Property Transformation Programme – Workplace Services Management

Concepts

• real estate
• project management
• contact management
• facilities management
• electronic data management (EDM)
• software services suite
• commercial property management
• analysis services
• workplace services management
• consultancy services

Location

UK- United Kingdom

Description

The Ministry of Justice (MoJ) wishes to award a contract for the provision of Workplace Services Management (WSM) as part of the Property Transformation Programme (PTP). The Workplace Services Management (WSM) Contractor is a new role that will support the MoJ to effectively monitor and report on the delivery of services across the Buyer Premises. The WSM will ensure that the Property Directorate has the required functions and capabilities in place to support the commencement of services under the new total facilities management (TFM) contract(s) from October 2026 (see further II.2.4 below). Workplace Services Management will be a managed service that provides the following key capabilities: Integrated Digital System and management of a Common Data Environment Performance Management, Analysis and Reporting Innovation, technology and data Workplace Support Services Assurance and Compliance Contingency Planning and Disaster Recovery Asset Management Sustainability and Social Value Projects and Project Management PTP (of which Workplace Services Management is part) is planning to transform FM across the full HMPPS estate, which includes Prison, Probation and HMPPS Premises. PTP may also be rolled out to any other MoJ estate, including potentially HMCTS estate in future.   The role of the WSM Contractor will therefore be required to support any and all such estate. The Authority intends to award the WSM Contract in November 2025, with an expectation of an In Service Date of July 2026. These dates are indicative. The Authority reserves the right to award the Contract on the basis of the initial tender, without any negotiation. The Authority does not intend to hold negotiations as part of this Procurement, but the Authority reserves the right to negotiate if, in its sole discretion, it considers this necessary. See also the procurement documents regarding the Authority's right to hold clarificatory meetings.

Total Quantity or Scope

The WSM Procurement is for a national client-side partner who will enhance MoJ capabilities. The WSM Contractor will also provide a digital solution to integrate the data from the supply chain and provide the data to MoJ. The WSM Contractor will work closely with MoJ to develop the digital architecture and the development of data flows across the supply chain. The current, integrator/in house, FM supplier and MoJ model will be replaced by a new operating model comprising WSM, TFM and the MoJ for the delivery and management of FM services and related activities. The intended five TFM contracts will be competed and procured under a separate procurement exercise under Crown Commercial Service (CCS) framework RM6232 Facilities Management and Workplace Services. The TFM procurements are due to be launched on 4th December 2024. Further information pertaining to the WSM Contract and the PTP of which the WSM Contract is part is contained within the procurement documentation.

Renewal Options

The Contract will have a five (5) year Initial Term from the WSM In Service Date (ISD) (therefore excludes the Mobilisation Period between the Effective Date and the ISD), with the option to extend beyond the end of the Initial Term for a further period of up to two (2) years, in increments at the Authority's sole discretion. The extension option is exercisable at the Authority's sole discretion.

CPV Codes

• 70000000 - Real estate services
• 32420000 - Network equipment
• 32423000 - Network hubs
• 32580000 - Data equipment
• 48170000 - Compliance software package
• 48331000 - Project management software package
• 48332000 - Scheduling software package
• 48333000 - Contact management software package
• 48420000 - Facilities management software package and software package suite
• 48613000 - Electronic data management (EDM)
• 50312300 - Maintenance and repair of data network equipment
• 70332200 - Commercial property management services
• 71248000 - Supervision of project and documentation
• 71356300 - Technical support services
• 71620000 - Analysis services
• 72000000 - IT services: consulting, software development, Internet and support
• 72212170 - Compliance software development services
• 72212331 - Project management software development services
• 72212732 - Data security software development services
• 72224000 - Project management consultancy services
• 72224200 - System quality assurance planning services
• 72225000 - System quality assurance assessment and review services
• 72253000 - Helpdesk and support services
• 72300000 - Data services
• 72310000 - Data-processing services
• 72317000 - Data storage services
• 72514100 - Facilities management services involving computer operation
• 72514200 - Facilities management services for computer systems development
• 72800000 - Computer audit and testing services
• 72900000 - Computer back-up and catalogue conversion services
• 79313000 - Performance review services
• 79400000 - Business and management consultancy and related services
• 79410000 - Business and management consultancy services
• 79411000 - General management consultancy services
• 79418000 - Procurement consultancy services
• 79420000 - Management-related services
• 79421000 - Project-management services other than for construction work

Indicators

• Bids should cover the whole contract.
• Options are available.
• Renewals are not available.
• Performance considerations apply.
• Award on basis of price and quality.

Other Information

MoJ is using AWARD® for on-line electronic interaction for the Procurement. All communications linked with the Procurement, including Clarification Questions, will be sent through and recorded by AWARD® All SQ Responses must be uploaded through AWARD by the SQ Response submission deadline. For further detail please refer to the procurement documents. This Procurement will be managed electronically via the Authority's eSourcing Portal (AWARD). To participate in this Procurement, potential suppliers must: Email: ptp@justice.gov.uk providing the email contact details of two people per potential supplier. MoJ will issue a non-disclosure agreement (NDA) via Adobe Sign for the potential supplier to sign. Once the NDA is signed by both the potential supplier and the Authority, AWARD user accounts will be created for the email addresses provided. Each potential supplier is limited to only two (2) AWARD user accounts. Potential suppliers who were involved in the WSM pre-tender market engagement (PTME) (advertised through the notice at IV.2.1) may have already signed an NDA (this was required to access draft procurement documents). Those potential suppliers will not be required to sign a further NDA as that NDA will apply also to the WSM Procurement. For any new users login details will be forwarded from AWARD® via e-mail. To access the AWARD® system, a user will need to read and accept the terms and conditions for the usage of AWARD®, and confirm the same. For all queries relating to AWARD® user accounts, including login, access issues and the overall functionality and operation of AWARD®, please refer to the AWARD® website at: https://help.commercedecisions.com; this web link will enable you to obtain online help with the application and provide you with current helpdesk contacts. To manage the new supplier landscape, the MoJ is implementing a Win Restriction relevant to the Contracts to be awarded for TFM, and the WSM Contract which is the subject of this contract notice. The Win Restriction is that a Bidder cannot be awarded any of the TFM Contracts where it has been awarded the WSM Contract. The MoJ considers there would be an operational conflict of interest if the same supplier was appointed to be both WSM Contractor and a TFM Contractor. MoJ does not consider that this issue is capable of being addressed through a compliance regime such as ethical walls or physical separation of teams, as that does not address the fundamental point that it would be inappropriate for the WSM Contractor to carry out a supervisory, monitoring and/or assurance function over itself. The MoJ considers that this would also be the case if a WSM Contractor were carrying out a supervisory, monitoring and/or assurance function over: (a) Another part of its company group (if that other part of its company group were appointed as a TFM Contractor); or (b) A TFM Contractor which relies within its supply chain on the WSM Contractor to deliver a material part of a TFM Contract. As the WSM Contract will be awarded first, before any TFM Contract(s) is awarded, the Win Restriction will be applied, to the extent that it is engaged, in the TFM Procurement. The Authority is not liable for any costs incurred by potential suppliers in responding to this Procurement including in the event the Procurement is abandoned or varied. The Authority reserves the right (with no liability) to: cancel the Procurement at any stage and for any reason; amend the terms and procedures for the Procurement; suspend the Procurement; rewind the Procurement to an earlier stage or point; not award a contract as a result of the Procurement; and/or procure the Contract by other means. The estimated value of the WSM Contract as mentioned at II.2.6 is the Estimated Total Contract Value as referred to in the procurement documents. Detail on the estimated Annual Spend and Estimated Total Contract Value is included in the procurement documents. The Authority has held pre-tender market engagement (PTME) in respect of the WSM Contract. PTME materials will be made available to all potential suppliers who wish to participate in this WSM Procurement. The inclusion of Scotland at II.2.3 is in relation to potential future service provision over the term of the contract, e.g. if the MoJ were to exercise the option in relation to HMCTS estate.