Repairs and Maintenance Contract

{
  "buyer": {
    "id": "GB-PPON-PMTB-3924-HHTH",
    "name": "Salisbury City Council"
  },
  "date": "2025-09-15T14:42:36+01:00",
  "id": "056611-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-055a6c",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Salisbury",
        "postalCode": "SP1 1JH",
        "region": "UKK15",
        "streetAddress": "The Guildhall, Market Place"
      },
      "contactPoint": {
        "email": "procurement.support@hants.gov.uk",
        "name": "Craig Anderson-Jones"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://salisburycitycouncil.gov.uk/"
      },
      "id": "GB-PPON-PMTB-3924-HHTH",
      "identifier": {
        "id": "PMTB-3924-HHTH",
        "scheme": "GB-PPON"
      },
      "name": "Salisbury City Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-12-08T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "Standard 30 day terms will apply. \nInvoices emailed through to facilities@salisburycitycouncil.gov.uk. \nIn 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."
    },
    "description": "SCC owns a number of properties and assets which require ongoing reactive maintenance and repair. The number of properties that fall under this heading are showing in Annex 5- Asset List.xlsx.\nThis requirement is being procured with the intention of achieving short, medium, and long term commercial efficiencies in respect of ongoing asset repair and maintenance for the Council.\nAs such, SCC are 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:\n\u2022 Planned and reactive maintenance, including:\n\u2022 Provision of a \u2018one stop shop\u2019 for works and repairs\n\u2022 Electrical, plumbing etc\n\u2022 Footpaths\n\u2022 Buildings (including listed buildings)\n\u2022 Public conveniences\n\u2022 Parks and Open Spaces",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-15T14:42:36+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "056611-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/056611-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-06T17:00:59+01:00"
    },
    "id": "EX27241",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Repair and maintenance services",
            "id": "50000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK15"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "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:\nPros:\n\u2022 Reduced Risk of Supply Chain Disruption - Spreading the work across multiple suppliers reduces the impact of any single supplier\u0027s problems.\n\u2022 Increased Competition - Encourages more suppliers to participate, potentially leading to better pricing and innovation.\n\u2022 Opportunity for SMEs - Splitting contracts into lots can make it easier for smaller businesses to compete for contracts.\n\u2022 Flexibility and Innovation - Different suppliers may offer varied approaches, allowing for experimentation and potentially better solutions.\nCons:\n\u2022 More Complex Procurement - Requires managing multiple contracts and suppliers, increasing administrative burden.\n\u2022 Higher Procurement Costs - Multiple tendering processes and contract management can be more expensive.\n\u2022 Potential for Inconsistent Quality - Different suppliers may have varying standards, requiring closer monitoring.\n\u2022 Reduced Economies of Scale - Smaller contract lots may limit the potential for volume discounts. \nLotting types\n\u2022 by geographical coverage\n\u2022 by trade type\nSCC 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.\nSalisbury 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."
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Continuous Service Improvement - 100 points available",
              "name": "Quality criterion 1 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Stakeholder Engagement - 200 points available",
              "name": "Quality criterion 2 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Out of Hours Support - 250 points available",
              "name": "Quality criterion 3 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Operational Quality Monitoring - 500 points available",
              "name": "Quality criterion 4 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Staffing - 350 points available",
              "name": "Quality criterion 5 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Cost Management - 250 points available",
              "name": "Quality criterion 6 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Modern Slavery and Social Value - 100 points available",
              "name": "Quality criterion 7 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Risk and Mitigations - 100 points available ",
              "name": "Quality criterion 8 (Lot 0)",
              "type": "quality"
            },
            {
              "description": "Total price submitted in Annex 2 - Schedule of Works will be used in the PpQP calculation",
              "name": "Price criterion 1 (Lot 0)",
              "type": "price"
            }
          ],
          "weightingDescription": "In line with the PpQP approach, each question is allocated points based on importance to the Authority."
        },
        "contractPeriod": {
          "endDate": "2030-12-31T23:59:59+00:00",
          "startDate": "2026-01-01T00:00:00+00:00"
        },
        "id": "1",
        "selectionCriteria": {
          "criteria": [
            {
              "description": "N/A",
              "type": "economic"
            },
            {
              "description": "Technical \u0026 Professional Ability\nPlease 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.\nThe 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.\nFor 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.\nPlease provide details of one successfully completed contract for each of the following requirements;\n1)\tProven 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 \u00a3250,000.\nFor the example you give, you must (in addition to the information requested below for provided examples):\n\u2022\tA detailed understanding of conservation principles and statutory requirements relevant to Grade I, Grade II, or Grade II listed buildings  buildings.\n\u2022\tHow you will ensure employment of appropriately qualified heritage specialists (e.g., RICS Conservation-accredited surveyors, RIBA Conservation Architects, or equivalent) where applicable.\n2)\tExperience 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 \u00a3500,000.\nBoth contract examples must be within the previous 3 years for services; and the previous 5 years for works.\nPlease ensure the below information is included in the response, for each contract:\n\u2022\tName of the customer organisation who signed the contract\n\u2022\tName, position and contact details (inc. email) of the supplier who signed the contract\n\u2022\tDescription of the contract including start and completion dates and estimated contract value\nA 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.\n\u2022 They have been awarded or performed in the last three years for services; five years for works, and\n\u2022 They meet the stated required length, and\n\u2022 They meet the stated minimum value, and\nfor Question 1:\n\u2022\tEvidences experience working on Grade I, Grade II, or Grade II listed buildings  listed buildings, and\n\u2022\tThe process for ensuring employment of appropriately qualified heritage specialists, and\nfor Question 2:\n\u2022\tEvidences experience relating to contracting with an organisation that manages a building number of greater than 20.\nA Fail will be awarded if any of the contracts:\n\u2022\tAre not in the last three years for services; five years for works, or\n\u2022\tDoes not meet the required length, or\n\u2022\tDoes not meet the minimum value, or\nfor Question 1:\n\u2022\tDoes not evidence experience working on Grade I, Grade II, or Grade II listed buildings  listed buildings, and\n\u2022\tDoes not evidence process for ensuring employment of appropriately qualified heritage specialists, or\nfor Question 2:\n\u2022\tDoes not evidence the experience relating to contracting with an organisation that manages a building number of greater than 20.",
              "type": "technical"
            },
            {
              "description": "N/A",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "value": {
          "amount": 4500000.0,
          "amountGross": 5400000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "riskDetails": "INCREASED COSTS\nRisk - 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.\nMitigation - 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.\nSINGLE SUPPLIER CONTRACT\nRisk - The use of a single supplier potentially exposes the council to over-reliance on one supplier, who may not perform the contract adequately. \nMitigation - The below KPI\u0027s have been included to manage performance and mitigate this risk and to support supplier performance.\nResponse Time Compliance\nKPI: 95% of all emergency callouts addressed within 4 hours.\nCompletion Rates\nKPI: 90% of reactive maintenance tasks completed within the prescribed timeframes (Emergency: 4 hours, Urgent: 24 hours, Routine: 5 days, Special Circumstances: 30 days).\nFirst-Visit Resolution\nKPI: 85% of reactive maintenance and repairs resolved during the first visit.\nPreventative Maintenance (PPM) Completion\nKPI: 100% of scheduled PPM tasks completed within the agreed schedule each quarter.\nReporting Accuracy\nKPI: 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.\nHealth and Safety Compliance\nKPI: Zero major health and safety violations identified during audits.\nCustomer Feedback\nKPI: Achieve a 90% satisfaction rate in quarterly customer satisfaction surveys conducted by Salisbury City Council.",
    "status": "active",
    "submissionMethodDetails": "https://in-tendhost.co.uk/hampshire/aspx/Home",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-15T14:00:59+01:00"
    },
    "title": "Repairs and Maintenance Contract",
    "value": {
      "amount": 4500000.0,
      "amountGross": 5400000.0,
      "currency": "GBP"
    }
  }
}