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PR352025 Planned Preventative Maintenance

Exeter City Council

This public procurement record has 4 releases in its history.

Tender

25 Jun 2026 at 16:53

UK4 - Tender Notice
Planning

23 Jun 2026 at 16:17

UK3 - Planned Procurement Notice
PlanningUpdate

30 Oct 2025 at 15:43

UK2 - Preliminary Market Engagement Notice
Planning

30 Oct 2025 at 15:40

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Exeter City Council has initiated a procurement process for a Planned Preventative Maintenance (PPM) contract. This process is structured to cover all Council service areas under a single tender divided into two lots: 'Mechanical, Electrical & F-Gas' and 'Specialist Compliance Services.' The procurement is currently in the tender stage, with key dates including the tender period ending on 24th July 2026 and the award period concluding on 17th August 2026. The contract is valued at £2,400,000 (gross) and will be delivered across the UKK4 region of South West England. The contract is to last four years, beginning 1st October 2026, with options for up to four further 12-month renewals. The procurement method is an open procedure, inviting businesses to tender through a specific procurement portal.

This tender offers robust opportunities for businesses specialising in mechanical, electrical, and specialist compliance services to expand their market presence. Small and medium enterprises (SMEs), in particular, are encouraged to participate, as the procurement process is designed to accommodate their capabilities. The emphasis on quality and price as key award criteria suggests that firms with efficient, integrated service delivery models and competitive pricing will be well-suited to bid. By securing this contract, businesses can secure stable, long-term work and contribute to the maintainance of crucial public assets in Exeter, leveraging this as a stepping stone to further growth and contract acquisition.

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Notice Information

Notice Title

PR352025 Planned Preventative Maintenance

Notice Description

Exeter City Council is undertaking this procurement to establish a 4-year Planned Preventative Maintenance (PPM) contract ,with up to 4 further 12-month extensions, covering all Council service areas under a single tender, structured into two Lots: Lot 1 - Mechanical, Electrical & F-Gas * Electrical systems (e.g. switchgear testing, thermography, controls & automation) * Mechanical services (heating, ventilation, air conditioning, water systems, gas) * F-Gas and refrigeration systems Lot 2 - Specialist Compliance Services * Life safety systems (e.g. fire/smoke dampers, air quality, gas detection) * Standby power, protection equipment, and calibration services * Ventilation systems, duct cleaning, and waste pumps The purpose of this procurement is to ensure the effective, efficient, and compliant maintenance of Council assets, reducing reactive repairs and extending asset life through proactive servicing.

Lot Information

Mechanical, Electrical & F-Gas

This Lot covers the core Mechanical and Electrical (M&E) services across the Council's assets, including statutory inspection and testing and reactive works.

Options: Set out in Section 7 of the Volume 1 ITT Document (Information, Instructions and Award Criteria)

Renewal: Four options to extend for up to 12 months each.

Specialist Compliance Services

This Lot covers the more specialist areas across the Council's assets such as refrigeration, ventilation and fire dampers.

Options: Set out in Section 7 of the Volume 1 ITT Document (Information, Instructions and Award Criteria)

Renewal: Four options to extend for up to 12 months each.

Planning Information

Exeter City Council invites suppliers to participate in this market engagement exercise by reviewing the scope and requirements outlined in this document and submitting responses to the accompanying questionnaire. The purpose of this engagement is to gather market insight that will inform the design of the future Planned Preventative Maintenance (PPM) procurement. Supplier feedback will help shape the scope, delivery model, and commercial structure of the final tender documents. Responses should be submitted no later than 12 Noon on 14th November 2025 via the www.advantageswtenders.co.uk Please note: • This is an information-gathering exercise only. No contract will be awarded as a result of this engagement. • Participation does not constitute any commitment to tender, nor does it affect eligibility for future procurement opportunities. • All feedback received will be generalised and shared with all interested suppliers to ensure no supplier is advantaged or disadvantaged. • All information provided by suppliers will be treated in confidence and used solely to inform the development of the future procurement strategy. • Suppliers are responsible for obtaining all necessary information to complete the questionnaire and will bear any associated costs. • Any attempt to offer inducements or seek preferential treatment will result in disqualification from this exercise. If you have any questions or require clarification regarding the questionnaire, please contact us via the messaging facility on the Council's e-procurement portal.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05d752
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/060019-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50700000 - Repair and maintenance services of building installations

Notice Value(s)

Tender Value
£2,000,000 £1M-£10M
Lots Value
£2,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
25 Jun 20262 months ago
Submission Deadline
24 Jul 2026Expired
Future Notice Date
25 Jun 2026Expired
Award Date
Not specified
Contract Period
1 Oct 2026 - 30 Sep 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Exeter 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
EXETER
Postcode
EX1 1JN
Postcode Area
Exeter
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK4 Devon
Small Region (ITL 3)
TLK43 Devon CC
Delivery Location
TLK4 Devon
Local Authority
Exeter
Electoral Ward
St David's
Westminster Constituency
Exeter

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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