Portsmouth City Council - Term Service Contract for Water Hygiene Compliance - 2025

{
  "buyer": {
    "id": "GB-PPON-PCNL-5714-PRZV",
    "name": "Portsmouth City Council"
  },
  "date": "2025-10-24T16:49:37+01:00",
  "id": "068339-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-059a9b",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Portsmouth",
        "postalCode": "PO1 2AL",
        "region": "UKJ31",
        "streetAddress": "Civic Offices, Guildhall Square"
      },
      "contactPoint": {
        "email": "procurement@portsmouthcc.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
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      },
      "id": "GB-PPON-PCNL-5714-PRZV",
      "identifier": {
        "id": "PCNL-5714-PRZV",
        "scheme": "GB-PPON"
      },
      "name": "Portsmouth City Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
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  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "The tender return deadline was extended from Monday 27th October 2025 at 12:00 to Friday 31st October 2025 at 12:00. See the procurement scope for full details of the updated programme.",
        "id": "068339-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2025-12-09T23:59:59Z"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Portsmouth City Council (the Council) is looking to appoint a supplier to deliver Water Hygiene services across its housing and corporate stock, with an estimated annual value of approximately \u00a3200k. The contract will be let for an initial 5-year term, with the option to extend by up to a further 5 years in intervals to be agreed.\nThe scope of the service will include statutory water safety inspections, monitoring, and sampling, ensuring compliance with all relevant regulations and maintaining the safety and functionality of the Council\u0027s water installations. This is a re-procurement of an existing service provision.\nBackground information\nFollowing cabinet approval and undergoing a formal options appraisal Building Services is required to undertake a procurement exercise for the provision of water hygiene testing and maintenance across its managed building assets.\nThe options appraisal report submitted on 19th February 2025 to the Cabinet Member for Housing \u0026 Tackling Homelessness recommended continuation of outsourcing delivery\nAll recommendations and requested delegations were approved. \nFor full details of the Council\u0027s formal report and associated appendices can be found using the following link -\nhttps://democracy.portsmouth.gov.uk/ieIssueDetails.aspx?IId=31340\u0026PlanId=0\u0026Opt=3#AI25498\nWithin the option appraisal it was determined the future gas servicing contract should solely focus on gas and remove the water hygiene workstream to improve the competitiveness within gas contracts for that workstream.  Consequently, the water hygiene contract is to be tendered as a standalone contract, which will also allow it to be managed by the Council\u0027s water hygiene specialist.\nThe Council is responsible for managing a portfolio of properties that require regular monitoring, testing and disinfection to ensure safety, compliance, and cleanliness to prevent the risk of legionella.  The contract that support these services are due to expire and needs to be reprocured to ensure business continuity.\nThe scope of services will include statutory water hygiene inspections, shower head descaling and TMV servicing, ensuring compliance with all relevant regulations and maintaining the safety and functionality of the Council\u0027s water installations.\nHousing Stock Information\nThe Council has a housing stock of approximately 17,500 properties of which approximately 15,500 are socially rented and then there are approximately 2000 leasehold properties.  Within the stock there is a mix of housing types including houses and bungalows. However, the majority of the dwellings are within purpose-built blocks of flats constructed in the 1950s and 1960s.\nTraditionally the estate has been spread across the two geographical areas of Portsea Island (on-island, PO1 to PO5) and Paulsgrove and Havant (off-island, PO6 to PO9).\nA recent acquisition of approximately 800 properties has however subsequently increased the \u0027off-island\u0027 area to sites in Gosport, Fareham and Winchester.\nWithin the contract there will be a requirement to monitor approximately 50 of the blocks of flats within the Council\u0027s stock, which will mostly be on-island, however, there will be infrequent inspections to the off-island stock as well.\nCorporate Assets\nThe Council is also responsible for approximately 550 corporate assets including buildings such as schools, sports pavilions, care homes and offices; the majority of which are located on-island.  There are currently 150 corporate assets that require inspections.\nCurrent \u0026 Future Demand\nThe demand fluctuates annually and is highly dependent upon the number of schools that access the Council\u0027s Service Level Agreements (SLA) within the Corporate assets, however, risk assessments within the residential assets are generally stable.\nOver the last 12 months approximately 135 risk assessments were undertaken across both asset types.  It is anticipated that over the next 24 months this will remain within a +/- range of 15%\nChanging Context and Objectives\nOver the next 5-10 years the Council is expecting to experience a number of challenges with regards to the maintenance of its housing and corporate assets with any incumbent Supplier to work in partnership with the Council to ease pressures where they can.\nSignificant changes in legislation such as the Building Safety Act and Fire Safety Act will require greater scrutiny from suppliers to ensure they are working in a compliant way particularly when working in buildings of 6+ storeys.\nThere will be more focus on the accuracy and timely manner of up-load of compliance information and ensuring Legionella Risk Assessments are well managed and resolved and will be monitored by the Social Housing Regulator.\nScope and Specification\nThe core scope of works, which the successful supplier will be required to deliver are -\n\u2022\tLegionella Risk Assessments\n\u2022\tTMV servicing\n\u2022\tTemperature monitoring\n\u2022\tClean and descale of shower heads\n\u2022\tInspection of tanks, calorifiers, etc\n\u2022\tSampling\nAncillary Scope of Works\nThe ancillary scope of works, which the successful supplier may be required to deliver, namely:\n\u2022\tRemoval of dead legs\n\u2022\tInstallation and replacement of valves and TMV\n\u2022\tRepairs to tanks and systems\n\u2022\tAncillary plumbing in connection with water hygiene\nFor clarity the contract will focus on monitoring and inspection.  However, infrequently the contractor may be required to assist with repairs where it is appropriate to do so.\nThe Specification has been designed to ensure that all Suppliers have an effective and equal understanding of the contract\u0027s functional and performance requirements.\nThe Council reserves the right to make amendments to the specification if deemed necessary during the clarification stage.\nContract Model\nThe council intends to award a single M3NHF Schedule of Rates term contract.\nPayments will be made in accordance with monthly valuations of completed works.\nContract value\nThe Council are estimating the contract value will be in the region of \u00a3200k per annum.\nBased on anticipated inflationary uplifts and potential growth in stock, and the potential impact of LGR the total individual contract spend over the potential 10-year term (5-year base with options to extend) is expected to range between \u00a32m to \u00a33.7m.\nContract duration\nThe contract term will be for 5 years with options to extend in increments to be agreed up to a maximum of 10 years.\nPartnership Working\nIn addition to working in close partnership with the council, the supplier will also be required to work in partnership with the council\u0027s other existing term service contractor partners.\nSocial Value\nThe Council are committed to continuously reviewing and improving the approach to social value delivery, and suppliers can find further information using the following link -\nhttps://www.portsmouth.gov.uk/services/council-and-democracy/social-value/\nLocal Government Review\nAs part of the wider Local Government Review (LGR), the Council is required to actively engage in discussions with neighbouring authorities to explore potential opportunities for collaboration, shared service delivery, and governance alignment. While this engagement is ongoing, no formal decisions or agreements have been reached at this stage.\nUnder current LGR proposals, it is likely to require Portsmouth City Council to form a new Authority by merging with other neighbouring Authorities. For Portsmouth, this will result in a new Council being created to provide the same services to everyone in the city, whilst covering a larger area and have a different name. Effectively all the current council services in the area of the new council boundary would be merged to create a new Council.\nAt this stage, the Council can only confirm its current demand and scope of requirements; however, this may be subject to change should additional needs arise from other local authorities as part of wider structural reforms.\nAny tender opportunities and contracts will be structured to allow adjustments in the scope of services and the value of contracts to the Council to respond to changes in demand and budgetary constraints, whilst ensuring that services remain efficient and continue to provide value for money. Additionally, provisions will be included to adapt to changes in geographical boundaries resulting from any reorganisation. This will ensure that services can be extended or retracted to align with new administrative areas.\nThe impacts of Local Government Review cannot be fully understood at this stage. However, when considering the potential surrounding local authorities and their current property portfolios, the Council anticipate the annual value of the contract could increase in the region of \u00a3100k per year, in the event these services needed to be subsumed into this opportunity. Therefore, taking this into account the potential value stated in the total value of the opportunity over the 10-year period could be up to \u00a33.7M.\nIn the event of reorganisation, contracts will include clauses that allow for the assignment of the contract to successor authorities. Any assignment clause is likely to state any contract may be assigned to any new authority that succeeds the original contracting authority.\nFor further details in respect of LGR see the following link -\nhttps://www.portsmouth.gov.uk/services/council-and-democracy/devolution-and-plans-for-local-government-reorganisation/",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
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      {
        "datePublished": "2025-10-24T16:49:37+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "068339-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/068339-2025"
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    ],
    "enquiryPeriod": {
      "endDate": "2025-10-17T16:00:00+01:00"
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    "id": "ocds-h6vhtk-059a9b",
    "items": [
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            "id": "90711500",
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        "deliveryAddresses": [
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            "countryName": "United Kingdom",
            "region": "UKJ31"
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          {
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            "countryName": "United Kingdom",
            "region": "UKJ34"
          },
          {
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            "countryName": "United Kingdom",
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        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
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            {
              "name": "Schedule of Rates amendments",
              "numbers": [
                {
                  "number": 60,
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              "type": "cost"
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              "type": "cost"
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            {
              "name": "Mobilisation",
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              "type": "cost"
            },
            {
              "description": "The total quality score is assessed out of 30%. The sub-weighting for this question is 25%. Therefore, the percentage weighting below is 25% of the total of 30% - 7.5%.",
              "name": "Mobilisation",
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              "type": "quality"
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            {
              "description": "The total quality score is assessed out of 30%. The sub-weighting for this question is 20%. Therefore the percentage weighting below is 20% of the total of 30% - 6%.",
              "name": "Resource Structure",
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              "type": "quality"
            },
            {
              "description": "The total quality score is assessed out of 30%. The sub-weighting for this question is 25%. Therefore the percentage weighting below is 25% of the total of 30% - 7.5%.",
              "name": "IT Systems Technology and Workflow Capabilities",
              "numbers": [
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              "type": "quality"
            },
            {
              "description": "The total quality score is assessed out of 30%. The sub-weighting for this question is 15%. Therefore the percentage weighting below is 15% of the total of 30% - 4.5%.",
              "name": "Processes",
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              "type": "quality"
            },
            {
              "description": "The total quality score is assessed out of 30%. The sub-weighting for this question is 15%. Therefore the percentage weighting below is 15% of the total of 30% - 4.5%.\nHowever, the percentage on the notice has been listed as 4.49% as the Value for Money question in criterion 9 is on a pass/fail basis but a weighting of 0% cannot be added on the notice",
              "name": "Social Value",
              "numbers": [
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                  "number": 4.49,
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              ],
              "type": "quality"
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            {
              "description": "The is assessed on a pass/fail basis. However, a weighting of 0.01 has been added on the notice as the system does not allow a 0 to be entered.",
              "name": "Value for Money",
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        },
        "contractPeriod": {
          "endDate": "2031-03-31T23:59:59+01:00",
          "maxExtentDate": "2036-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "The contract will be awarded for an initial term of five years thereafter the council will have the option to extend the term by a period(s) of up to a maximum of five years.\nAny period(s) of extension will be at the council\u0027s sole discretion. The maximum allowable term is 10 years."
        },
        "selectionCriteria": {
          "criteria": [
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              "description": "As described in the procurement specific questionnaire and the invitation to tender.",
              "type": "economic"
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              "description": "As described in the procurement specific questionnaire and the invitation to tender.",
              "type": "technical"
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        "value": {
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          "amountGross": 4440000,
          "currency": "GBP"
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    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "Portsmouth City Council (\u0027the council\u0027) is inviting tenders from suitably qualified Suppliers to provide a Water Hygiene Compliance service.\nThe council is using a single stage competitive flexible procedure for the procurement of this contract, which includes conditions of participation and detailed tender proposals to be submitted at the same time.\nPreliminary Market Engagement\nAn options appraisal was presented to the portfolio holder for Housing and Tackling Homelessness, during which it was agreed that the water hygiene servicing works should be separated from the gas servicing contract.\nAs part of its preliminary market engagement, the Council undertook a review of existing public sector framework agreements for water hygiene services. While these frameworks offer compliant routes to market, they were found to be unsuitable for the Council\u0027s specific requirements.\nThe Council is keen to encourage broader market participation, including local and SME providers who may not be represented on national frameworks. A bespoke tender exercise allows for greater competition and the opportunity to explore innovative approaches to service delivery, which may not be achievable under the constraints of a framework.\nAs a result, the Council has opted to undertake a Competitive Flexible Procedure to ensure the procurement process is aligned with its strategic objectives and delivers best value.\nCentral Digital Platform\nSuppliers are required to register on the Central Digital Platform, and upload and/or check that their core Supplier information on the Central Digital Platform relating to their company information, Mandatory and Discretionary Exclusions, Connected Persons, and economic and financial standing is all up to date and accurate at the point of submitting both a Tender Response. Where relevant, Suppliers will also need to provide information concerning Associated Persons and intended Sub-contractors\nShould there be any inconsistency between this information and the information as submitted in response to this Procurement, the Supplier will need to provide evidence as to the accuracy of their submission and failure to do so could result in the Supplier being excluded for Improper Behaviour.\nGuidance on accessing the Central Digital Platform can be found here -\nhttps://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html\nTender evaluation principles\nThe evaluation of responses takes place in two stages:\n\u2022\tEvaluation of exclusion grounds and conditions of participation takes place first. Only when a Supplier has satisfied these minimum requirements within the Procurement Specific Questionnaire (PSQ) will evaluation proceed to the next stage.\n\u2022\tEvaluation of award criteria takes place second and comprises evaluation of the responses to the Quality Assessment Questions (QAQ) and Pricing.\nMinimum requirements\nThe PSQ Preliminary Questions focus on the following sections that will be assessed on a pass/fail basis -\n1.\tSupplier information\n2.\tGrounds for exclusion\n3.\tRelevant experience and contract examples\n4.\tFinancial capacity\n5.\tInsurance\n6.\tGDPR/ Data Protection\n7.\tHealth and Safety\n8.\tAccreditations\n9.\tPayments in contracts (information only)\n10.\tTackling Modern slavery (information only)\nAs part of the evaluation of technical and professional ability Suppliers are asked to demonstrate that they have a proven track record of delivering the council\u0027s requirements. This will involve providing descriptions of contract examples with accompanying references from the Suppliers\u0027 customers.\nSuppliers are required to provide details of at least one contract case study to demonstrate experience of Microbial Growth and Similar Contract Experience. Additionally, suppliers will be required to provide examples of a Legionella Risk Assessment (LRA) carried out with at least one LRA for a commercial, non-domestic building and one LRA for a block of flats with communal areas.\nSuppliers are allowed to use one case study to cover the requirements or a supplier can use two separate case studies to demonstrate compliance with the experience requirements.\nWhere this procurement is for goods or services, the examples must be from the past three years. Any contract case studies and example reports more than three years will be discounted and result in a fail.\nAny supplier who does not meet the minimum requirements in the preliminary questions, will be excluded as not meeting the conditions of participation, and their submission will not be assessed any further.\nAward criteria\nWhere a Supplier has satisfied the minimum requirements within the PSQ, their responses to the Quality Assessment Questions (QAQ) will then be evaluated against the following award criteria:\n\u2022\tPrice 70%\n\u2022\tQuality 30% and pass/fail criteria\nFor details of the breakdown of how the Price and Quality are to be assessed see Award Criteria of this notice. The pricing will be assessed on a normalised basis, whilst the quality responses will be assessed on a weighted rate basis or pass/fail.\nFor a breakdown of the specific criteria to be used to evaluate a suppliers quality assessment question submission, suppliers should refer to Quality Assessment Question scoring matrices and refer to the Single Stage Competitive Flexible Procedure - Conditions of Participation and Invitation to Tender included in the tender pack available via the Council\u0027s e-tendering platform Intend.\nOptional Supplier Site Visits\nFollowing completion of the initial tender evaluation and moderation, the Council reserve the right to undertake site visits with up to the top three Suppliers, for verification purposes only.\nThe Council will contact suppliers and look to arrange site visits in the event site visits interviews are required.\nSuppliers will need to make key delivery staff outlined within their tender proposal available to the Councils evaluation team. The Council will provide an agenda of items to be reviewed as part of the site visit to allow suppliers time to prepare.\nThe Council will be using the site visit as a means to verify details contained within a suppliers tender submission i.e. reviewing data management system, call handling process/sites etc. These visits are for verification purposes only and will not constitute negotiation\nThe Council may adjust evaluation scores where the findings of the site visit materially contradict or undermine the claims made in the submission.\nFurthermore, where a site visit reveals material misrepresentation, non-compliance, or improper conduct, the Council reserves the right to set aside the bid in its entirety.\nShould the Council identify clear discrepancies within a suppliers submission on more than one of the quality assessment criteria, the Council reserves the right to set the submission aside in its entirety.\nAccess to tender document and programme programme\nThe Council will administrate the procurement using its e-sourcing system In-Tend, which will be used for:\n\u2022\tAccess to and issue of procurement information and documentation\n\u2022\tPre-tender submission clarification requests and response\n\u2022\tTender submission\n\u2022\tTender opening and access to responses\n\u2022\tPost tender submission clarification requests and response\n\u2022\tAward decision notification and feedback\nThe In-Tend system can be accessed free of charge via the following web link:\nhttps://intendhost.co.uk/portsmouthcc/aspx/home\nThe Council are intending to follow the subsequent Procurement Programme -\nContract notice published on FTS - Monday 15th September 2025\nProcurement documents available on In-tend - Monday 15th September 2025\nMicrosoft Teams Supplier Briefing - Thursday 25th September 2025, 15:00\nDeadline for requests for clarification - Friday 17th October 2025, 16:00\nTender return deadline - Friday 31st October 2025, 12:00\nAssessment Summaries Published - Monday 8th December 2025\nContract Award Notice Published - Tuesday 9th December 2025\nStandstill and section 20 notification start - Wednesday 3rd December 2025\nStandstill finish - Friday 19th December 2025\nSection 20 Notice Finish - Thursday 8th January 2026\nContract Award - Friday 9th January 2026\nContract Commencement -Wednesday 1st April 2026\nMicrosoft Team\u0027s Supplier Briefing\nA Supplier bidders briefing will be held on Thursday 25th September 2025 via Microsoft Teams.\nThe Council would anticipate the meeting to take no longer than 90 minutes and would look to follow the suggested agenda below -\n\u2022\t15:00 - Introductions - 10 minutes\n\u2022\t15:10 to 16:00 - PCC Presentation\n\u2022\t16:00 to 16:30 - Question and answers\nThe purpose of the briefing is to provide Suppliers with an overview of:\n\u2022\tBackground and current contracting arrangements\n\u2022\tChange in delivery model\n\u2022\tProcurement Programme\n\u2022\tConditions of Participation\n\u2022\tTender Return Requirements\nTo book a place on the Microsoft Teams meeting, suppliers are to provide the name, role and e-mail address of delegates using the correspondence function on Intend.\nSuppliers are not limited to the number of delegates for the Microsoft Teams meeting and should submit their request to attend no later than Wednesday 24th September 2025 by 16:00.\nThe Council will be recording the Microsoft Teams meeting and will subsequently make this available as part of the SMT pack via Intend.\nAny questions and answers will be recorded via the clarification log and will be published to allow all suppliers (including those unable to attend the meeting), unless deemed commercially sensitive."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2030-09-16T23:59:59+01:00"
        }
      ]
    },
    "riskDetails": "Known Risks\nThe Council has identified the following known risks that are likely to occur during the duration of the term of the contract -\n\u2022\tAn increase in stock size due to the construction of new build sites or the purchase of additional existing dwellings\n\u2022\tA decrease in stock size due to the sale or decommissioning of existing dwellings (to include any age of boiler)\n\u2022\tAn increase in stock size as additional buildings sign up to existing SLAs\n\u2022\tA decrease in stock size as buildings no longer want to utilise existing SLAs\n\u2022\tIncreased complexity due to -\no\tageing stock requiring more frequent or complex repairs\no\tincrease in the number of boiler replacements needed\no\tinclusion of other heating systems\nOther Risks\n\u2022\tLocal Government Reorganisation leads to other stock holding Authorities becoming amalgamated with the Council and consequently the contract acquires additional stock numbers, increasing the value of the opportunity. (Based on the SOR\u0027s)\n\u2022\tLocal Government Reorganisation leads to the Council becoming amalgamated with other Local Authorities and the contract or stock is novated to an alternative contract or supplier, decreasing the value of the opportunity. (using the novation clause)\n\u2022\tKPIs reduce relevance or are found to be ineffective during the contract, potentially following changes in legislation and compliance monitoring, and need to be amended.\n\u2022\tWorkstreams are added to provide contingency for other suppliers particularly in relation to repairing remedial actions identified increasing the size and value of the contract. (using the SORs)\n\u2022\tThe ongoing costs in delivering the service increases due to larger than predicted inflationary pressures, labour shortages or skills gaps.  Impacts of technological change in respect of unknown future standards or innovations - periodic review clause to allow to utilise new technology, mobilisation and purchase of new technology\n\u2022\tFollowing the acquisition of additional stock, higher than expected costs to bring dwellings to required standards following unknown conditions/unexpected issues that the Council could not have reasonably been aware at the point of purchase.\n\u2022\tAmendment or introduction of new legislation or changes in building safety legislation, could increase/decrease the cost in delivering the service.\n-An endemic or pandemic event such as Covid 19 requires the contractor to achieve contractual outcomes by adapting existing practices.\nThe Council has identified the risks above associated with the delivery of this contract. In accordance with Schedule 8 of the Procurement Act 2023, the Council reserves the right to modify the contract, without initiating a new procurement procedure, should any of these known risks materialise during the contract term.\nAny such modification will be limited to addressing the consequences of the known risk and will not alter the overall nature of the contract. Where applicable, a Contract Change Notice will be published in accordance with the requirements of the Act.",
    "status": "active",
    "submissionMethodDetails": "The Council will publish the associated tender documents via Intend, the Councils e-tendering platform.\nhttps://www.portsmouth.gov.uk/ext/business/business.aspx",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-31T12:00:00Z"
    },
    "title": "Portsmouth City Council - Term Service Contract for Water Hygiene Compliance - 2025",
    "value": {
      "amount": 3700000,
      "amountGross": 4440000,
      "currency": "GBP"
    }
  }
}