RM6378 CCS Facilities Management Framework: Mandatory Requirements Explained for FM and Security Suppliers (Lots 1–4)

The Crown Commercial Service RM6378 Facilities Management and Security Services Framework is one of the UK public sector’s largest FM procurement routes. Whether you are delivering Hard FM, Soft FM, Total FM (TFM) or Security Services, suppliers must meet strict mandatory requirements to be eligible. These obligations sit above and beyond the quality questionnaire and must be satisfied in full.

If you cannot deliver the core services assigned to your Lot, the submission becomes non-compliant and is rejected. This article provides a clear, practical breakdown of the mandatory requirements for each Lot (1–4) so suppliers, SMEs and bid teams understand exactly what they must provide before bidding.

Mandatory Requirements Applying to All Lots (1–4)

Every supplier—regardless of whether they are bidding for Hard FM, Soft FM, TFM or Security—must deliver the 18 mandatory Management Services, which form the backbone of government FM delivery. These include:

1. Integration of all services
2. Health and safety management
3. Operational management and supervision
4. Service Delivery Plans
5. Fire safety advice
6. Accessibility and inclusive service design
7. Risk management and issue resolution
8. Customer satisfaction and experience
9. Management information and reporting
10. Performance monitoring and self-audit
11. Business continuity and disaster recovery
12. Quality management
13. Workforce recruitment, training and performance
14. Supply chain and subcontractor management
15. Statutory and regulatory compliance
16. Sustainability and environmental management
17. Social value delivery
18. Carbon net-zero contribution activities

These requirements are non-negotiable. Every Lot must comply.

Lot 1: Total Facilities Management (TFM)

(1a: £0–£2m, 1b: £2m–£15m, 1c: £15m+)

TFM suppliers must deliver every mandatory service across Hard FM, Soft FM and Management Services. It is the most demanding of all Lots because it requires full estate-wide FM capability.

Mandatory Hard FM services (all required)

• Building fabric maintenance
• Mechanical services (HVAC, pumps, plant)
• Electrical systems and compliance testing
• Water hygiene and Legionella controls
• Heating and cooling plant
• Lifts and conveyance systems
• Fire detection and protection systems
• Specialist engineering systems (e.g. BMS, generators, UPS)
• Statutory inspections and compliance
• Reactive repairs and Inclusive Repair Threshold works

Mandatory Soft FM services (all required)

• Cleaning services (routine, periodic and deep cleaning)
• Waste management and recycling
• Reception and front-of-house
• Mailroom, logistics and courier handling
• Catering services (staff, hospitality, vending)
• Porterage and internal moves
• Washrooms and feminine hygiene
• Pest control
• Grounds maintenance and landscaping
• Helpdesk and CAFM operation

Summary for Lot 1:

If the supplier cannot deliver every Hard FM and Soft FM core service, the bid fails. TFM bidders must prove full-service integration, technical breadth, risk management, compliance and resource capacity.

Lot 2: Hard FM (2a & 2b)

Hard FM bidders must deliver all mandatory engineering and maintenance services, including:

• Planned and reactive building fabric maintenance
• Mechanical services maintenance
• Electrical services and compliance testing
• Water hygiene (Legionella controls)
• Heating, cooling, ventilation and controls
• Lift and conveyance maintenance
• Fire alarm and suppression systems
• Specialist engineering systems (BMS, generators, UPS)
• Full statutory inspection and testing regime
• Reactive repairs through agreed thresholds

Lot 2 suppliers must demonstrate competent engineers, strong compliance management, asset management capability, and a robust CAFM-driven reporting structure.

Lot 3: Soft FM (3a & 3b)

Soft FM bidders must deliver all mandatory Soft FM services, including:

• General, specialist and deep cleaning
• Waste management and recycling
• Reception and front-of-house
• Mailroom and logistics
• Catering services
• Porterage and internal moves
• Washroom and feminine hygiene
• Pest control
• Soft landscaping and grounds care
• Helpdesk and CAFM operation

Soft FM bidders must show strong workforce management, quality assurance, customer service standards, sustainability practices, and consistent service delivery across multi-site environments.

Lot 4: Security Services (4a–4d)

Security Lots have distinct mandatory services based on the type of capability being delivered.

Lot 4a – Total Security Services (must deliver everything in 4b, 4c and 4d)

• Security officers and guarding
• Patrols, access control, passes, key control
• CCTV and alarm monitoring
• Visitor and vehicle management
• Security systems design, installation, commissioning and maintenance
• Security advisory, threat assessment and counter-terror guidance

Lot 4b – Security Officer Services Only

• Manned guarding
• Patrols
• Access management and passes
• CCTV monitoring
• Visitor management

Lot 4c – Security Systems Only

• Design, install, test and maintain CCTV, alarms, access control
• Technical security solutions and system-level compliance

Lot 4d – Security Advisory Only

• Security audits
• Risk and threat assessments
• Counter-terrorism advice
• Protective security guidance

All security personnel must hold valid SIA licences, be vetted to BPSS, and be capable of supporting higher clearances where required.

Conclusion: Compliance First, Narrative Second

Success under RM6378 depends on one principle:

If you cannot fully deliver the mandatory services for your Lot, your bid will not be accepted 

Before writing a single word of narrative, bidders must ensure they meet all mandatory Hard FM, Soft FM, Management or Security obligations relevant to their Lot. This is the fastest and most reliable way to avoid non-compliance and build scoring advantage.

If your organisation needs support with bid writing, pricing, solution design, evidence development, compliance checks or full bid management, we provide independent expertise across all Lots.

Contact: hello@baachu.com

Subject line: “RM6378 Soft FM / Hard FM / Security Review”

You might also find these RM6378 guides helpful:

Soft FM Technical Standards Under RM6378: A Practical Guide for Suppliers