Published date: 28 February 2020

Last edited date: 26 March 2020

Closed future opportunity - This means that a potential contract has passed its approach to market date. A buyer can choose to consider any supplier interest or convert this notice into an opportunity ready for live procurement.

Approach to market date: 22 June 2020

Contract summary


  • Facilities management services - 79993100

Location of contract

Any region

Value of contract


Published date

28 February 2020

Approach to market date

22 June 2020

Contract start date

22 February 2021

Contract end date

21 February 2025

Contract is suitable for SMEs?


Contract is suitable for VCSEs?



EEM Ltd on behalf of The ExtraCare Charitable Trust are conducting a restricted two stage procurement procedure for the provision of hard and soft facilities management services to ExtraCare's villages and schemes. ExtraCare Charitable Trust are looking to consolidate all of their existing local contracts for repairs, voids, planned works, servicing and compliance into hard and soft contracts.

** The procurement process is currently on hold and will be reviewed in June 2020. Once the project is taken off hold a revised procurement table with release dates for Stage 1 and Stage 2 documents and a contract start date will be published.

Lot 1 -Soft services will cover; grounds maintenance, window cleaning ,building cleaning and pest control services. Lot 1 will be split into four geographical lots as follows:
• East Midlands
• West Midlands
• South East
• South West

Lot 2 -Hard services will be awarded to one national provider who will be responsible for offering and managing a call centre facility. Hard services will cover;
• Responsive repairs including emergency out of hours. ExtraCare Charitable Trust require a professionally managed service for responsive repairs and maintenance 24 hours per day, 365 days per year, for all works covered by the contract. The Facilities Contractor will be expected to work alongside ExtraCare Charitable Trust to develop a bespoke process for accepting and processing responsive repair requests
• Void property works to; Sales voids, shared ownership and social rented. The Facilities Contractor will be responsible for bringing properties back to the required standard including new kitchen and bathroom installation where conditions warrant, servicing and minor repairs where required including safety checks .
• Major planned works as and when required by ExtraCare will cover full property refurbishments and/or part property refurbishment works such as kitchen and bathroom upgrades and adhoc bespoke communal requirements such as outdoor scooter storage.
• Servicing works to gas,heating, electrical, fire detection equipment and systems, water hygiene and safety systems. Servicing and planned preventative maintenance works will be generated and managed through the CAFM System and the Facilities Contractor will be responsible for undertaking the works at agreed frequencies as identified within each villages requirements sheet and asset lists and generated through the CAFM system.

The mandatory value input within this notice is the minimum estimated annual contract value.

This is a prior information notice, to notify interested organisations of a future two stage restricted tender opportunity. To register interest in tendering for this opportunity and to receive the stage 1 documents when published please email:

About the buyer

Contact name

Amy Wheatley


EEM Ltd on behalf of The ExtraCare Charitable Trust
7 Harry Weston Road, Binley Business Park, Binley


01246 395610


Other information

Spend profile

This table displays the spend profile of the notice
Financial year Budget
2021/2022 £5,000,000

Additional text

Stage 1 of the process will be the release of the Standard Selection Questionnaire with additional assessment questions on experience and capability.

Stage 2 of the process will be release of the tender documents to a maximum of 10 organisations for each of the four geographical locations covered by the soft services lot and up to a maximum of 10 organisations for hard services that have qualified and scored highest on the selection evaluation criteria in stage 1. This stage will include the release of price documents and method statement assessment questions along with site visits.

** The procurement process is currently on hold and will be reviewed in June 2020. Once the project is taken off hold a revised procurement table with release dates for Stage 1 and Stage 2 documents will be published.

The ExtraCare Charitable Trust was established in 1988 and operate retirement villages and smaller housing developments around our Midlands base and further south.
As it currently stands, the ExtraCare locations included within the tender opportunity are detailed below and ExtraCare reserve the right to cover additional locations under the contract at a later date.
Bournville Gardens Village
Lovat Fields Village
New Oscott Village
Earlsdon Park Village
Hagley Road Village
Hughenden Village
Humber Court (Scheme)
Lark Hill Village
Longbridge Village
Panel Croft Village
Rosewood Court (Scheme)
Shenley Wood Village
Stoke Gifford Village
Sunley Court (Scheme)
Solihull Village - In Construction (2020 Handover)
Wixams Village - Bedford
Further information regarding The ExtraCare Charitable Trust can be located here:

How to apply

Please apply directly to the buyer using the contact details provided, or follow the instructions given in the notice description or information section.

Approach to market date: 22 June 2020