Are You a Soft FM Supplier Preparing to Bid for the Crown Commercial Service RM6378 Framework?

The new Crown Commercial Service (CCS) RM6378 Facilities Management and Security Services Framework is a key opportunity for Soft Facilities Management (Soft FM) suppliers looking to win long-term public sector work.

For organisations delivering cleaning, catering, waste, pest control, reception, mailroom, grounds maintenance and other non-technical services, this framework will underpin government and NHS contracts for years to come.

Lots 3a and 3b focus exclusively on Soft FM delivery:

• Lot 3a – contracts up to £2 million annual value.
• Lot 3b – contracts above £2 million, often multi-site or national in scope.

To compete successfully, bidders must submit high-quality, fully compliant responses that clearly demonstrate capability, evidence performance, and justify cost.

What the Soft FM Submission Involves?

Suppliers must complete several interconnected documents, each assessed by CCS evaluators against published criteria.

1. Quality Questionnaire (Attachment 2d)

Seven questions apply to Soft FM: 2.1–2.5, 2.7 and 2.9.

They test compliance, contract management, innovation, social value and service delivery.

Responses must fit CCS character limits, explicitly address every sub-criterion, and align with the scoring descriptors.

2. Technical Demonstrations (Attachment 2b)

Two project examples are required to prove capability.

• Lot 3a: minimum £125,000 annual value.
• Lot 3b: minimum £2 million annual value.
  Each must evidence scope, mobilisation, results, and improvement actions. 

3. Carbon Reduction Plan (Attachment 2c)

Prepared in line with government’s Procurement Policy Note 06/21, the plan must outline emissions baseline, reduction targets, key initiatives, governance, and a director sign-off line.

4. Price Matrix Workbooks (Attachment 3a)

Pricing is often underestimated, but it is integral to scoring.

Suppliers must:

• Complete only the unlocked cells for Lots 3a and 3b.
• Input hourly and service rates, overheads, profit, and any London uplift.
• Confirm that the workbook’s “Conformance” indicator shows green before upload.
• Ensure that all costs align with the written delivery model – headcount, supervision, shift patterns, consumables and regional coverage.

Evaluators will look for internal consistency between pricing and the operational narrative.

A mismatch – for example, a 24/7 helpdesk described in writing but not costed – can result in a lower score or rejection.

5. Company and Financial Documents

Suppliers must also complete:

• The company questionnaire confirming insurances, standards and policies.
• The financial viability tool, supported by recent accounts and explanations for any risk flags.

Common Pitfalls and How to Avoid Them

Strong operational providers often lose marks due to weak written responses, incomplete technical evidence, or unaligned pricing.

The Crown Commercial Service marking system rewards precision and proof not aspiration.

Each statement must be backed by data, processes or measurable results, and the pricing must support the story told in the Quality response.

A professional review identifies these issues before submission, ensuring clarity, compliance, and scoring strength.

Independent Review Support from Baachu

Baachu provides independent quality and compliance reviews for Soft FM suppliers bidding for RM6378.

Our experts carry out a full evaluation of each answer against CCS marking criteria, assess technical demonstrations, verify carbon plan compliance, and check the price matrices for alignment.

A standard review takes around eight to ten working days, producing:

• Marked scoring commentary for all seven quality responses.
• Evidence and coverage gap analysis.
• Cross-checks of narrative, pricing, and technical content.
• Final recommendations for improvement before submission.

This independent assurance gives Soft FM suppliers the confidence that their submission is ready to perform under formal evaluation.

Planning Your Review Around Submission Deadlines

With final submissions expected in early January, complete draft responses should be ready by 20 December.

This allows sufficient time for an external review and internal revisions over the Christmas period, ensuring a final, compliant upload in the New Year.

Get Expert Help Now

If you are preparing a Soft FM submission for the Crown Commercial Service RM6378 framework, Baachu can help you strengthen quality, compliance and pricing consistency.

Email hello@baachu.com with subject line: CCS FM Framework Lots 3a and 3b  Review to discuss how we can help you maximise your score and submit with confidence.

You might also find these RM6378 guides helpful:

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