Notice Information
Notice Title
Housing, Neighbourhood and Building Services - Repairs & Maintenance, Gas Servicing & Repair and Fire Safety Compliance Services Delivery Lotting Options Appraisal 2025
Notice Description
Portsmouth City Council (the 'Council') is undertaking a further Soft Market Testing (SMT) exercise following cabinet approval to outsource the Repairs & Maintenance and Gas Servicing and Repairs across the Council's managed building assets. The Council previously published a Prior Information Notice (PIN) under -Housing, Neighbourhood and Building Services - Repairs & Maintenance and Gas Servicing & Repair Delivery Options Appraisal, Portsmouth - https://www.find-tender.service.gov.uk/Notice/032496-2024?origin=SearchResults&p=1 The Council is responsible for managing a portfolio of properties that require regular repairs and maintenance, along with gas servicing to ensure safety, compliance, and efficiency to Council properties. The Council have published a PIN and subsequent associated documents under the current Public Contract Regulations 2015. However, the subsequent formal procurement will look to commence from the end of May 2025/early June 2025, at which point the forthcoming Procurement Act 2023 will have come into force legally. The Council's further options appraisal will assess market capacity, capability, and interest in delivering the required services under 4 lots, the current proposed structure of which is as follows. The options appraisal will place a particular focus on the structure of Lots 2 and 4 below - * Lot 1 - Repairs and Maintenance On-Island (Lot1A) and Repairs and Maintenance Off-Island (Lot 1B) (this is one lot with two separate contract awards to different suppliers) - estimated annual value from PS14M to PS18M per supplier, total value both suppliers of around PS36M * Lot 2 - Repairs and Maintenance Corporate Assets - estimated annual value from PS400k to PS600k * Lot 3 - Gas Servicing and Repair - estimated annual value from PS4M to PS5M * Lot 4 - Fire Safety Compliance Services - estimated annual value from PS500k to PS1M The income figures included on the lots above are based on current known anticipated demands. The Council are reviewing the implications of the devolution process to Portsmouth and the wider Authorities and will look to future proof to any subsequent procurement process to include impacts in relation to economic development, supplier diversity and regulatory compliance. This will encompass considerations of the geographical location, scope of service, and value of the opportunity. For full details of the Council's formal report and associated appendices in seeking cabinet approval to continue with an outsourcing solution can be found using the following link - https://democracy.portsmouth.gov.uk/ieIssueDetails.aspx?IId=31340&PlanId=0&Opt=3#AI25498 To assist interested suppliers in understanding the proposed lotting options, the Council will be running a Microsoft Teams event on Wednesday 5th March 2025 at 15:00. Suppliers are encouraged but not obliged to complete an online survey. Completing the survey will help the Council to structure the lots and scope of service to allow the optimal means for suppliers, including SMEs, to participate in the subsequent procurement. For detail on how to access the survey suppliers should register on the Councils e-sourcing platform, Intend - https://in-tendhost.co.uk/portsmouthcc/aspx/home The Council are requesting the survey is completed by Wednesday 19th March 2025 by 12:00, any responses after this deadline may not be considered in the soft market testing report.
Lot Information
Lot 1 - Repairs and Maintenance On-Island (Lot1A) and Repairs and Maintenance Off-Island (Lot 1B)
Lot 1 - Repairs and Maintenance On-Island (Lot1A) and Repairs and Maintenance Off-Island (Lot 1B) (this is one lot with two separate contract awards to different suppliers) - estimated annual value from PS14M to PS18M per supplier, total value both suppliers of around PS36M The income figures included on the lots above are based on current known anticipated demands. The current model for gas and repairs maintenance has been delivered with a single term service provider for gas, covering both on and off-island and two term service providers for repairs, with one covering on-island and one covering off-island. As both the gas contract and the two repair contracts are due to expire in March 2026 there is an opportunity to run the re-procurement of these concurrently and explore the possibility of obtaining value while aligning service priorities. The lotting arrangements and proposed core scope of services have been considered using the feedback provided from the initial Soft Market Testing questionnaire and to assist with the alignment of the service and are set out as follows: Lot 1 - Repairs and Maintenance On-Island (Lot1A) and Repairs and Maintenance Off-Island (Lot 1B) (this is one lot with two separate contract awards to different suppliers) o General Repairs and Maintenance o Electrical Installation Condition Report o Smoke/Heat Detector Checks o Asbestos Removal o Emergency Lighting o Domestic Extractor /Ventilation/Duct Checks o MVHR Testing and Repair o Asbestos Removal o Visual Electrical Checks o Visual Window Checks o Individual fire door installation/maintenance o Out of hours cover o Door entry o Warden Call o PV servicing/maintenance o Voids Works Suppliers will be able to bid for multiple lots with the exception that they cannot win both the Lot 1A Repairs and Maintenance On-Island and Lot 1B Repairs and Maintenance Off-Island. Notwithstanding the above exception, the Council reserves the right to award under any or a combination of lotting options i.e. the Council could award lots 1A, 2, 3 and 4 to a single contractor and lot 1B to a separate contractor. The Council are also considering restricting suppliers who are shortlisted to bid for either Lot 1A or Lot 1B, being shortlisted the lot 2 opportunity and vice versa. Suppliers will be asked to feedback on this consideration as part of the SMT questionnaire. In determining the contracting models, the Council have considered the feedback received from the initial Soft Market Testing as well considering the experience gained from previous models. It is proposed that the contracts to be used will be as follows: * Lot 1 - NEC 4 Option E: 5 years + potential 5-year extension The final contract arrangement has not been definitively set but is likely to be as set out above. Whilst the Council has identified its preferred model above, suppliers can provide feedback, with supporting rationale, as to any potential concerns.
Lot 2 - Repairs and Maintenance Corporate AssetsLot 2 - Repairs and Maintenance Corporate Assets - estimated annual value from PS400k to PS600k The income figures included on the lots above are based on current known anticipated demands. The current model for gas and repairs maintenance has been delivered with a single term service provider for gas, covering both on and off-island and two term service providers for repairs, with one covering on-island and one covering off-island. As both the gas contract and the two repair contracts are due to expire in March 2026 there is an opportunity to run the re-procurement of these concurrently and explore the possibility of obtaining value while aligning service priorities. The lotting arrangements and proposed core scope of services have been considered using the feedback provided from the initial Soft Market Testing questionnaire and to assist with the alignment of the service and are set out as follows: Lot 2 - Repairs and Maintenance Corporate Assets o General Repairs and Maintenance o Electrical Installation Condition Reports o Asbestos Removal o Emergency Lighting Suppliers will be able to bid for multiple lots with the exception that they cannot win both the Lot 1A Repairs and Maintenance On-Island and Lot 1B Repairs and Maintenance Off-Island. Notwithstanding the above exception, the Council reserves the right to award under any or a combination of lotting options i.e. the Council could award lots 1A, 2, 3 and 4 to a single contractor and lot 1B to a separate contractor. The Council are also considering restricting suppliers who are shortlisted to bid for either Lot 1A or Lot 1B, being shortlisted the lot 2 opportunity and vice versa. Suppliers will be asked to feedback on this consideration as part of the SMT questionnaire. In determining the contracting models, the Council have considered the feedback received from the initial Soft Market Testing as well considering the experience gained from previous models. It is proposed that the contracts to be used will be as follows: * Lot 2 - NEC 4 Option E: 5 years + potential 5-year extension The final contract arrangement has not been definitively set but is likely to be as set out above. Whilst the Council has identified its preferred model above, suppliers can provide feedback, with supporting rationale, as to any potential concerns.
Lot 3 - Gas Servicing and RepairLot 3 - Gas Servicing and Repair - estimated annual value from PS4M to PS5M The income figures included on the lots above are based on current known anticipated demands. The current model for gas and repairs maintenance has been delivered with a single term service provider for gas, covering both on and off-island and two term service providers for repairs, with one covering on-island and one covering off-island. As both the gas contract and the two repair contracts are due to expire in March 2026 there is an opportunity to run the re-procurement of these concurrently and explore the possibility of obtaining value while aligning service priorities. The lotting arrangements and proposed core scope of services have been considered using the feedback provided from the initial Soft Market Testing questionnaire and to assist with the alignment of the service and are set out as follows: Lot 3 - Gas Servicing and Repair o Annual Gas Servicing o CO Detector Checks o Gas Boiler Installations o Gas Boiler and Heating Repairs o Voids Gas Safety Works o Out of hours cover Suppliers will be able to bid for multiple lots with the exception that they cannot win both the Lot 1A Repairs and Maintenance On-Island and Lot 1B Repairs and Maintenance Off-Island. Notwithstanding the above exception, the Council reserves the right to award under any or a combination of lotting options i.e. the Council could award lots 1A, 2, 3 and 4 to a single contractor and lot 1B to a separate contractor. In determining the contracting models, the Council have considered the feedback received from the initial Soft Market Testing as well considering the experience gained from previous models. It is proposed that the contracts to be used will be as follows: * Lot 3 - 3* Schedule of Rates: 5 years + potential 5-year extension The final contract arrangement has not been definitively set but is likely to be as set out above. Whilst the Council has identified its preferred model above, suppliers can provide feedback, with supporting rationale, as to any potential concerns.
Lot 4 - Fire Safety Compliance ServicesLot 4 - Fire Safety Compliance Services - estimated annual value from PS500k to PS1M The income figures included on the lots above are based on current known anticipated demands. The current model for gas and repairs maintenance has been delivered with a single term service provider for gas, covering both on and off-island and two term service providers for repairs, with one covering on-island and one covering off-island. As both the gas contract and the two repair contracts are due to expire in March 2026 there is an opportunity to run the re-procurement of these concurrently and explore the possibility of obtaining value while aligning service priorities. The lotting arrangements and proposed core scope of services have been considered using the feedback provided from the initial Soft Market Testing questionnaire and to assist with the alignment of the service and are set out as follows: Lot 4 - Fire Safety Compliance Services o Automatic Opening Vents Testing and Repairs o Fire Alarm Testing and Repairs o Lightening Conductor Testing and Repairs o Visual Fire Door Checks o Sprinkler Testing and Repair o Fire Damper Testing and Repair o Fire Extinguishers o Fire stopping o Smoke Vents o Out of hours cover o Evacuation alert system Suppliers will be able to bid for multiple lots with the exception that they cannot win both the Lot 1A Repairs and Maintenance On-Island and Lot 1B Repairs and Maintenance Off-Island. Notwithstanding the above exception, the Council reserves the right to award under any or a combination of lotting options i.e. the Council could award lots 1A, 2, 3 and 4 to a single contractor and lot 1B to a separate contractor. In determining the contracting models, the Council have considered the feedback received from the initial Soft Market Testing as well considering the experience gained from previous models. It is proposed that the contracts to be used will be as follows: * Lot 4 - NEC 4 Option A Priced Contract with Price List: 5 years + potential 5-year extension The final contract arrangement has not been definitively set but is likely to be as set out above. Whilst the Council has identified its preferred model above, suppliers can provide feedback, with supporting rationale, as to any potential concerns.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-04e68a
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/012008-2025
- Current Stage
- Tender
- All Stages
- Planning, Tender
Procurement Classification
- Notice Type
- Planning Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- Not specified
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
-
- CPV Codes
45311000 - Electrical wiring and fitting work
45312000 - Alarm system and antenna installation work
45312100 - Fire-alarm system installation work
45312310 - Lightning-protection works
45312311 - Lightning-conductor installation work
45313000 - Lift and escalator installation work
45315100 - Electrical engineering installation works
45315300 - Electricity supply installations
45315400 - High voltage installation work
45315500 - Medium-voltage installation work
45315600 - Low-voltage installation work
45315700 - Switching station installation work
45317100 - Electrical installation work of pumping equipment
45317200 - Electrical installation work of transformers
45317300 - Electrical installation work of electrical distribution apparatus
45321000 - Thermal insulation work
45324000 - Plasterboard works
45331000 - Heating, ventilation and air-conditioning installation work
45331100 - Central-heating installation work
45331110 - Boiler installation work
45331200 - Ventilation and air-conditioning installation work
45331210 - Ventilation installation work
45331211 - Outdoor ventilation installation work
45332000 - Plumbing and drain-laying work
45332200 - Water plumbing work
45333100 - Gas regulation equipment installation work
45333200 - Gas meter installation work
45341000 - Erection of railings
45342000 - Erection of fencing
45343000 - Fire-prevention installation works
45343100 - Fireproofing work
45343200 - Firefighting equipment installation work
45351000 - Mechanical engineering installation works
45410000 - Plastering work
45420000 - Joinery and carpentry installation work
45421000 - Joinery work
45422000 - Carpentry installation work
45430000 - Floor and wall covering work
45431000 - Tiling work
45432000 - Floor-laying and covering, wall-covering and wall-papering work
45440000 - Painting and glazing work
45451000 - Decoration work
45452000 - Exterior cleaning work for buildings
45453000 - Overhaul and refurbishment work
45453100 - Refurbishment work
45454000 - Restructuring work
45454100 - Restoration work
50700000 - Repair and maintenance services of building installations
50711000 - Repair and maintenance services of electrical building installations
50712000 - Repair and maintenance services of mechanical building installations
50721000 - Commissioning of heating installations
50760000 - Repair and maintenance of public conveniences
50870000 - Repair and maintenance services of playground equipment
51100000 - Installation services of electrical and mechanical equipment
51110000 - Installation services of electrical equipment
51120000 - Installation services of mechanical equipment
Notice Value(s)
- Tender Value
- £500,000,000 £100M-£1B
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 31 Mar 20251 years ago
- Submission Deadline
- Not specified
- Future Notice Date
- 27 May 2025Expired
- Award Date
- Not specified
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planned
- Lots Status
- Planned
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- Portsmouth City Council
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- PORTSMOUTH
- Postcode
- PO1 2AL
- Postcode Area
- Portsmouth
- Country
- England
-
- Major Region (ITL 1)
- TLJ South East (England)
- Basic Region (ITL 2)
- TLJ3 Hampshire and Isle of Wight
- Small Region (ITL 3)
- TLJ31 Portsmouth
- Delivery Location
- TLJ31 Portsmouth, TLJ32 Southampton, TLJ35 South Hampshire
-
- Local Authority
- Portsmouth
- Electoral Ward
- Charles Dickens
- Westminster Constituency
- Portsmouth South
Further Information
Notice URLs
Open Contracting Data Standard (OCDS)
The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.