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Ä¢¹½´«Ã½ Contract Leads

Changes to notice

This notice has been edited. The previous version is still available.

Tender deadline date updated within description to reflect correct submission date 13th July 2026.

Scope

Description

INTRODUCTION

Rushmoor Borough Council ('the Council') is inviting tenders from suitably experienced suppliers for delivery of a repairs & maintenance term service contract for requirements related to its property portfolio.

PROPERTY PORTFOLIO

The contract will cover the entirety of the Council's jurisdictional geographical area, which covers Aldershot, Farnborough and some surrounding areas. The commercial assets which the contract will service include for a theatre, council offices, pavilions, public conveniences, sports facilities plus several other building types.

The Council currently owns 140 properties which range from retail units, sports pavilions, public toilets, community centres, industrial units, leisure centres, cemeteries, Crematoria and offices. However, many of the properties have full repairing leases with tenants. There are only 32 properties that the Council regularly maintains (see appendix B Rushmoor Property List 2026) and which will fall within the scope of this contract initially and which the Council's Property Services are responsible for managing.

However, the properties which are covered within the scope of the contract will vary over time as properties become vacant, if tenants ask the Council to assist with works, new properties are developed / purchased or disposed of.

SCOPE

The contract will primarily cover the delivery of responsive repair services, ensuring timely and effective resolution of maintenance issues as they arise, typically up to £10,000 maximum repair value. Spend on response repair services varies per year but on average is approx. £200k (excluding VAT - all further figures also excluding VAT) per annum.

The estimated non-binding per annum contract value for the contract including for core, non-core and optional works is estimated to be around £400,000 exc. VAT.

Whilst the Council may add or remove sites from the contract as well as significantly alter sites, it cannot provide details of what these changes could entail and what may trigger such changes over the term of the contract. The Council is also therefore unable to provide any additional information on how such changes could positively or negatively impact the value of the contract over the base and extended term.

The Contractor will be required to provide the following works in-house, rather than sub-contract (unless specifically agreed with the issuing officer of the Council)

• general building works

• general skills (gutter and roof clearances)

• carpentry

• brickwork

• plumbing (incl. general hot & cold-water plumbing works; blockages)

• decorations

• minor external works (incl. infilling potholes; resetting paving slabs etc.)

General Building Works/Multi-Trade Requirements - Core Tasks:

Include roofing, guttering, painting and decorating. Brickwork, window repairs, replacement and glazing, carpentry, plumbing, plastering, emergency boarding and locksmithing. Minor electrical work such as installation of new fused spur or replacement of existing elements. Grounds Maintenance - to include weeding, pruning, fencing, gutter clearance, paving and tree trimming.

General Building Works/ Multi-Trade Requirements - Non-Core Tasks:

Include groundworks, path/pavement and minor road repairs, new installations and repairs to existing electrical installations and partial or full re-wiring of premises. Drainage, jetting and inspection, chamber repairs. Installation and repairs to Gas related elements to include the replacement and servicing of boilers. Installation and servicing for HVAC.

Same Day Urgent Repairs:

The contractor will be required to supply a same day urgent repair facility as well as the ability to undertake non urgent works within the prescribed timescale, as set out in the KPI document and under SLA requirements covered in this and relating documents.

Project Works:

In addition to this core provision, the contract will include the option to commission capital expenditure (CapEx) project works valued between £10,000 and £100,000, noting that most projects will be between £10,000 - £30,000.

Capital projects above £10,000 are not guaranteed within the contract but will generally be procured through it where appropriate. Where the Council opts to invite competitive bids for delivery of £10k - £100k project works the term service contactor, subject to capacity & performance, will generally be invited to bid.

Generally, the Council will opt towards competitive bidding rather than using the term service contract for higher value above £30,000 contracts although a range of considerations will be taken into account including for urgency, future maintenance efficiencies, etc.

The level of demand for capital projects can vary significantly, and no commitment can be made regarding the volume or frequency of such works. Spend on capital projects that could be covered within the scope of the future contract varies from between £350k - £700k per annum.

However, noting that a significant proportion of any future spend will be subject to competitive bidding processes, the value of capital projects let via the term service contract is unlikely to exceed over 50% of the overall in scope capital project budget for any one year.

PRICING

Prices will be fixed for the first twelve months of the contract, with a percentage increase in line with the relevant indices of the consumer price index (CPI) applied after one year of the contract start date and every year after that for the contract duration.

Details of the pricing structure that will be applied to the contract is set out within the procurement documents. CPI increases may only be applied to labour rates and call out fee. % uplifts for materials, equipment, sub-contractor management and OH/P% are not subject to any increases over the duration of the contract.

The contract will run on a dynamic commercial basis whereby volumes of work will be dictated by the current property portfolio which may change over time and emerging response and planned maintenance requirements, which again cannot be committed to and will vary over time. Information on historical demand is included within the procurement documents.

In charging for work drawn from the contract all tendered labour rates, mark ups, call out fees, etc. must be honoured, noting that the volume and composition of the work will be dictated by dynamic requirements.

Optional project and planned maintenance works will generally be subject to fixed price quotation with the tendered OH/P% being applied on an open book basis with all costs underneath subject to bespoke works costs. However, where applicable labour rates and mark ups should also be applied to pricing of optional fixed price works on a meet or beat basis.

AWARD, TERM DURATION, EXTENSION OPTIONS & FORM OF CONTRACT

The award date for the contract is targeted for 17th August 2026 with commencement of services to run from 1st October 2026. The contract will be awarded on a 2-year base term with options to extend up to a maximum of 5 years.

The contract will be let using the JCT Measured Term Contract 2024.

SITE VISITS & BIDDERS BRIEFING

Site visits will be held on 10th and 16th June to enable prospective bidders to familiarise themselves with a selection of sites included within the contract scope.

Attendance at a site tour is not a mandatory condition of bidding.

Suppliers must register to attend the site visit via ProContract using the Messaging facility by 9th June providing the names, position and contact information (email & mobile) of their delegates. Suppliers may send up to 2 delegates to attend.

On the day Suppliers should ensure that their delegates report to the Council Offices at 10am. The visit is expected to conclude around 3pm.

A bidders briefing will be held online on Monday 15th June at 16:00 via Microsoft Teams. Attendance at the briefing is encouraged but not mandatory.

The Council would anticipate the meeting to take no longer than 60 minutes and would look to follow the suggested agenda below:

• 16:00 to 16:45 - Procurement Presentation

• 16:45 to 17:00 - Question and answers

Suppliers wishing to attend the briefing should use the link below:

• Join:

• Meeting ID: 344 775 063 123 429

• Passcode: hC62MK9J

Any clarification responses provided at the site tours and / or bidders briefing will subsequently be made available via ProContract / SEBP.

PROCUREMENT PROCESS, PROGRAMME & ADMINSTRATION

The council is using the open procedure for the procurement of this contract, which includes conditions of participation and subsequent evaluation of tender proposals.

This procurement timetable is shown below and, while the council does not intend to depart from it, it reserves the right to do so at any time. Should the programme above change, all Suppliers will be informed of this change via ProContract/SEBP.

• Tender Notice Issued: 3rd June 2026

• Tender Pack Issued on ProContract: 2nd June 2026

• Site Visits: 10th and 16th June 2026

• Online Bidders Briefing: 15th June 2026 @16:00

• Deadline for Requests for Clarification: 26th June 2026 @23:59

• Tender return deadline: 13th July 2026 @17:00

• Award Decision & Assessment Summaries Issued: 30th July 2026

• Contract Award Notice Issued: 30th July 2026

• Standstill Period Starts: 31st July 2026

• Standstill Period Ends: 14th August 2026 @23:59

• Contract Award: 17th August 2026

• Mobilisation: 17th August - 30th September 2026

• Contract Commencement: 1st October 2026

The Council will administrate the procurement using its e-sourcing system ProContract, The ProContract system can be accessed free of charge via the following web link:

Total value (estimated)

• £2,000,000 excluding VAT
• £2,400,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 October 2026 to 30 September 2028
• Possible extension to 30 September 2031
• 5 years

Description of possible extension:

The contract will be awarded on a 2-year base term with options to extend for a further 3 years, in increments to be agreed, up to a maximum of 5 years.

Options

The right to additional purchases while the contract is valid.

OPTIONAL PROJECT WORKS

The contract will include the option to commission capital expenditure (CapEx) project works valued between £10,000 and £100,000, noting that most projects will be between £10,000 - £30,000.

Capital projects above £10,000 are not guaranteed within the contract but will generally be procured through it where appropriate. Where the Council opts to invite competitive bids for delivery of £10k - £100k project works the term service contactor, subject to capacity & performance, will generally be invited to bid.

Generally, the Council will opt towards competitive bidding rather than using the term service contract for higher value above £30,000 contracts although a range of considerations will be taken into account including for urgency, future maintenance efficiencies, etc.

The level of demand for capital projects can vary significantly, and no commitment can be made regarding the volume or frequency of such works. Spend on capital projects that could be covered within the scope of the future contract varies from between £350k - £700k per annum.

However, noting that a significant proportion of any future spend will be subject to competitive bidding processes, the value of capital projects let via the term service contract is unlikely to exceed over 50% of the overall in scope capital project budget for any one year.

NEXT PLACED SUPPLIER CONTINGENCY

The Council reserves the right to engage the next placed highest scoring supplier (ranked 2nd) to deliver the contract in the event that any of the following events occur during the award, mobilisation and delivery of the services during the 2-year base term as well as during any extension periods:

• The Council is unable to agree and execute terms of contract with the preferred bidder identified through evaluation of the submitted tenders

• The preferred bidder identified through evaluation of the submitted tenders fails to mobilise and commence the services in line with the agreed programme, or is significantly delayed in meeting programme milestones and is highly likely to not commence services in line with the agreed programme

• The contract with the preferred bidder identified through evaluation of the submitted tenders is terminated due to:

o Material breach

o Non-material persistent breach

o Failure to meet service levels and KPIs

o Not meeting Conditions of Participation - Exclusion grounds, insurance, financial standing, accreditations, etc.

o Inability to agree price increases in line with terms

o Inability to agree price changes, specification changes, event in the event of materialisation of identified known risks

The next placed supplier will only be engaged at the Council's discretion and subject to the supplier evidencing ability to:

• Meet all Conditions of Participation

• Deliver the requirements as set out in the specification including for any updates made by the Council

• Honour the terms & conditions included within the original procurement

• Deliver the service delivery proposals included within their original tender submission as a minimum

• Honour the pricing elements included for within their original tender submission, subject to reasonable application of relevant CPI indices, as a minimum with a requirement to mitigate any increases where possible

In the event that the Council is unable to reach agreement with the next placed supplier the Council may, at its sole discretion engage with the supplier that ranked immediately below the next placed supplier (ranked 3rd) from the evaluation process to deliver the contract subject to the requirements set out above.

In the event that agreement cannot be reached with the 3rd ranked supplier the council may engage with the 4th ranked supplier and so forth at its discretion for delivery of the contract.

Main procurement category

Services

Additional procurement category

Works

CPV classifications

• 45262700 - Building alteration work
• 45310000 - Electrical installation work
• 45324000 - Plasterboard works
• 45330000 - Plumbing and sanitary works
• 45341000 - Erection of railings
• 45342000 - Erection of fencing
• 45343100 - Fireproofing work
• 45343200 - Firefighting equipment installation work
• 45343230 - Sprinkler systems installation work
• 45400000 - Building completion work
• 50700000 - Repair and maintenance services of building installations
• 50800000 - Miscellaneous repair and maintenance services
• 51100000 - Installation services of electrical and mechanical equipment
• 71321000 - Engineering design services for mechanical and electrical installations for buildings
• 98395000 - Locksmith services

Contract locations

• UKJ37 - North Hampshire

Participation

Legal and financial capacity conditions of participation

For full information of the Council's legal and financial conditions of participation, please see the tender pack available on ProContract.

An overview of the elements set out in the Procurement Specific Questionnaire are below.

SUPPLIER INFORMATION (INCLUDING CONNECTED PERSONS):

Pass/Fail

Suppliers must provide all information and submit Central Digital Platform (CDP) share code.

ASSOCIATED PERSONS:

Pass/Fail

Suppliers must provide all information and submit any associated persons CDP share code.

LIST OF IN-TENDED SUBCONTRACTORS:

Pass/Fail

Suppliers must provide all information of any intendIn-tended subcontractors and submit their CDP share code if they are being relied on to meet Conditions of Participation.

FINANCIAL CAPACITY:

Pass/Fail

Business Risk Assessment:

Bidders must attain a business risk score calculated using Credit Safe financial ratios of 50 or above to pass.

OR

if below or score is unavailable, satisfactory review of financial information against profit/loss, liquidity, acid test, etc. is required

OR

provision of a guarantee from a parent company or other legally bound guarantor with a business risk score of 50 or above.

AND

Turnover Assessment:

Recorded turnover within latest set of accounts of at least approx. £700,000 (approximately 2 x minimum annual value range of contract.)

OR

provision of a guarantee from a parent company or other legally bound guarantor with a recorded turnover within latest set of accounts of at least approx. £700,000

OR

If Suppliers are unable to meet the minimum turnover levels but feel that they can demonstrate alternative evidence of financial capacity they are instructed to submit this in order that the council may consider the information and provide a decision that will be final.

INSURANCE

Pass/Fail - possession of or ability to obtain:

• Public and Products Liability Insurance - £10M in respect of any one occurrence, the number of occurrences being unlimited, but in the aggregate in respect of pollution and products liability.

• Employees Liability Insurance - £5M in respect of any one occurrence, the number of occurrences being unlimited.

GDPR

Pass/Fail

Suppliers must confirm that they have in place, or that they will have in place by the award of the contract, the human and technical resources to perform the contract to ensure compliance with the UK General Data Protection Regulation and to ensure the protection of the rights of data subjects.

AND

Suppliers have provided details to the Council's satisfaction, of the technical facilities and measures (including systems and processes) in place, or will have in place by contract award, to ensure compliance with UK data protection law and to ensure the protection of the rights of data subjects.

HEALTH & SAFETY

SSIP (Safety Schemes in Procurement) Accreditation

Pass/Fail

SSIP Approved Contractor (Any member scheme)

HSE Enforcement / Remedial Orders:

Pass/Fail

Receipt of enforcement/remedial action orders will result in a 'Fail' unless the supplier can demonstrate to the Council's satisfaction that appropriate remedial action has been taken to prevent future occurrences or breaches. The Council may request further information.

Prosecution & Enforcement:

Pass/Fail

The serving of enforcement notices and any prosecutions will result in a 'Fail' decision unless the Supplier can demonstrate that robust measures have been implemented to prevent the re-occurrence to the satisfaction of the Council. The Council may request further information.

HSE FFI Charges:

Pass/Fail

HSE FFI Charges will result in an automatic fail, unless the Council considers those charges are minor and insignificant. The Council may request further information.

Technical ability conditions of participation

The Council require Tenderers to submit 3 case studies relating to services undertaken or are currently being delivered within the past 5 years. Case studies must be submitted using the Contract Case Study template provided within the tender

pack on ProContract.

Multiple case studies that apply to the same client organisation are permitted as long as each example relates to a discrete contract. The case studies will be assessed holistically and must demonstrate evidence of the following as minimum to pass:

At least one operational case study that shows via contract or regular activities with a client undertaking £200K of work for a period of two years or more. This must predominantly include for responsive repair requirements. Alternatively, bidders may submit multiple case studies to demonstrate equivalent experience, provided that:

- The combined value of the examples is at least £200,000;

- Each individual contract example is valued at no less than £50,000; and

- The examples predominantly relate to responsive repair requirements.

At least one case study which demonstrates experience working on a project to a value within a range of £5,000 - £30,000

At least one case study which demonstrates experience working on a capital expenditure project to a value of £30,000 - £100,000.

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

26 June 2026, 11:59pm

Tender submission deadline

13 July 2026, 5:00pm

Submission address and any special instructions

Documents to be submitted on the Council's e-tendering solution ProContract. Please follow this link -

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

17 August 2026

Recurring procurement

Publication date of next tender notice (estimated): 1 May 2031

Award criteria

Other information

Description of risks to contract performance

The council has identified the following known risks that may occur during the duration of the contract and may positively or negatively impact the scope, scale, value, timescales etc. related to the contract:

- Local Government Review impacts including for assignment of contract to successor expanded unitary authority

- Inflation and other cost of living impacts which could increase or decrease demand / revenues

- Assets within scope may increase or decrease over the contract term (e.g. through disposals or acquisitions), which could impact overall contract value.

- Changes to relevant government policy / legislation

- Changes to relevant Council policies

- Changes to relevant standards, accreditations and best practice

- Inflationary and other impacts (National Insurance) on operational costs for both parties

- Impacts of technological change in respect of unknown future standards or innovations in equipment / activities / service delivery

- An endemic or pandemic event like Covid 19 which could increase costs and / or reduce demand.

The 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 risks materialise during the contract term.

Any 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.

LOCAL GOVERNMENT REORGANISATION

As part of the wider Local Government Reorganisation (LGR), the Council has been required to engage with neighbouring authorities to explore future structural reform, shared service opportunities, and alignment of governance arrangements.

The UK Government has now confirmed its decision regarding Local Government Reorganisation across Hampshire and the Isle of Wight. Under the confirmed proposals, the Council will become part of unitary council for northern Hampshire. This will provide all the services currently provided by Rushmoor Borough Council, Hart District Council, Basingstoke and Deane Borough Council and Hampshire County Council.

The new unitary authority will formally come into existence on 1 April 2028, at which point the Council, as it currently exists, will be legally dissolved on 31 March 2028.

Upon dissolution of the Council and vesting of the new unitary authority the Concession Contract established via this procurement process will automatically transfer to the new authority. The Operator will be legally required to continue honouring all commitments made under the terms of the Concession Contract let by the Council.

It is not anticipated that beyond the change of client authority that any other aspects of the Specification, terms and other requirements are likely to be subject to any significant changes, although the Council is obviously not able to accurately predict the requirements and objectives of the future authority.

Applicable trade agreements

• Government Procurement Agreement (GPA)
• Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Contracting authority

Rushmoor Borough Council

• Public Procurement Organisation Number: PYHV-5798-RWLT

Farnborough Road

Farnborough

GU14 7JU

United Kingdom

Email: procurement5 [at] rushmoor.gov.uk

Region: UKJ37 - North Hampshire

Organisation type: Public authority - sub-central government

Other organisation

These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.

Portsmouth City Council

Summary of their role in this procurement: Leading Procurement Activity

• Public Procurement Organisation Number: PCNL-5714-PRZV

Civic Offices, Guildhall Square

Portsmouth

PO1 2AL

United Kingdom

Email: procurement [at] portsmouthcc.gov.uk

Region: UKJ31 - Portsmouth

Contact organisation

Contact Rushmoor Borough Council for any enquiries.