Hard FM - Building Fabric Repairs, Maintenance and Minor works Contract - Corporate Estate
A practical guide to understanding what the buyer really wants and how to build a winning response.
Don't get lost in the details
The London Borough of Lewisham isn't just looking for maintenance.
They're looking for peace of mind.
Your job is to keep around 70 sites running smoothly, from libraries to community centres.
It's not just about fixing things.
It's about ensuring these buildings function seamlessly for the people who rely on them.
The contract covers reactive repairs, emergency responses, minor works and some planned maintenance. But what they're really buying is reliability and expertise.
Think about the people using these spaces
Lewisham is vibrant and diverse.
That means the buildings you’ll be maintaining are used by a wide range of people with different needs.
From parents with children at a community centre to staff in a public library.
If I were writing this tender, I'd be emphasising how my approach takes the needs and safety of all users into account.
It's not just about the building fabric—it's about creating a safe and welcoming environment.
Pay attention to what they say
The buyer is clear about their priorities.
They need a reliable partner who can handle both planned and emergency situations.
"First time fix" is a critical phrase here.
They want problems resolved swiftly and effectively the first time around.
That means having the right resources and skilled personnel ready to go.
Your response should clearly demonstrate how you can deliver on this expectation.
Emergency response is crucial
24/7 emergency cover isn't just a nice-to-have.
It's essential.
Lewisham needs to know that when an issue arises, you'll be there to handle it—day or night.
I'd want to see a detailed plan showing your capacity to respond quickly to emergencies.
How will you ensure coverage if someone is ill?
This isn't just about manpower.
It's about having robust systems and processes in place to ensure rapid response times.
Evidence always beats promises
One thing I noticed when I worked in the public sector was that bidders often promised a lot.
But the ones who won were those who backed up their promises with evidence.
If you've successfully handled similar contracts, show that.
- Past performance data
- Client testimonials
- Case studies of resolved issues
- Examples of first time fixes
These aren't just nice additions—they're essential.
Don't underestimate the variety of sites
Yes, you're dealing with 70 sites.
But each one is different.
From children's centres to operational buildings, each has its own challenges.
I'd be highlighting my experience in dealing with a diverse range of buildings.
How do you tailor your approach to different environments?
This shows you understand the complexity of the contract.
Holding standards over the term
Consistency is key.
Lewisham needs assurance that the high standards will be maintained throughout the contract term.
How will you manage staff turnover?
What about annual leave and sickness?
Your submission should address how you plan to keep service levels consistent, regardless of the circumstances.
Show how you'll make life easier for Lewisham
Every contract creates work for the client.
The best contractors reduce that workload.
If I were writing this tender, I'd be explaining how my management processes make life easier for the Borough's officers.
This could be through streamlined communications, efficient reporting or effective issue resolution.
Common mistakes
Avoid submissions that:
- Ignore the need for a robust 24/7 emergency response plan
- Fail to provide evidence of past success
- Overlook the importance of first time fixes
- Don't cater to the diverse range of building types
- Lack a clear plan for maintaining service consistency
- Assume the Council will chase you for updates
- Overpromise without backing up with data
My Final Thoughts
Lewisham is looking for more than a contractor.
They're seeking a partner who understands their community and can deliver real solutions.
The contract is valued at £2,916,667, running from December 2026 to November 2029, with potential extensions to 2031.
Quality is paramount here.
While I haven't seen the quality questions, I'd expect them to delve into how you plan to maintain standards and handle emergencies.
Remember, evidence and reliability are your best allies.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.