Official UK procurement notice
Commercial Gas Servicing, Maintenance and Associated Works 2026-29
Authority: The District Council of Folkestone and Hythe (Local council)
Sectors: Repair & Maintenance (50) Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)
Published estimate£715,000≈ £238k / year · £858,000 inc. VAT
Submissions closed 24 Sept 2025awarded 17 Nov 2025
Awarded to T Brown Group Ltd
Contract term 3 yrsends 31 Mar 2029 · up to 31 Mar 2031 with extensions · starts 1 Apr 2026
What is being bought
Published requirement descriptionServicing and maintenance contract for commercial gas and alternative heating systems in F&HDC's social housing stock.
- The authority expects to re-tender this requirement around 1 Aug 2028, 23:59 BST.
CPV: Repair and maintenance services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£715,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
How bids were scored
Published sub-criteria (6)
- Previous Experience: 20%
- Contract Management: 20%
- Contract Performance in line with agreed KPI's: 20%
- Price: 30%
- Social Value: 5%
- Carbon Reduction: 5%
Published award criteria (6)
- Price
- Previous Experience: Please describe your organisation's recent experience of delivering commercial gas servicing and maintenance contracts within residential or social housing settings. Your response should highlight the capability of both your organisation and the key personnel who would be involved in this contract. In particular, provide a relevant example of a comparable contract that demonstrates your ability to deliver: • Servicing and planned preventative maintenance schedules; • Meeting turnaround times for Responsive repairs and emergency callouts; • Statutory testing and inspections (e.g. CP15, CP16, CP17). Please include the following details in your case study: • Contract scope, value, duration, and type/number of assets maintained; • Nature and location of the housing stock and the client organisation; • How your team managed work in communal areas and around vulnerable or diverse resident groups (e.g. elderly, disabled, or those with language barriers); • How Gas Safe and other regulatory requirements (e.g. Gas Safety (Installation and Use) Regulations) were maintained; • Your processes for dealing with safety-critical issues, remedial works, and avoiding repeat visits; • Experience with external auditors or quality assurance inspectors; • How the contract compares to the Council's requirements, including scheduling repairs in conjunction with housing staff, DBS-checked operatives, parts supply chains, and reporting protocols; • Improvements delivered through the contract - e.g. increased efficiency, cost savings, or customer satisfaction. You should also set out how the skills and qualifications of your proposed team (e.g. technical certifications, NVQ training, diagnostics expertise) will ensure consistent delivery to a high standard. Finally, based on your experience mobilising similar contracts, outline the key steps you would take to ensure a smooth handover from the incumbent provider and provide your proposed mobilisation plan (not included in word count).
- Contract Management: Please outline your approach to managing the commercial gas contract on a local level to ensure seamless delivery of planned maintenance, timely response to repairs, and effective handling of any follow-up work identified during service visits or emergencies. How will you manage the breakdown and repairs within dwellings as well as Commercial Plant Rooms especially managing the Pre Winter Health Check to each property connected to a Communal system? As part of the contract requirements, the successful contractor is expected to operate a fully functional local office within 35 miles of the Civic Centre, CT20 2QY, providing welfare and meeting facilities as well as a reliable internet and communication infrastructure. What would be your arrangements for managing Commercial Merchants for the quick turnaround times for parts that are needed especially when a complete site is down? For FHDC district boundaries, please see link below: Public Elections Your response should also address: • How you will provide a fully operational local office within 35 miles of the Civic Centre, CT20 2QY, including welfare and meeting facilities, as well as robust IT and communications infrastructure. Indicate whether you currently have such a facility or plan to establish one, with details on timing and location. • The organisational structure you will put in place for contract management, including key personnel, their roles, qualifications, and reporting lines (please include an organogram). • Your strategy for maintaining sufficient staffing and resources from contract commencement and throughout its duration to ensure service reliability. • How will you organise the right qualified staff to attend each call out, whether it's a complete shut of the whole service from the Plant Room or an individual dwelling without heating or hot water? • Quality assurance methods you will employ to guarantee workmanship standards and adherence to health and safety regulations. • Your approach to meeting response time targets for emergency and routine callouts, including out-of-hours arrangements. • The workflow from initial repair request through to job completion and closure, supported by a process map (not counted in word limit). Please also provide your plan for handling increased demand during winter months (also not included in word count). • Methods for supervising and supporting your field engineers, monitoring their performance, and ensuring compliance with health and safety obligations on-site. • How you will communicate effectively with residents, particularly those who are vulnerable or face communication barriers, to schedule appointments and minimise disruption during maintenance work. Please include a winter surge plan to demonstrate seasonal preparedness (not included in the word count).
- Contract Performance in line with agreed KPI's: Describe your system for monitoring, managing, and reporting on contract performance, with a particular focus on the Key Performance Indicators (KPIs) outlined in Appendix F. Please include: • The technology and processes you will use to track performance against KPIs. • How you will report performance data to the Council, specifying formats, reporting frequency, and communication channels. • Preventative strategies to consistently meet or exceed targets. • Corrective actions planned if performance falls short of agreed standards. • Your approach to driving continuous improvement and maintaining high client satisfaction throughout the contract term. You must demonstrate how you will achieve or exceed the following KPIs: (Please note full KPI list set out in Appendix G).
- Carbon Reduction: FHDC has made a climate pledge and aims to become carbon neutral by 2030. Details on the action the Customer is taking can be found at folkestone-hythe.gov.uk/climatechange. In line with this commitment, the Council expects suppliers to adopt environmentally sustainable and responsible practices in the delivery of services. Please describe your strategy for embedding sustainability and innovation throughout contract delivery, considering both operational and strategic levels. This might include, but is not limited to: • Innovative technologies or practices that reduce greenhouse gas emissions or energy consumption in maintenance and repairs. • Digital solutions that improve efficiency and reduce paper use or travel-related emissions (e.g., remote diagnostics, IoT-enabled monitoring). • Circular economy principles such as refurbishment, reuse of components, or sustainable sourcing of materials. • Collaborative initiatives with other contractors, local authorities, or community groups to enhance environmental outcomes. • Long-term plans to support decarbonisation of heating and gas systems in line with evolving regulations and technology advancements. • Methods to track, audit, and transparently report environmental impact beyond statutory requirements, including any third-party certifications or benchmarking. Explain how these innovations will be implemented, monitored, and reported to the Council to demonstrate measurable environmental progress throughout the contract term.
- Social Value: FHDC's Corporate Plan "Creating Tomorrow Together" sets out the council's guiding principles and service ambitions. The Corporate Plan can be viewed at folkestone-hythe.gov.uk/creatingtomorrowtogether. As part of this Contract, Folkestone and Hythe District Council encourages bidders to propose innovative and sustainable approaches to social impact that will foster meaningful community engagement and long-term benefits, beyond traditional social value commitments Please outline your vision and detail specific initiatives to: • Foster skill development and employability within the local community through creative training, apprenticeships, or partnerships with educational institutions. • Promote inclusivity by supporting underrepresented groups and vulnerable populations through tailored engagement or employment opportunities. • Collaborate with local organisations to co-design community projects that address specific local challenges or priorities (e.g., energy poverty, health and wellbeing, social isolation). • Utilise your supply chain to maximise local economic growth, including developing new local suppliers or social enterprises. • Implement digital or technological solutions to improve communication, resident engagement, or social outcomes linked to the contract. • Support these goals through concrete commitments such as dedicating staff time to community events (e.g., Clean-up days, safety awareness), donating or loaning equipment for Council projects, providing training, apprenticeships, mentoring, or placements (especially for disadvantaged residents), and prioritising local suppliers to boost the regional economy. • Measure and report on social value impact using meaningful, quantifiable indicators and feedback mechanisms to ensure continuous improvement and transparency. Demonstrate how these commitments will be embedded into your contract delivery model and how progress will be tracked and reported to the Council
What this means for your bid
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 1 Aug 2028
- First published
- 10 Jul 2025, 14:16 BST
- Last source update
- 12 Jan 2026, 11:26 GMT
- Award evaluation window
- Submission end – 2 Oct 2025
- Authority reference
DN780803- FTS notice number
2025/S 000-038973- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-055cfdFind a Tender
How it was run
Official notice- Submission deadline
- 24 Sept 2025, 13:00 BST
- Clarification deadline
- 12 Sept 2025, 23:59 BST
- Electronic submission
- Allowed
- Accepted languages
- en
Detailed submission instructions & authority contactsFrom official release
Submission must be via www.kentbusinessportal.org.uk ↗ (proContract)
Timeline
10 Jul 2025 → 1 Apr 2026 · 8 dates- Tender notice published10 Jul 2025, 14:16 BST
- Clarification questions by12 Sept 2025, 23:59 BST
- Submission deadline393 days ago24 Sept 2025, 13:00 BST
- Award decision expected by384 days ago2 Oct 2025, 23:59 BST
- Assessment summaries sent339 days ago17 Nov 2025
- Standstill ends329 days ago26 Nov 2025, 23:59 GMT
- Latest notice published283 days ago12 Jan 2026, 11:26 GMT
- Contract starts204 days ago1 Apr 2026, 00:00 BST
Notice history
9 events · 5 releases on Find a Tender · since 10 Jul 2025- Tender notice published10 Jul 2025, 14:16 BSTUK4
- Tender notice published8 Aug 2025, 13:47 BSTUK4
- Deadline moved to 15 Sept 2025, 13:00 BST8 Aug 2025, 13:47 BST+31 days · was 15 Aug 2025, 13:00 BST
- Tender notice published27 Aug 2025, 17:02 BSTUK4
- Deadline moved to 24 Sept 2025, 13:00 BST27 Aug 2025, 17:02 BST+9 days · was 15 Sept 2025, 13:00 BST
- Contract award notice published17 Nov 2025, 09:34 GMTUK6
- Status changed to complete17 Nov 2025, 09:34 GMT
- Contract signature expected12 Dec 2025, 23:59 GMTscheduled
- Contract details notice published12 Jan 2026, 11:26 GMTUK7
Published amendments (2)
1. Submission deadline extended to 15 September 2025. 2. Contract location updated to clarify the specific region (East Kent). 3. Description of extensions clarified to include the circumstances in which they could be used. 4. Award criteria listed in the tender notice clarified with additional information to match the details given in the ITT instructions document. 5. Documents hyperlinks updated…
Tender submission deadline extended to 24 September 2025 to allow bidders time to consider updated TUPE ELI information. Deadline for clarification questions also updated to 12 September 2025.
Routine re-releases (5)
- 2025-08: 1 release · 8 Aug 2025
- 2025-07: 1 release · 10 Jul 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastAwards 1
Awarded value £715,0001 award exc. VAT
Bids received 54 from SMEs
Contracts signed 1latest 18 Dec 2025
| Awarded to | Value | Date | Status |
|---|---|---|---|
| T Brown Group Ltd1 Apr 2026 – 31 Mar 2029 · up to 31 Mar 2031Extensions: Extension option of up to 24 months dependent on the satisfactory performance of the contractor and presuming no significant changes to FHDC's requirements | £715,000 | 17 Nov 2025 | Awarded |
Contracts
Contract 1 · T Brown Group Ltd
- Signed
- 18 Dec 2025
- Value
- £715,000
- Period
- 1 Apr 2026 – 31 Mar 2029 · up to 31 Mar 2031 with extensions
- Status
- active
- Extensions
- Contract is for a term of 3 years with capacity for employer to extend the contract for a period or periods totalling up to 24months.
3 agreed KPIs: PPM visits within time slots · Repair / Breakdown Appointments · Breakdown / Repairs Attended and Completed within timescale
- PPM visits within time slots, The number of visits that are made and kept within the timescale (The Inspections must be undertaken within a 5 working day period of the previous Inspection date however not before and not after)
- Repair / Breakdown Appointments, The number of Repair /Breakdown appointments that are made and kept
- Breakdown / Repairs Attended and Completed within timescale, Percentage of repairs completed within the timescale (From when the job was first registered to when a final completion was made / No repeat jobs allowed within 30 days) See Appendix D - Job Allocations
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders · 13 at stage one | 4 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- T BROWN GROUP LIMITEDAwarded supplier
Official documents & specifications (7)
Official links; attachments are not copiedTender pack and attachments
- Technical specifications Tender documents can be downloaded from www.kentbusinessportal.org.uk (proContract) after signing in and expressing interest.
- Bidding documents and specifications Tender documents can be downloaded from www.kentbusinessportal.org.uk (proContract) after signing in and expressing interest.
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender