Planning

PR352025 Exeter City Council Planned Preventative Maintenance (PPM)

EXETER CITY COUNCIL

This public procurement record has 2 releases in its history.

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 is undertaking a procurement process for Planned Preventative Maintenance (PPM) across its varied estate, including operational buildings and specialist infrastructure within the UK, specifically in the South West. The current stage is planning, with market engagement feedback due by 14th November 2025. This initiative is part of a broader effort to enhance maintenance consistency, reduce reactive repairs, and leverage data-led asset management, with an emphasis on digital compliance tools and robust contractual arrangements. This procurement, underpinned by legislative framework UKPGA 2023/54, has a total value of approximately £1,440,000 and is expected to commence in April 2026, running through March 2031, with potential for renewal.

This tender represents a significant business opportunity, particularly for companies specialised in repair and maintenance services, as well as architectural, construction, engineering, and inspection services. It is particularly suited for SMEs and VCSEs due to the outlined suitability criteria. Engaging in this process could foster business growth through long-term collaboration with a public authority like Exeter City Council, enhancing visibility and credibility in the public sector. Businesses with capabilities in managing complex mechanical and electrical systems, digital compliance, and comprehensive service delivery models are well-positioned to compete and potentially expand their operational reach.

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Notice Information

Notice Title

PR352025 Exeter City Council Planned Preventative Maintenance (PPM)

Notice Description

Exeter City Council manages a varied estate that includes operational buildings, public amenities, and specialist infrastructure. Many of these assets feature complex mechanical and electrical systems, bespoke installations, and statutory compliance obligations. These must be proactively maintained to ensure safety, operational efficiency, and uninterrupted service delivery. The Council is currently reviewing its approach to planned preventative maintenance to improve consistency, reduce reactive repairs, and strengthen data-led asset management. Key areas of focus include the integration of digital compliance tools, alignment of service delivery across disciplines, and the establishment of resilient, well-structured contractual arrangements.

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/069829-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

71 - Architectural, construction, engineering and inspection services

CPV Codes

50000000 - Repair and maintenance services

71000000 - Architectural, construction, engineering and inspection services

Notice Value(s)

Tender Value
£1,152,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 Oct 20253 months ago
Submission Deadline
Not specified
Future Notice Date
15 Dec 2025Expired
Award Date
Not specified
Contract Period
31 Mar 2026 - 31 Mar 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
EXETER CITY COUNCIL
Contact Name
Chris Draper
Contact Email
chris.draper@exeter.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
EXETER
Postcode
EX1 1JN
Post Town
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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