it must first publish a below-threshold tender notice. Buyers can also invite quotes from chosen suppliers without advertising, as the gov.uk guidance explains.
Subcontract to integrated providers
Some small firms reach FM work through the main provider. The 30-day payment term for valid, undisputed invoices that applies to public contracts is also implied into sub-contracts under an above-threshold public contract, unless the main contract is a concession, a private utility’s contract or was awarded by a school (section 73(5)–(6)). Ask the main provider how it handles payment before you sign.
Helpdesk, systems and KPIs
Check how the pack scores the way the service will run: how a helpdesk call becomes a job, what asset or maintenance software you use, response times and how you report against KPIs. Show a worked example of a reactive call from log to close, using your own process.
Social value
Central government departments, their executive agencies and NDPBs must give social value at least a 10% weighting on above-threshold contracts where it is relevant and proportionate (PPN 002). Apprenticeships and local supply chains are possible answers, if you can evidence them.
Common pitfalls
- TUPE liabilities you haven’t seen or priced
- gaps in the asset data the buyer gives you
- lifecycle and planned works left unpriced
- bidding for an integrated contract when one lot would fit
Who buys facilities management
Universities, NHS trusts, councils and central government estates buy FM, from single-service contracts to integrated packages. In the week to 10 Oct 2026 there were 52 live notices in the business services division (the parent sector, not FM alone), as of 10 Oct 2026. There were also 7 live notices in CPV division 70 (property services, again the wider division), as of 10 Oct 2026. See business services tenders for the wider group. If you offer one service, go to cleaning tenders, security guarding tenders, grounds maintenance tenders, catering tenders, M&E tenders or fire safety tenders.
Questions
What is the difference between hard FM and soft FM tenders?
Soft FM is people-based services such as cleaning, security, catering and grounds. Hard FM is the building fabric and fixed systems, such as mechanical and electrical, heating, fire systems and lifts. Some tenders bundle both, so read the lots and the service list in the notice.
Can a small business win a facilities management contract?
Integrated contracts can be large, so a small firm may do better elsewhere in the structure. On above-threshold contracts, buyers must consider splitting a contract into lots, or give reasons, so look for single-service lots you can staff. You can also work as a subcontractor to the main provider; the 30-day payment term for valid, undisputed invoices is implied into public sub-contracts, with limited exceptions.
Does TUPE apply to facilities management contracts?
It can. When services move to a new provider, a service provision change can transfer the staff who mainly worked on them, if the conditions are met. FM contracts can involve several staff groups, so ask the buyer for staffing information early and take advice.
What turnover do I need for FM tenders?
There is no standard figure. The buyer sets this in the tender pack. See our page on turnover and financial standing tests.
Are FM contracts split into lots?
Sometimes. On above-threshold contracts, a buyer must consider whether to split a contract into lots and, if it decides not to, give reasons. In the week to 10 Oct 2026, 62 of the 470 live notices in our data were multi-lot (as of 10 Oct 2026), across all sectors.