Official UK procurement notice
HDC Facilities Mechanical and Electrical Repairs and Maintenance Services
Authority: Horsham District Council (Local council)
Horsham District Council (the Council) invites tenders for the provision of Building Fabric Reactive Maintenance and Minor Works, Mechanical, Electrical and Public Health (MEP) Services (the Services) as set out in these documents. The contract covers planned preventative maintenance as well as remedial and reactive work. The Contract will be awarded for a period of five years until Wednesday 15 October 2031, with an option to extend for a further two-year period subject to performance and the absolute discretion of the Council until Saturday 15 October 2033.
What is being bought
Published requirement descriptionHorsham District Council (the Council) invites tenders for the provision of Building Fabric Reactive Maintenance and Minor Works, Mechanical, Electrical and Public Health (MEP) Services (the Services) as set out in these documents. The contract covers planned preventative maintenance as well as remedial and reactive work. The Services relate to the Council’s operational, community and commercial sites and buildings.
The Commencement Date for the delivery of the services is scheduled to be on Friday 16 October 2026 at 00:00 hours. The Contract will be awarded for a period of five years until Wednesday 15 October 2031, with an option to extend for a further two-year period subject to performance and the absolute discretion of the Council until Saturday 15 October 2033.
The Council is procuring this contract following the Open Procedure under the UK Procurement Act 2023 (and its supporting Regulations) and the Council’s Procurement Code. The Council will be awarding one Contract for the provision of all services detailed in the Specification.
CPV: Repair and maintenance services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£7,000,000
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).
Published sub-criteria (4)
- Criterion 1: 60%
- Criterion 2: 10%
- Criterion 3: 15%
- Criterion 4: 15%
Published award criteria (4)
- Criterion 1: Response to all Quality Questions contained in Appendix A of the tender pack.
- Criterion 2: Response to Price Schedules in Appendix C and Appendix D of the tender pack.
- Criterion 3: Response to Reactive Scenarios in the Price Schedule contained in Appendix E of the tender pack.
- Criterion 4: Response to Overheads & Profits Mark-Up in Appendix E contained in the tender pack.
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Mountjoy LtdOne16 Oct 2026 – 15 Oct 2031 · up to 15 Oct 2033Extensions: One option to extend for two years. | £5,001,382 | 26 Aug 2026 | Awarded |
Contracts
One · Mountjoy Ltd
- Signed
- 14 Oct 2026
- Value
- £5,001,382
- Period
- 16 Oct 2026 – 15 Oct 2031 · up to 15 Oct 2033 with extensions
- Status
- active
- Extensions
- One option to extend for two years.
6 agreed KPIs: KPI 1: Output - Statutory Delivery · KPI 2: Output - Planned Maintenance Delivery · KPI 3: Performance - Priority A Reactive Delivery …
- KPI 1: Output - Statutory Delivery, Key Performance Indicator - The Contractor shall ensure that all required Planned Activities for Statutory Tests and Inspections within the scope of the service are undertaken on or before the planned date in the Contract Service Matrix. Purpose of KPI - To ensure that the Council is compliant with statutory requirements. KPI Measurement Type - Pass/Fail KPI Target - Performance Level 1 – Meets or Exceeds Expectations – 100% Definition of KPI Event - Each Planned Activity denoted as a Statutory Test or Inspection on the Contract Service Matrix falling due within the reporting month. Definition of KPI Event Failure - A KPI Event Failure will occur for each instance where: - the Planned Activity is “Closed” on the Contractors CAFM system after the due date and time for the Planned Activity; - the Planned Activity remains “Open” on the Contractors CAFM System passed the due date and time; - the Contractor did not carry out the Planned Activity at the time and date stated on the CAFM System; - a required Statutory Test or Inspection is found to be missing from the Contract Service Matrix and not carried out within 1 month of identification. Identified through either: - the Contractors own self-monitoring & audit as part of the Quality Management Plan; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint. Service Credit (£) Deducted per Event Failure: - Performance Level 2 (99.9% - 99.0%) = £100 - Performance Level 3 (98.9% or lower) = £500
- KPI 2: Output - Planned Maintenance Delivery, Key Performance Indicator - the Contractor shall ensure that maintenance Planned Activities on the Contract Service Matrix are carried out within 30 days of the date included in the Contract Service Matrix Purpose of KPI - To ensure that the maintenance activities required to ensure the continued functioning of the Council’s assets are carried out within appropriate timescales. KPI Measurement Type - Percentage KPI Target - Performance Level 1 – Meets or Exceeds Expectations – equivalent to 98% Definition of KPI Event - Each Planned Activity denoted as a Statutory Test or Inspection on the Contract Service Matrix falling due within the reporting month. Definition of KPI Event Failure - A KPI Event Failure will occur for each instance where: - the Planned Activity is “Closed” on the Contractors CAFM system after the 30 days following the scheduled date within the Contract Service Matrix; - the Contractor did not carry out the Planned Activity at the time and date stated on the Contractors CAFM System; - the Planned Activity remains “Open” on the Contractors CAFM System passed 30 days following the scheduled date within the Contract Service Matrix; or - the Contractor did not carry out the Planned Activity in accordance with the Specification; - Access issues had been resolved with Council Identified through either: - the Contractors own self-monitoring & audit as part of the Quality Management Plan; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint Service Credit (£) Deducted per Event Failure: - Performance Level 2 (97.9% - 90.0%) = £100 - Performance Level 3 (89.9% or lower) = £200
- KPI 3: Performance - Priority A Reactive Delivery, Key Performance Indicator - the Contractor shall ensure that all Faults are Attended and Permanently Rectified in accordance with the Priority Level A times Purpose of KPI - To provide the Council with rapid response and resolution to Faults which are categorised as urgent in order to minimise any adverse impact on the Council staff, visitors or business interests. KPI Measurement Type - Percentage KPI KPI Target - Performance Level 1 - Meets or Exceeds Expectations – equivalent to 98% Definition of KPI Event - All Priority 1 Faults which have been Permanently Rectified; or have been notified to the Contractor within the reporting month but are yet to be Permanently Rectified. Definition of KPI Event Failure - A KPI Event Failure will occur for each instance where: - the Contractor did not Permanently Rectify the Fault at the time stated on the CAFM System or within the Permanent Rectification Time; - A Fault is “open” on the Contractors CAFM System and the Permanent Rectification Time has been exceeded; or - the Contractor did not implement an Interim Rectification where a Permanent Rectification could not be undertaken. - The Event was given approval to proceed by Council Identified through either: - the Contractors own self-monitoring & audit as part of the Quality Management Plan; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint. Service Credit (£) Deducted per Event Failure: - Performance Level 2 (97.9% - 90.0%) = £500 - Performance Level 3 (89.9% or lower) = £750
- KPI 4: Performance - Priority B, C & D Reactive, Key Performance Indicator - The Contractor shall ensure that all Faults are Attended and Permanently Rectified in accordance with the Priority Level B, C & D times in accordance with the Specification. Purpose of KPI - To provide the Council with response and resolution to Faults in order to minimise any adverse impact on the Council staff, visitors or business interests. KPI Measurement Type - Percentage KPI KPI Target - Performance Level 1 – Meets or Exceeds Expectations – equivalent to 98% Definition of KPI Event - All Priority B, C & D Faults which have been permanently rectified; or have been notified to the Contractor within the reporting month but are yet to be Permanently Rectified. Definition of KPI Event Failure - A KPI Event Failure will occur for each instance where: - the Contractor did not Permanently Rectify the Fault at the time stated on the CAFM System or within the Permanent Rectification Time; - A Fault is “open” on the Contractors CAFM System and the Permanent Rectification Time has been exceeded; or - the Contractor did not implement an Interim Rectification where a Permanent Rectification could not be undertaken. - The Event was given approval to proceed by Council Identified through either: - the Contractors own self-monitoring & audit as part of the Quality Management Plan; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint. Service Credit (£) Deducted per Event Failure: - Performance Level 2 (97.9% - 90.0%) = £300 - Performance Level 3 (89.9% or lower) = £500
- KPI 5: Management - Data Records, Key Performance Indicator - All compliance documents and service reports are to be entered into the Councils CAFM system within the month for which payment is being requested Purpose of KPI - To ensure that all compliance documents and service reports are added to the Councils CAFM system. KPI Measurement Type - Percentage KPI Target - Performance Level 1 - Meets or Exceeds Expectations – equivalent to 98% Definition of KPI Event - N/A Definition of KPI Event Failure - A KPI Event Failure will occur for each instance where the documents relating to completed items requiring payment were not provided to the Council: - the Contractors own self-monitoring & audit of the CAFM system; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint. Service Credit (£) Deducted per Event Failure: - Performance Level 2 (97.9% - 90.0%) = £100 - Performance Level 3 (89.9% or lower) = £200
- KPI 6: Management - Accurate Invoices, Key Performance Indicator - Comparison of prices submitted in the application for payment with those contained in the contract. Purpose of KPI - Accuracy of application for payment against contract pricing and approved work. KPI Measurement Type - Percentage KPI Target - Performance Level 1 – Meets or Exceeds Expectations – equivalent to 98% Definition of KPI Event - N/A Definition of KPI Event Failure - A KPI Event Failure will occur when the value of an invoice is charged different to the contract price and where the invoice includes application for payment against work that has not been approved as complete, identified through either: - the Contractors own self-monitoring & audit of a 20% sample check; - the Contractors own investigation following a complaint; or - the Council audit or investigation following a complaint. Service Credit (£) Deducted per Event Failure: - Performance Level 2 (97.9% - 90.0%) = £100 - Performance Level 3 (89.9% or lower) = £200
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 6final-stage tenders | 3 | 0 | — |
Who bid
- did not winBAM FM LTD · Scotland
- did not winCooper Weston Group Ltd · South East England
- did not winOmega Group0 Ltd · South East England
- did not winCorrigenda Ltd · Greater London
- did not winKtech Group Limited · South East England
- wonMountjoy Ltd · South East England
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
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
- Unspecified in notice
- First published
- 8 Apr 2026, 10:28 BST
- Last source update
- 3 Nov 2026, 10:34 GMT
- Award evaluation window
- Submission end – 13 Aug 2026
- Authority reference
HMDC - 038987- FTS notice number
2026/S 000-045376- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-067d9aFind a Tender
How it was run
Official notice- Submission deadline
- 2 Jun 2026, 12:00 BST
- Clarification deadline
- 13 May 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
How to obtain the Tender Documents
Interested parties should register their interest in the project via the In-Tend website in-tendhost.co.uk/sesharedservices/asp… ↗. The Tender documents can be accessed when logged into In-Tend by selecting ‘View Details’ on the relevant tender advert and clicking the ‘Express Interest’ tab. Once in the tender there are five tabs, namely ‘Tender’, ‘ITT – documents’, ‘Correspondence’, ‘Clarifications’ and ‘History’.
Select the 2nd tab (ITT - documents) where you will find useful information under ‘Tender Details’. Continue to scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents. Please download all the documents and read very carefully.
Opting In and Opting Out
Please note you are required to ‘Opt In’ before you can access the ‘My tender Return’ to start populating your response.
The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to this tender along with the opportunity of providing comments and feedback for this decision.
You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.
Further Guidance
In addition, guidance on how to participate in a tender, download and upload documents / returns and if required, register your company (free of charge) can be found on the In-tend site under the ‘Help’ or ‘Information for Suppliers’ buttons.
Receiving Notification Emails
To ensure you receive email alerts and notifications from our system, please add the email domain '@in-tendorganiser.co.uk' to your Safe Senders list.
Timeline
8 Apr 2026 → 3 Nov 2026 · 8 dates- Tender notice published212 days ago8 Apr 2026, 10:28 BST
- Clarification questions by176 days ago13 May 2026, 17:00 BST
- Submission deadline157 days ago2 Jun 2026, 12:00 BST
- Award decision expected by84 days ago13 Aug 2026, 23:59 BST
- Assessment summaries sent72 days ago26 Aug 2026, 00:00 BST
- Standstill ends59 days ago7 Sept 2026, 23:59 BST
- Contract starts21 days ago16 Oct 2026, 00:00 BST
- Latest notice published3 days ago3 Nov 2026, 10:34 GMT
Notice history
7 events · 4 releases on Find a Tender · since 8 Apr 2026- Tender notice published8 Apr 2026, 10:28 BSTUK4
- Tender notice published18 May 2026, 14:15 BSTUK4
- Deadline moved to 2 Jun 2026, 12:00 BST18 May 2026, 14:15 BST+7 days · was 26 May 2026, 12:00 BST
- Contract award notice published26 Aug 2026, 10:43 BSTUK6
- Status changed to complete26 Aug 2026, 10:43 BST
- Contract signature expected1 Oct 2026, 23:59 BSTscheduled
- Contract details notice published3 Nov 2026, 10:34 GMTUK7
Published amendments (1)
The tender submission deadline has been extended to Tuesday 2nd June 2026 12:00pm.
Routine re-releases (4)
- 2026-04: 1 release · 8 Apr 2026
Contracting authority & participating public bodies
Bidders & participating suppliers
6 commercial parties on the notice · 1 awarded- BAM FM LTDBidder / tenderer
- Cooper Weston Group LtdBidder / tenderer
- Corrigenda LtdBidder / tenderer
- Ktech Group LimitedBidder / tenderer
- Mountjoy LtdAwarded supplier
- Omega Group0 LtdBidder / tenderer
Official documents & specifications (4)
Official links; attachments are not copiedNotices 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