The Opportunity: CCS RM6378 Framework for Hard FM Suppliers

The Crown Commercial Service (CCS) RM6378 Facilities Management and Security Services Framework is the UK government’s principal route for procuring FM services across central government, NHS trusts, local authorities, and wider public sector bodies.

For Hard Facilities Management (Hard FM) suppliers – those delivering mechanical, electrical, and building fabric maintenance – this framework represents a significant opportunity.

Under Lots 1a, 1b and 1c, suppliers can compete for national and regional contracts ranging from small single-site maintenance to multi-million-pound portfolios covering entire government estates.

These lots are structured as follows:

• Lot 1a – Hard FM (Small): up to £2 million annual contract value.
• Lot 1b – Hard FM (Medium): £2 million to £10 million.
• Lot 1c – Hard FM (Large): £10 million and above.

To be successful, bidders must produce a technically robust, commercially sound, and fully compliant submission. CCS evaluations rely heavily on written evidence, structured scoring, and strict compliance with formatting, character, and document rules.

What the Hard FM Submission Involves

1. Quality Questionnaire (Attachment 2d)

The Quality Questionnaire is the most critical part of the RM6378 submission. For Hard FM, nine questions apply – numbered 2.1 to 2.6, 2.8, and 2.9.

They test how a supplier plans, delivers, measures, and improves Hard FM services, including compliance with statutory requirements, contract governance, social value, and innovation.

Each question must:

• Address every sub-criterion from the framework specification.
• Fit within CCS character limits
• Be written in clear, evidence-based language aligned to CCS scoring descriptors (0–5 scale).
• Demonstrate measurable results, references, and continuous improvement mechanisms.

Common themes include:

• Compliance: statutory maintenance, safety certification, risk management, and asset integrity.
• Contract management: governance structures, KPIs, escalation routes, and reporting methods.
• Innovation and technology: digital asset management, IoT monitoring, predictive maintenance.
• Sustainability: carbon reduction, waste minimisation, and environmental management.
• Integration: linking Hard FM with other facilities disciplines for seamless delivery.

2. Technical Demonstrations (Attachment 2b)

Bidders must provide two Technical Ability Certificates (TACs), evidencing real Hard FM contracts that demonstrate capability, scale, and successful outcomes.

Each demonstration must include:

• Contract value (minimum £125,000 for Lot 1a; £2 million for Lot 1b; £10 million for Lot 1c).
• Scope of services delivered – M&E, compliance, reactive and planned maintenance, small works.
• Duration and client name.
• Measurable results – performance levels, innovations, customer satisfaction.
• Evidence of sole delivery responsibility.

If a supplier lacks complete examples, composite case studies can be constructed, provided they are credible and consistent with framework rules.

3. Carbon Reduction Plan (Attachment 2c)

The Carbon Reduction Plan (CRP) is a mandatory submission under Procurement Policy Note 06/21.

It requires Hard FM bidders to set out:

• Baseline greenhouse gas emissions (Scopes 1, 2, and relevant Scope 3).
• Reduction targets and progress tracking.
• Practical initiatives (e.g. energy-efficient plant upgrades, low-emission fleets, renewable adoption).
• Governance, accountability, and director-level approval.

CCS will check that the CRP is dated within the last 12 months, signed, and references publication on the supplier’s website.

4. Price Matrix Workbooks (Attachment 3a)

Pricing accuracy is a key compliance and scoring factor in the RM6378 process.

Suppliers must complete Price Matrix Workbooks for Lots 1a, 1b, and 1c.

Each workbook is pre-protected; only unlocked cells may be edited.

Inputs typically include:

• Labour rates for various trades (electrical, mechanical, fabric).
• Planned and reactive maintenance schedules.
• Statutory testing frequencies and compliance costs.
• Management and overhead allowances.
• Profit margins and regional uplifts (e.g. London weighting).

The “Conformance” indicator must show green before submission — confirming correct completion.

All cost assumptions must align with the operational model described in the Quality responses, ensuring internal consistency.

5. Procurement and Financial Documentation

Hard FM suppliers must also submit:

• The Procurement Questionnaire (Attachment 2a) – covering insurances, certifications (ISO 9001, ISO 14001, ISO 45001), health and safety, equality, modern slavery, and GDPR compliance.
• The Financial Viability Risk Assessment Tool (Attachment 5a) – populated with company accounts, risk ratings, and mitigations if any metrics fall outside CCS thresholds.

Consistency across all documents is essential. Discrepancies between pricing, policies, or financial data can reduce marks or risk rejection.

What Makes a High-Scoring Hard FM Submission

Successful bidders demonstrate three things:

1. Complete compliance – every sub-criterion explicitly covered.
2. Clear evidence – case studies, KPIs, innovations, and measurable outcomes.
3. Consistency – alignment across Quality, TACs, pricing, CRP, and financial tools.

Weaknesses often arise from unlinked narratives, vague innovation claims, or technical inconsistencies (for example, describing predictive maintenance but offering only reactive rates in the pricing).

Evaluators look for confidence that a supplier can deliver at scale, manage risk, and add value through technology and efficiency.

How Baachu Supports Hard FM Suppliers

Baachu provides expert support to Hard FM suppliers bidding for the CCS RM6378 Framework — covering the full spectrum of bid writing, estimating, and independent review.

Bid Writing Support:

We draft clear, compliant responses that fully align with the CCS scoring system, addressing every sub-criterion and showcasing your technical capability, governance, and innovation.

Estimating and Pricing Support:

Our FM cost specialists build the Price Matrix workbooks from first principles — developing labour models, supervision ratios, overhead structures, and London uplifts. We ensure the “Conformance” flag is green and that pricing matches your delivery model.

Independent Review and Marking:

For teams writing in-house, we perform structured reviews and scoring assessments of draft submissions. This includes marking each question against CCS evaluation criteria, highlighting evidence gaps, inconsistencies, and opportunities to raise marks before submission.

All services include cross-checking between Quality, TACs, CRP, and Pricing to ensure consistency and compliance.

When to Engage Support

The final submission deadline for the RM6378 Framework is in early January.

Hard FM suppliers should have complete draft Quality responses and pricing models ready by mid-December, allowing time for independent review and revisions over the Christmas period.

Whether you need full bid development, pricing estimation, or final review, early engagement ensures enough time for compliance checks and CCS portal formatting.

Partner with Baachu to Strengthen Your Hard FM Submission

Baachu has supported hundreds of FM organisations across central government, defence, healthcare, and education tenders. Our approach combines practical FM operational understanding with rigorous bid management discipline.

We help suppliers produce clear, evidence-based and compliant submissions that stand out for quality, governance and innovation meeting every CCS requirement under RM6378.

Email: hello@baachu.com

Subject: CCS RM6378 Framework Hard FM Support

Whether you need bid writing, pricing estimation, or independent review, our team will help you prepare a fully compliant, high-scoring Hard FM submission that reflects your technical strength and readiness to deliver.

You might also find these RM6378 guides helpful:

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