Key fact: Public sector facilities management is one of the largest procurement categories in the UK — central government alone spends over £3 billion annually on FM services. NHS estates management adds further billions. Add local government, police, fire, and education and the total FM market represents one of the most significant opportunities in public procurement.
Hard FM vs soft FM vs total FM
Hard FM
- ▸Mechanical and electrical maintenance
- ▸HVAC systems
- ▸Lifts and escalators
- ▸Fire and security systems
- ▸Building fabric maintenance
- ▸Reactive repairs
- ▸Planned preventive maintenance
Soft FM
- ▸Cleaning and janitorial
- ▸Security guarding
- ▸Catering and hospitality
- ▸Grounds maintenance
- ▸Waste management
- ▸Reception and front of house
- ▸Pest control
Total FM
- ▸All hard FM services
- ▸All soft FM services
- ▸Workspace management
- ▸Space planning
- ▸Project management
- ▸Helpdesk and CAFM
- ▸Single accountability
Key FM frameworks
Facilities Management and Workplace Services
CCSThe primary CCS FM framework covering hard FM, soft FM, and total FM. Used by central government, NHS, and wider public sector. Lot 1 (TFM), Lot 2 (Hard FM), Lot 3 (Soft FM).
LHC Planned and Reactive Maintenance
LHC GroupFrameworks for planned and reactive maintenance used by housing associations, councils, and public bodies. Strong in social housing and healthcare estates.
NHS Shared Business Services FM
NHS SBSFM frameworks specifically for NHS organisations. Covers hard FM, soft FM, and estates management services for NHS trusts and ICBs.
Scotland Excel FM frameworks
Scotland ExcelCollaborative FM frameworks for Scottish councils and public bodies. Covers cleaning, grounds maintenance, catering, and estates maintenance.
Scape Mechanical and Electrical
ScapeM&E maintenance and installation frameworks used by councils, NHS, and housing associations. Direct award route for qualifying works.
YPO Cleaning frameworks
YPOCleaning and janitorial services frameworks widely used by local authorities, schools, and other public bodies.
CPV codes for FM procurement
TUPE — the critical FM consideration
Most FM contract changes involve the transfer of staff from the incumbent under TUPE (Transfer of Undertakings Protection of Employment). Public sector buyers evaluate your TUPE approach carefully — it affects both risk and cost. A strong TUPE section in your bid should cover:
- ✓Your due diligence process for obtaining transferring employee information
- ✓How you will consult with transferring employees and their representatives
- ✓Your approach to harmonising terms and conditions over time
- ✓How you will manage any redundancy situations fairly
- ✓Your mobilisation plan for ensuring seamless service continuity on day one
- ✓Your track record of managing TUPE transfers on comparable contracts
Net zero and sustainability in FM
Sustainability is increasingly central to FM procurement. Public sector buyers want FM suppliers who can help them meet their net zero targets. Key commitments include: carbon reduction plans for service delivery, sustainable cleaning products, fleet electrification, waste reduction and recycling targets, renewable energy sourcing, and biodiversity commitments for grounds maintenance. Suppliers with genuine sustainability credentials and specific measurable commitments have a significant advantage in evaluations.
Frequently asked questions
What is facilities management in public sector?
Facilities management (FM) in public sector covers the operation, maintenance, and management of buildings and estates. It includes hard FM (mechanical and electrical maintenance, building fabric, lifts, fire systems) and soft FM (cleaning, catering, security, grounds maintenance, waste management). Public sector FM spend runs to billions annually.
Where are public sector FM tenders published?
FM tenders are published on Find a Tender (above threshold), Contracts Finder (England), Public Contracts Scotland, and Sell2Wales. Many NHS trusts, councils, and government departments also use their own e-procurement portals. PSIP aggregates opportunities from all main portals.
What is the CCS Facilities Management framework?
The Crown Commercial Service Facilities Management and Workplace Services framework (RM6232) is a major framework covering hard FM, soft FM, and total FM services for central government and wider public sector. It is one of the most widely used FM procurement routes in UK public sector.
What accreditations do FM suppliers need?
Common requirements include ISO 9001 (quality), ISO 14001 (environmental), ISO 45001 (health and safety), CHAS or SafeContractor (health and safety pre-qualification), Cyber Essentials (for FM with IT integration), DBS checks for staff in sensitive settings, and trade-specific accreditations (Gas Safe, NICEIC, etc).
What is total FM?
Total FM (also called TFM or integrated FM) is a single-supplier contract covering all or most facility services — combining hard FM, soft FM, and sometimes workspace management under one contract. Public sector buyers often prefer TFM for major estates as it simplifies contract management and creates clear accountability.
How important is TUPE in FM bids?
TUPE (Transfer of Undertakings Protection of Employment regulations) is highly significant in FM procurement. Most FM contract changes involve the transfer of staff from the incumbent supplier. Buyers evaluate your TUPE approach — your obligations to transferring staff, your due diligence process, and your mobilisation plan — carefully.
What is the difference between hard FM and soft FM?
Hard FM covers the physical maintenance of buildings — mechanical and electrical systems, HVAC, lifts, fire systems, building fabric, and reactive repairs. Soft FM covers services that support building users — cleaning, catering, security, reception, waste management, and grounds maintenance. Many contracts cover both.
Find FM tenders across all portals
Search facilities management opportunities from Find a Tender, Contracts Finder, PCS Scotland and Sell2Wales. Set up alerts by CPV code or buyer name. 7-day free trial, no credit card required.
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