M&E and Building Maintenance Services

This notice relates to a Contract AWARD under the Procurement Act 2023. It is NOT a call for competition.

The Police & Crime Commissioner for Warwickshire has awarded a contract for the provision of building maintenance services across the Warwickshire Police estate.

The scope of the requirement includes but is not limited to:

• Planned Maintenance of mechanical & electrical assets and plant.
• Statutory Maintenance
• 24/7 Reactive Maintenance Service including call centre facilities and remote management of all reactive calls and engineer dispatch
• Remedial Maintenance
• Building Fabric Maintenance
• Minor Building Works Projects
• Support to Minor Office Moves
• Equipment, Materials and Consumables Management
• Documentation & Record Keeping including all certification and compliance records for all systems including Force CAFM system.

The requirement was tendered as a single lot under the Procurement Act 2023 following an above threshold competitive flexible procedure comprising the following stages:

• Stage 1 - Participation
• Stage 2 - Tender
• Stage 3 - Dialogue
• Stage 4 - Best & Final Offer
• Stage 5 - Contract Award

The contracting authority confirms that it has completed Conflict of Interest Assessments in accordance with Sections 81-83 of the Procurement Act 2023, which require contracting authorities to identify, review and mitigate actual, potential, and perceived conflicts of interest throughout a covered procurement. The authority further confirms that it will continue to review, update and complete Conflict of Interest assessments at all required points in line with its ongoing obligations under Section 83 of the Act.

This process ensures that any actual, potential or perceived conflicts are identified, recorded and appropriately mitigated to safeguard the integrity of the procurement and to ensure fair and impartial decision making throughout the contract lifecycle.

Following provisional contract award, a review of the asset scope was undertaken. A decision was made to add fire and security assets back into the requirement. Grahams submitted an amended contract price accordingly.

These assets were originally included in a separate Fire and Security Tender, which was later abandoned. Based on market feedback and an internal review of asset grouping, the Estates Team concluded that inclusion of fire and security assets within this Maintenance Contract was more appropriate due to:

• Labour and resourcing requirements, noting that weekly fire alarm testing is labour‑intensive,
• Benchmarking outcomes, including comparative assessment of fire extinguisher maintenance costs, where Graham’s pricing was found to be competitive,
• Risk assessment considerations; although ducting fire dampers could theoretically be tendered separately, abandoning the Fire and Access Tender and the need to have a contract in place by 1 April presented an unacceptable risk to maintaining critical fire safety assets,
• Continuity of maintenance being assessed as a higher priority than the possibility of marginal cost savings.

In accordance of Section 52 of the Procurement Act 2023, the contracting authority has identified three Key Performance Indicators (KPIs) that are material to the performance of this contract. These KPIs will be monitored throughout the contract lifecycle and reviewed at each scheduled contract review meeting:

KPI 1 SFG 20 Amber PPM compliance

KPI 2 P1 and P2 reactive performance

KPI 3 First attendance resolution rate

These KPIs have been selected as the most material measures of supplier performance for this contract and support compliance with the transparency requirements of the Procurement Act 2023.

The contract value has changed since publication of the UK6 notice due to the post‑award variation described above. Additionally, the revised value includes more accurate forecasting based on:

• relevant indexation
• estimated reactive maintenance volumes (which cannot be known precisely)
• potential options exercised
• potential additional project works

All values are indicative and may change over the contract term due to fluctuations in indices, reactive call‑off volumes and project requirements.

Copies of the contracting authority's redacted contracts are available to view on the Public Contract Register online at sell2.in-tend.co.uk/blpd/contracts ↗

Further details on contract value, duration, supplier identity and other required award information are captured in the structured fields of this UK7 notice.