The Meads, Farnborough and Further Sites - Rushmoor - Cleaning & Security Services
Main contract details
Opportunity Id
DN803693
Title
The Meads, Farnborough and Further Sites - Rushmoor - Cleaning & Security Services
Categories
131310 - Cleaning Service
192200 - Security
Description
Rushmoor Borough Council (the ‘council’) will be re-tendering its Cleaning and Security Contracts across four of its key investment assets in Guildford, Aldershot, Frimley and Farnborough in the coming months and prior to undertaking the formal procurement is keen to gain the views and input of service providers.
The contract award date is envisaged for 1st August 2026. The combined value of the contracts is currently in the region of £730,000 per annum. This is broken down in more detail further into this brief.
In undertaking this preliminary market engagement process the Council is seeking to gain feedback against a number of key considerations which will inform its subsequent adopted strategy. These considerations include for:
• Should Cleaning and security be separate lots, with an option to bid for both.
• Should the sites be separate lots, with an option to bid for some or all sites
• Service Commencement
• Specification and service levels
• Service improvement and market innovation
• Contract duration / options
• Pricing models
The purpose of the engagement process is to enable the Council to obtain a better understanding of the level of interest from potential suppliers in delivering these services, gain feedback in relation to the council's requirements and proposed commercial/contractual model, receive the markets views on the procurement approach, timescales and milestones.
In order to obtain feedback, the Council has developed a brief Request for Information (RFI) questionnaire for interested operators to complete and return via ProContract by 10th February 2026 - 12:00.
The council may also choose to conduct one-to-one interviews with service providers following the return of the questionnaires to gain further insight into the information provided. These interviews will be undertaken remotely via TEAMS between Tuesday 17th and Friday 20th February at mutually convenient times.
The council are offering an optional site visit at PME stage at The Meads on Thursday 29th January from 10:00 -12:00. Tenderers are asked report to Ron Melia, Centre Manager at the business Centre Office, which is located at end of the Shopping centre, just beyond the Prezzo Restaurant. Bidders are asked to confirm attendance of the site tour via the messaging service on ProContract. The Council will be mandating site visits for all sites at the tendering stage.
The RFI questionnaire, draft specification and supporting documents can be accessed via the Council's e-sourcing system ProContract.
The Council use the system to administrate the preliminary market engagement process and subsequent formal procurement process, including for the following activities:
• Access to and issue of preliminary market information & documentation
• Pre-RFI submission clarification requests and response
• RFI questionnaire submission
• Access to and issue of procurement information & documentation
• Pre-tender submission clarification requests and response
• Tender submission
• Tender opening & access to responses
• Post-tender submission clarification requests and response
• Award decision notification & feedback.
The council would like to thank you in advance for your help with this request and assure you that all information provided will be treated as confidential.
NB: Suppliers should note that there is no obligation to take part in this exercise and that if they do not take part, it will not preclude them from any subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any subsequent quotation or tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.
The Council is requesting information to inform the procurement process on elements of the programme including mobilisation. It envisages that the procurement process will be undertaken in accordance with the Open Procedure as set out within the Procurement Act (2023) in line with the following indicative programme:
Action Target date
PME issued 21st January 2026
PME clarification 2nd February 2026 @23:59
PME deadline 10th February 2026 @12:00
Notice and procurement documents published on Pro-contract 9th March 2026
Site Tour and Bidders Briefing 18th March 2026
Deadline for requests for clarification 1st April 2026 @23:59
Tender return deadline 10th April 2026 @12:00
Award decision notified to tenderers 5th May 2026
Standstill period starts 6th May 2026
Standstill period ends 15th May 2026 @23:59
Contract award 16th May 2026
Mobilisation 16th May - 31st August 2026
Contract Commencement 1st September 2026
The contract award date is envisaged for 1st August 2026. The combined value of the contracts is currently in the region of £730,000 per annum. This is broken down in more detail further into this brief.
In undertaking this preliminary market engagement process the Council is seeking to gain feedback against a number of key considerations which will inform its subsequent adopted strategy. These considerations include for:
• Should Cleaning and security be separate lots, with an option to bid for both.
• Should the sites be separate lots, with an option to bid for some or all sites
• Service Commencement
• Specification and service levels
• Service improvement and market innovation
• Contract duration / options
• Pricing models
The purpose of the engagement process is to enable the Council to obtain a better understanding of the level of interest from potential suppliers in delivering these services, gain feedback in relation to the council's requirements and proposed commercial/contractual model, receive the markets views on the procurement approach, timescales and milestones.
In order to obtain feedback, the Council has developed a brief Request for Information (RFI) questionnaire for interested operators to complete and return via ProContract by 10th February 2026 - 12:00.
The council may also choose to conduct one-to-one interviews with service providers following the return of the questionnaires to gain further insight into the information provided. These interviews will be undertaken remotely via TEAMS between Tuesday 17th and Friday 20th February at mutually convenient times.
The council are offering an optional site visit at PME stage at The Meads on Thursday 29th January from 10:00 -12:00. Tenderers are asked report to Ron Melia, Centre Manager at the business Centre Office, which is located at end of the Shopping centre, just beyond the Prezzo Restaurant. Bidders are asked to confirm attendance of the site tour via the messaging service on ProContract. The Council will be mandating site visits for all sites at the tendering stage.
The RFI questionnaire, draft specification and supporting documents can be accessed via the Council's e-sourcing system ProContract.
The Council use the system to administrate the preliminary market engagement process and subsequent formal procurement process, including for the following activities:
• Access to and issue of preliminary market information & documentation
• Pre-RFI submission clarification requests and response
• RFI questionnaire submission
• Access to and issue of procurement information & documentation
• Pre-tender submission clarification requests and response
• Tender submission
• Tender opening & access to responses
• Post-tender submission clarification requests and response
• Award decision notification & feedback.
The council would like to thank you in advance for your help with this request and assure you that all information provided will be treated as confidential.
NB: Suppliers should note that there is no obligation to take part in this exercise and that if they do not take part, it will not preclude them from any subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any subsequent quotation or tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.
The Council is requesting information to inform the procurement process on elements of the programme including mobilisation. It envisages that the procurement process will be undertaken in accordance with the Open Procedure as set out within the Procurement Act (2023) in line with the following indicative programme:
Action Target date
PME issued 21st January 2026
PME clarification 2nd February 2026 @23:59
PME deadline 10th February 2026 @12:00
Notice and procurement documents published on Pro-contract 9th March 2026
Site Tour and Bidders Briefing 18th March 2026
Deadline for requests for clarification 1st April 2026 @23:59
Tender return deadline 10th April 2026 @12:00
Award decision notified to tenderers 5th May 2026
Standstill period starts 6th May 2026
Standstill period ends 15th May 2026 @23:59
Contract award 16th May 2026
Mobilisation 16th May - 31st August 2026
Contract Commencement 1st September 2026
Region(s) of supply
North Hampshire
Estimated value
N/A
Keywords
Cleaning , Security , Facilities Management , Facility Management
Key dates
Estimated contract dates
Start date
01/09/2026
End date
31/08/2029
Expression of interest window
From 21/01/2026 17:00 to 10/02/2026 12:00
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Contact details
Buyer
Rushmoor Borough Council
Contact
Grace Taylor
Telephone
023 9260 6539
Address
Rushmoor Borough Council
Farnborough
Hampshire
GU14 7JU
United Kingdom
Farnborough
Hampshire
GU14 7JU
United Kingdom
