Planned Preventative Maintenance

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05d752-2026-06-23T16:17:47+01:00",
    "date": "2026-06-23T16:17:47+01:00",
    "ocid": "ocds-h6vhtk-05d752",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PCHX-3846-DMNW",
            "name": "Exeter City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PCHX-3846-DMNW"
            },
            "address": {
                "streetAddress": "Civic Centre",
                "locality": "Exeter",
                "postalCode": "EX1 1JN",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "Chris Draper",
                "email": "sarah.hambleton@exeter.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://exeter.gov.uk/",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PCHX-3846-DMNW",
        "name": "Exeter City Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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.",
                "dueDate": "2025-11-14T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "069825-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069825-2025",
                "datePublished": "2025-10-30T15:40:23Z",
                "format": "text/html"
            },
            {
                "id": "069829-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069829-2025",
                "datePublished": "2025-10-30T15:43:20Z",
                "format": "text/html"
            },
            {
                "id": "059112-2026",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK3",
                "description": "Planned procurement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/059112-2026",
                "datePublished": "2026-06-23T16:17:47+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "PR352025",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Planned Preventative Maintenance",
        "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.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50700000",
                        "description": "Repair and maintenance services of building installations"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK4",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK4",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK4",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50700000",
                        "description": "Repair and maintenance services of building installations"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK4",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            }
        ],
        "value": {
            "amountGross": 2400000,
            "amount": 2000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2030-09-30T23:59:59+01:00",
                    "maxExtentDate": "2034-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "planned",
                "title": "Mechanical, Electrical & F-Gas",
                "description": "This Lot covers the core Mechanical and Electrical (M&E) services across the Council's assets, including statutory inspection and testing and reactive works.",
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Question 1 - Service Delivery Model 25% Question 2 - Planned Maintenance, Statutory Testing & Reactive Works 25% Question 3 - Compliance, Quality Assurance & Health and Safety 15% Question 4 - Asset Data, Reporting & Contract Management 15% Question 5 - Mobilisation & Risk Management 10% Question 6 - Environment & Sustainability 5% Question 7 - Social Value 5%",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Lowest Compliant Price",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "renewal": {
                    "description": "Four options to extend for up to 12 months each."
                },
                "hasOptions": true,
                "options": {
                    "description": "Set out in Section 7 of the Volume 1 ITT Document (Information, Instructions and Award Criteria)"
                }
            },
            {
                "id": "2",
                "title": "Specialist Compliance Services",
                "description": "This Lot covers the more specialist areas across the Council's assets such as refrigeration, ventilation and fire dampers.",
                "status": "planned",
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Question 1 - Service Delivery Model 25% Question 2 - Planned Maintenance, Statutory Testing & Reactive Works 25% Question 3 - Compliance, Quality Assurance & Health and Safety 15% Question 4 - Asset Data, Reporting & Contract Management 15% Question 5 - Mobilisation & Risk Management 10% Question 6 - Environment & Sustainability 5% Question 7 - Social Value 5%",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
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                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Lowest Compliant Price",
                            "numbers": [
                                {
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                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2030-09-30T23:59:59+01:00",
                    "maxExtentDate": "2034-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Four options to extend for up to 12 months each."
                },
                "hasOptions": true,
                "options": {
                    "description": "Set out in Section 7 of the Volume 1 ITT Document (Information, Instructions and Award Criteria)"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-06-25T23:59:59+01:00"
        },
        "status": "planned",
        "amendments": [
            {
                "id": "069829-2025",
                "description": "Amendment to engagement submission date."
            }
        ],
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk). Registration is free of charge. Direct Link (LIVE FROM 25 JUNE 2026) - https://procontract.due-north.com/Advert?advertId=1ac91879-136f-f111-813c-005056b64545&p=69ce52d6-e03c-e511-80ed-000c29c9ba21",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-07-24T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-07-17T17:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-17T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk). Registration is free of charge. Direct Link (LIVE FROM 25 JUNE 2026) - https://procontract.due-north.com/Advert?advertId=1ac91879-136f-f111-813c-005056b64545&p=69ce52d6-e03c-e511-80ed-000c29c9ba21",
                "url": "www.advantageswtenders.co.uk"
            },
            {
                "id": "L-2",
                "documentType": "technicalSpecifications",
                "description": "All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk). Registration is free of charge. Direct Link (LIVE FROM 25 JUNE 2026) - https://procontract.due-north.com/Advert?advertId=1ac91879-136f-f111-813c-005056b64545&p=69ce52d6-e03c-e511-80ed-000c29c9ba21",
                "url": "www.advantageswtenders.co.uk"
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    "language": "en"
}