23031 Cambridgeshire County Council Building, Mechanical & Electrical Services Maintenance Contract

Cambridgeshire County Council (CCC) (The Authority) is a rural county council with a

portfolio of approximately 160 corporate buildings spread across the region. CCC is

publishing a re-procurement exercise to supply services and works in respect of the Building,

Mechanical and Electrical Services maintenance requirements, which will include the need

for preventative maintenance, reactive maintenance and small minor project works.

The Authority wishes to appoint a single Provider to provide planned and reactive repairs,

servicing and testing of all equipment as detailed within the specification to the organisation

across a variety of properties within the geographical boundaries of Cambridgeshire.

An example of the requirements of this contract are:

• Servicing and planned preventative maintenance (PPM) services of Mechanical and

Electrical plant and equipment. Statutory inspections & testing.

• Reactive maintenance to buildings in a timely and efficient manner, in line with timescales

as detailed in the specification.

• Having the support staff in the form of a 24/7 helpdesk facility which can be viewed by the

Client for progress monitoring and can link to the Client's helpdesk system.

• Invoice management procedures to deliver a managed and timely turnaround of Purchase

Orders into accurate Invoices with the correct documentation as detailed within the

specification document.

• Contract management capable of directing day to day issues and offering effective and

cost-efficient solutions.

• Contract Management capable of reviewing throughput of work to ensure regular reporting

of recommendations and follow-on work.

• Capable of evaluating the work required resulting from reactive calls and any uplift

requirements. Supplying progress reports to the helpdesk as required

• Able to carry out a full regime of statutory testing, monitoring and reporting including

updating the Council’s asset management system in a timely manner as set out in the KPIs.

• Able to complete annual lifecycle reports to assist the Council in budget-planning and

understanding the state of our assets in a 5-year look ahead, and this meet the LCM

standards set by the Council.

• Able to update our asset management system with any asset changes and O&M manuals

for new installations and add to PPM schedules as appropriate.

It is expected that an initial contract will last for a period of 3 years with 2 options to extend

for 1 further year each time (3+1+1). It is difficult to predict the exact value of this contract as

the Authority’s property portfolio is likely to vary over the contract term, but it is estimated

that the total value will not be less £10,000,000 or greater than £20,000,000.

Potential Providers should be aware that The Authority’s property portfolio is regularly

changing. At the time of writing of this specification, the property lists provided are accurate

and will be used for a service provision and costs comparison analysis when scoring tender

submissions from Potential Providers (at ITT stage). However, before mobilisation of this

contract, the portfolio may have altered – reduced or increased – and it may also fluctuate

through the duration of the contract. The Authority’s contract manager will keep Service

Provider’s management aware, via monthly contract meetings, of any upcoming changes

where buildings are to be added or removed.

This Contract is open to Cambridgeshire County Council. The contract may include some

work in schools in Cambridgeshire. The Authority may ask the provider to complete works on

other CCC owned assets at an additional and agreed rate (such as Educational properties).

This will be managed by The authority.