Notice Information
Notice Title
REPAIRS AND MAINTENANCE
Notice Description
SCC were seeking a suitable supplier for the provision of a maintenance and repair service to meet these stated needs, as well as undertake various smaller Pre-Planned Maintenance (PPM) works / services on their estate, including listed building, work offices and public spaces, as listed below: Planned and maintenance, including: - Provision of a 'one stop shop' for works and repairs - Electrical, plumbing etc - Footpaths - Buildings (including listed buildings) - Public conveniences - Parks and Open Spaces For clarity, this notice states the standstill period ends on the 26/11/2025, which is incorrect and unable to be changed within this notice. The Authority has decided to apply a standstill period of 10 working days, which means that standstill will end on the 27/11/2025.
Planning Information
Salisbury City Council (the Authority) will be undertaking a procurement for the provision of a Repairs and Maintenance contract to their estate, which includes working on listed buildings, out of hours requirements, and pre-planned maintenance and works, and is seeking the views of the market on our intended commissioning approach with the outcomes to shape the procurement strategy and final tender documents. The Authority is keen to engage with Contractors who have a solid background in delivering similar Repairs & Maintenance contracts with a strong customer and safety focus, and who are able to work collaboratively with the Authority to deliver a first-in-class service. All answers provided will offer insight into how the market might consider this opportunity. Any information provided will be treated as confidential and non-binding but note it may be used to inform the final specification, brief and pricing document. The Authority kindly asks interested Contractors to complete and submit the Market Engagement questionnaire to achieve the above aim. The questionnaire can be found on the In-Tend portal (the link is shown below), and contains information within it to support its completion. If you require further clarity of information, please submit enquiries/questions via the In-tend portal link - https://in-tendhost.co.uk/hampshire/aspx/Tenders/Current. All information required for completing the questionnaire is included in the document itself. Please only submit completed questionnaires via the In-Tend portal, as company literature or promotional material will not be considered. Please submit completed questionnaires via this link (https://in-tendhost.co.uk/hampshire/aspx/Tenders/Current). The deadline for submitting completed questionnaires is Friday 01st August 2025.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-055a6c
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/074562-2025
- Current Stage
- Award
- All Stages
- Planning, Tender, Award
Procurement Classification
- Notice Type
- UK6 - Contract Award Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Open procedure
- Tender Suitability
- SME
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
50 - Repair and maintenance services
-
- CPV Codes
50000000 - Repair and maintenance services
Notice Value(s)
- Tender Value
- £4,500,000 £1M-£10M
- Lots Value
- £4,500,000 £1M-£10M
- Awards Value
- £4,500,000 £1M-£10M
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 17 Nov 20253 months ago
- Submission Deadline
- 15 Oct 2025Expired
- Future Notice Date
- 14 Aug 2025Expired
- Award Date
- 5 Nov 20253 months ago
- Contract Period
- 1 Jan 2026 - 31 Dec 2030 Over 5 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Pending
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- SALISBURY CITY COUNCIL
- Contact Name
- Craig Anderson-Jones
- Contact Email
- facilities@salisburycitycouncil.gov.uk
- Contact Phone
- Not specified
Buyer Location
- Locality
- SALISBURY
- Postcode
- SP1 1JH
- Post Town
- Salisbury
- Country
- England
-
- Major Region (ITL 1)
- TLK South West (England)
- Basic Region (ITL 2)
- TLK7 Gloucestershire and Wiltshire
- Small Region (ITL 3)
- TLK72 Wiltshire
- Delivery Location
- TLK15 Wiltshire
-
- Local Authority
- Wiltshire
- Electoral Ward
- Salisbury St Edmund's
- Westminster Constituency
- Salisbury
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/074562-2025
17th November 2025 - Contract award notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/056611-2025
15th September 2025 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/038481-2025
9th July 2025 - Preliminary market engagement notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/038107-2025
8th July 2025 - Preliminary market engagement notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/037929-2025
7th July 2025 - Preliminary market engagement notice on Find a Tender
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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.
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"description": "SCC were seeking a suitable supplier for the provision of a maintenance and repair service to meet these stated needs, as well as undertake various smaller Pre-Planned Maintenance (PPM) works / services on their estate, including listed building, work offices and public spaces, as listed below: Planned and maintenance, including: - Provision of a 'one stop shop' for works and repairs - Electrical, plumbing etc - Footpaths - Buildings (including listed buildings) - Public conveniences - Parks and Open Spaces For clarity, this notice states the standstill period ends on the 26/11/2025, which is incorrect and unable to be changed within this notice. The Authority has decided to apply a standstill period of 10 working days, which means that standstill will end on the 27/11/2025.",
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"description": "Technical & Professional Ability Please provide details of two separate contracts to meet the technical and professional ability criteria set out in the procurement documents, in any combination from either the public or private sectors; voluntary, charity or social enterprise (VCSE) that are relevant to our requirement. VCSEs may include samples of grant-funded work. Where this procurement is for supplies or services, the examples must be from the past three years. Where this procurement is for works, the examples may be from the past five years. The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided below. We reserve the right to use the information provided to undertake due diligence and to assure ourselves that the information is accurate. Should it be found that any of the information is false or misleading, the bid will be rejected. For consortium bids, or where you have indicated that you are relying on a particular member or a subcontractor in order to meet the technical and professional ability, you should provide relevant examples of where the consortium/particular member/subcontractors have delivered similar requirements. If this is not possible (e.g. the consortium is newly formed or a Special Purpose Vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or members of the Special Purpose Vehicle or subcontractors (three examples are not required from each member). Where the Supplier is a Special Purpose Vehicle, or a managing agent not intending to be the main provider of the supplies or services, the information requested should be provided in respect of the main intended provider(s) or subcontractor(s) who will deliver the contract. Please provide details of one successfully completed contract for each of the following requirements; 1) Proven experience of maintaining and repairing Grade I, Grade II, or Grade II listed buildings using traditional methods and materials appropriate to the historic fabric for a contract with a minimum duration of 1 year and a minimum contract value of PS250,000. For the example you give, you must (in addition to the information requested below for provided examples): * A detailed understanding of conservation principles and statutory requirements relevant to Grade I, Grade II, or Grade II listed buildings buildings. * How you will ensure employment of appropriately qualified heritage specialists (e.g., RICS Conservation-accredited surveyors, RIBA Conservation Architects, or equivalent) where applicable. 2) Experience of maintaining and repairing buildings for an organisation with a number of buildings greater than 20 as part of the contract, for a minimum contract duration of 2 years, and a minimum value of PS500,000. Both contract examples must be within the previous 3 years for services; and the previous 5 years for works. Please ensure the below information is included in the response, for each contract: * Name of the customer organisation who signed the contract * Name, position and contact details (inc. email) of the supplier who signed the contract * Description of the contract including start and completion dates and estimated contract value A Pass will be awarded if all the following points are met for both of the contracts you submit as part of your response to this question. * They have been awarded or performed in the last three years for services; five years for works, and * They meet the stated required length, and * They meet the stated minimum value, and for Question 1: * Evidences experience working on Grade I, Grade II, or Grade II listed buildings listed buildings, and * The process for ensuring employment of appropriately qualified heritage specialists, and for Question 2: * Evidences experience relating to contracting with an organisation that manages a building number of greater than 20. A Fail will be awarded if any of the contracts: * Are not in the last three years for services; five years for works, or * Does not meet the required length, or * Does not meet the minimum value, or for Question 1: * Does not evidence experience working on Grade I, Grade II, or Grade II listed buildings listed buildings, and * Does not evidence process for ensuring employment of appropriately qualified heritage specialists, or for Question 2: * Does not evidence the experience relating to contracting with an organisation that manages a building number of greater than 20."
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"noLotsDivisionRationale": "There are several areas to consider when looking at deciding whether to look at lotting a contract. An overview of the pros and cons for multi-lotted contracts are: Pros: * Reduced Risk of Supply Chain Disruption - Spreading the work across multiple suppliers reduces the impact of any single supplier's problems. * Increased Competition - Encourages more suppliers to participate, potentially leading to better pricing and innovation. * Opportunity for SMEs - Splitting contracts into lots can make it easier for smaller businesses to compete for contracts. * Flexibility and Innovation - Different suppliers may offer varied approaches, allowing for experimentation and potentially better solutions. Cons: * More Complex Procurement - Requires managing multiple contracts and suppliers, increasing administrative burden. * Higher Procurement Costs - Multiple tendering processes and contract management can be more expensive. * Potential for Inconsistent Quality - Different suppliers may have varying standards, requiring closer monitoring. * Reduced Economies of Scale - Smaller contract lots may limit the potential for volume discounts. Lotting types * by geographical coverage * by trade type SCC considered all the above when looking at this contract and opted for the single supplier approach, as previously stated. a single supplier contract allows for a consistent approach to quality through their own supply chain. Salisbury location is too small an area to be consider a geographical lotting. Whilst trade could be done, this introduces the risk of passing blame, as well as increased administrative burden and disproportionately complex procurement processes."
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"financialTerms": "Standard 30 day terms will apply. Invoices emailed through to facilities@salisburycitycouncil.gov.uk. In the first instance any disputes would go via dedicated contacts. If a resolution cannot be agreed then the escalation point would be to the Head of Service and the Responsible Finance Officer."
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"riskDetails": "INCREASED COSTS Risk - As with any services and supply of goods contracts that require an extensive range of goods and rely on supply chains, there is a risk of costs increasing and being passed through the supply chain, resulting in a compound increase affect. Mitigation - This will need to be managed by regular meeting with suppliers and the Authority to deem what is the most appropriate course of action. A contingency figure will be built into the contract for any potential cost rises over the contractual period. Prices submitted can only increase inline with CPI and not without approval from SCC. Suppliers will be required to have an open book costing arrangement to ensure transparency. SINGLE SUPPLIER CONTRACT Risk - The use of a single supplier potentially exposes the council to over-reliance on one supplier, who may not perform the contract adequately. Mitigation - The below KPI's have been included to manage performance and mitigate this risk and to support supplier performance. Response Time Compliance KPI: 95% of all emergency callouts addressed within 4 hours. Completion Rates KPI: 90% of reactive maintenance tasks completed within the prescribed timeframes (Emergency: 4 hours, Urgent: 24 hours, Routine: 5 days, Special Circumstances: 30 days). First-Visit Resolution KPI: 85% of reactive maintenance and repairs resolved during the first visit. Preventative Maintenance (PPM) Completion KPI: 100% of scheduled PPM tasks completed within the agreed schedule each quarter. Reporting Accuracy KPI: 100% Submission of complete and accurate monthly MI / spend reports and invoices by the 5th working day of each month, as required in Section 4 of the specification. Health and Safety Compliance KPI: Zero major health and safety violations identified during audits. Customer Feedback KPI: Achieve a 90% satisfaction rate in quarterly customer satisfaction surveys conducted by Salisbury City Council."
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