Official UK procurement notice
Portsmouth City Council - Term Service Contracts for the Repairs & Maintenance of Residential and Commercial Properties for Council Managed Assets - 2026
Authority: Portsmouth City Council (Local council)
What is being bought3 lots · detail below
Published requirement descriptionAWARD & STANDSTILL PERIOD
Following receipt of tenders on 11th September 2026 the Council has concluded the assessment process and issued assessment summaries to the successful and unsuccessful suppliers as required under Section 50 of the Procurement Act 23 (the 'Act').
The Council reserves the right to amend (extend) the Standstill Period if needed; if this right is exercised, the Contract Award Notice will be updated and affected suppliers will be notified accordingly.
After the Standstill Period has expired, and provided no legal challenge has been made by the end of the Standstill Period or any agreed extension, the Council intends to enter into contracts with the Successful Supplier. Following this, the Council also intends to publish a Contract Details Notice.
Description
Portsmouth City Council has completed the evaluation of tenders for the provision of repairs and maintenance services across its residential housing stock and designated corporate assets.
The procurement comprises three separate lots:
Lot 1: On-Island Repairs and Maintenance
Lot 2: Off-Island Repairs and Maintenance
Lot 3: Corporate Assets Repairs and Maintenance
Subject to completion of the applicable standstill period and finalisation of the contractual arrangements, the Council intends to award all three lots to the same supplier.
Following completion of the evaluation process, application of the published affordability assessment, and review of tendered costs against the Council's approved budget provision, the Council identified one supplier capable of award within the affordability constraints set out in the procurement documents. The remaining submissions exceeded the Council's affordability threshold and were therefore not capable of award.
In accordance with the provisions of the Invitation to Tender, which reserved the Council's right to award both housing repairs and maintenance lots to a single supplier where two suppliers capable of award could not be identified, the Council intends to award Lot 1 and Lot 2 to the same successful supplier. The Council will finalise the detailed contractual arrangements for the Lots prior to contract execution, however the Lots will remain distinct service areas for the purposes of service delivery, performance management and contract administration.
Lot 3 was evaluated in accordance with the published methodology applicable to the Corporate Assets contract and the Council also intends to award this contract to the same successful supplier.
The contracts are intended to operate on an NEC4 Option E Cost Reimbursable basis. The stated values are estimates based on historic expenditure and forecast demand. Actual expenditure may increase or decrease depending on service demand, void volumes, compliance requirements, changes to the housing stock and asset portfolio, inflation, emergency works, new workstreams and instructed Task Orders. The Council does not guarantee any minimum or maximum level of expenditure.
The contracts will have an initial term of five years, with the option to extend for up to a further five years in intervals to be agreed.
Background information
The scope of services under this procurement include the full delivery of responsive repairs, void property works, statutory and regulatory compliance activities, planned maintenance, out‑of‑hours emergency response, and associated building safety functions across the Council's residential housing stock and designated corporate assets. Suppliers will be required to provide a high‑quality, customer‑focused service that ensures safe, well‑maintained homes and buildings, meets all legislative and regulatory obligations, and supports the Council's wider strategic objectives, including asset sustainability, building safety compliance, and continuous service improvement.
Housing Stock Information
The Council has a housing stock of approximately 17,500 properties of which approximately 15,500 are socially rented and then there are approximately 2000 leasehold properties. Within the stock there is a mix of housing types including houses and bungalows; however, the majority of the dwellings are within purpose-built blocks of flats constructed in the 1950s and 1960s.
Traditionally the estate has been spread across the two geographical areas of Portsea Island (on-island, PO1 to PO5) and Paulsgrove and Havant (off-island, PO6 to PO9).
A recent acquisition of approximately 800 properties has, however, subsequently increased the 'off-island' area to sites in Gosport, Fareham and Winchester.
Corporate Assets
In addition to the residential housing stock, currently the 'on island' repairs and maintenance contractor also manages repairs for a number of the Council's corporate assets. This is a function managed by the 'on island' contractor only.
The Council's broader property portfolio encompasses a range of building types which include but are not limited to:
- Schools
- Offices
- Commercial buildings, warehouses and depots
- Care homes
- Sheltered housing and supported living properties
Over the last 5 years there have been approximately 25,000 annual general repairs and maintenance tasks undertaken across the 'on-island' housing stock and 25,000 annually across the 'off-island' housing stock, which is likely to remain consistent over the course of any new contract.
The Council is currently working on a number of development options, and it is anticipated that within the next 5-10 years there is potential for up to 1000 additional dwellings to be created that will require some level of maintenance and consequently will need to be absorbed into any new contract.
Over the course of the contract, it is likely that new workstreams will be introduced particularly as the stock is decarbonised and alternative renewables are implemented.
Changing Context and Objectives
Over the next 5-10 years the Council is expecting to experience a number of challenges with regards to the maintenance of its housing and general fund properties with any incumbent provider to work in partnership with the Council to ease pressures where they can.
Significant changes in legislation such as the Building Safety Act and Fire Safety Act will require greater scrutiny from suppliers to ensure they are working in a compliant way and may require them to adopt new skills such as undertaking works as a result of Building Safety Cases for buildings of 6+ storeys.
There will be more focus on the accuracy and timely manner of up-load of compliance information and ensuring repairs, particularly around damp and mould are well managed and resolved and will be monitored by the Social Housing Regulator.
Scope and specification of requirements
The core scope of works, which the successful suppliers will be required to deliver are -
- General Repairs and Maintenance
- Smoke/Heat Detector Checks
- EICRs
- Emergency Lighting
- Ventilation Checks
- MVHR Testing and Repair
- Asbestos Removal
- Fire Door Installation and Maintenance
- Door Entry Systems
- Void Works
- Out of Hours
The supplier will be required to resource an out of hours service which is available 365 days a year.
Ancillary Scope of Works
The ancillary scope of works, which the successful suppliers may be required to deliver, namely:
- Decarbonisation
- Air Source Heat Pumps
- Water Hygiene Repairs
- Communal Ventilation
- Warden Call
- PV Maintenance
- On and Off Island Repairs
- Corporate Asset Repairs
- Gas Servicing (in the event of an emergency)
Lot 3 - Corporate Assets Contract
Lot 3 constitutes a separate, standalone contract with its own defined budget, performance requirements, KPIs, contractual obligations and reporting arrangements, and will be managed independently from Lots 1 and 2.
In the event of LGR, the Council may assume responsibility for a significantly larger Corporate Assets portfolio, including but not limited to additional schools, offices, social care buildings and other operational facilities currently maintained by Hampshire County Council. This is expected to increase both the geographical coverage and the annual value of Corporate Asset repairs and maintenance.
Based on indicative values derived from Hampshire County Council's existing south‑area Repairs & Maintenance arrangements, the Council anticipates that the additional asset base could reasonably add several million pounds per annum to the scope of works inherited. In such circumstances, the Council may either -
(a) vary the new Corporate Assets contract awarded under Lot 3 to incorporate the increased volume and value of work where appropriate and compliant
(b) undertake a separate tender exercise specifically for the additional Corporate Assets arising from LGR.
As the nature of the assets and the required works are consistent with those already included within the Corporate Assets scope, the Council does not anticipate a material change in service requirements, but will ensure any adjustments reflect operational demand, new boundaries, and statutory obligations arising from LGR.
Suppliers should therefore assume that the scope, value, geographic coverage and number of Corporate Assets covered by Lot 3 may increase materially during the contract term, particularly following Local Government Reorganisation, and should take account of this potential expansion when considering scalability of their proposed operating model
Social Value
The Council are committed to continuously reviewing and improving the approach to social value delivery, and suppliers can find further information using the following link -
www.portsmouth.gov.uk/services/council-and… ↗
Local Government Reorganisation (LGR)
The Council has previously participated in discussions relating to Local Government Reorganisation (LGR), devolution and wider local government reform across Hampshire and the Isle of Wight. At the time of issuing this procurement, progression of those proposals has been paused and there is currently no confirmed timetable, structure or implementation programme for any future reorganisation.
Whilst there is no certainty that local government reorganisation will proceed in its previously proposed form, the Council recognises that future Governments, legislative changes or wider public sector reform initiatives may result in structural changes to local government during the life of this contract.
Should any future reorganisation, devolution arrangement, local government reform programme or transfer of functions occur, the scope, scale, geographical coverage and operational requirements associated with the delivery of Repairs and Maintenance (R&M) services may change during the contract term.
For Portsmouth's current operational footprint, the estimated 10-year contract value remains within the region of £336 million to £450 million, taking account of inflationary pressures, anticipated stock growth, decarbonisation workstreams and increased compliance requirements.
Whilst the Council cannot predict whether any future reorganisation will proceed, suppliers should be aware that any structural change to local government boundaries, responsibilities or asset ownership could result in corresponding changes to service demand, asset numbers, geographical coverage and contract value. The Council reserves the right to modify the contract in accordance with Schedule 8 of the Procurement Act 2023 and other applicable legal provisions should such circumstances arise.
The Council continues to monitor developments in respect of local government reform and wider public sector restructuring. However, any future impacts remain uncertain and the Council makes no representation as to whether any reorganisation will occur during the life of the contract.
Hampshire County Council (HCC) has procured a single-supplier £250 million, 10-year Term Maintenance Contract (2026-2036) covering building fabric and M&E services across approximately 825 sites, including schools. Any future transfer of responsibilities between authorities may influence future service delivery arrangements, although no such changes are currently confirmed.
If local government reorganisation, devolution, boundary changes or statutory transfers occur during the contract term, the Council may need to review the most appropriate contractual arrangements for the continued delivery of services. This could include the transfer, assignment, modification, expansion or reallocation of service responsibilities where permitted by the contract and applicable legislation.
Contracts have provisions enabling assignment to successor authorities where required by law or future public sector restructuring arrangements.
For further information regarding devolution and local government reform, please refer to the Council's website: Local Government Reorganisation and Devolution Information
Known Risks
The Council has identified the following known risks that are likely to occur during the duration of the term of the contract -
- An increase in stock size due to the construction of new build sites or the purchase of additional existing dwellings
- A decrease in stock size due to the sale or decommissioning of existing dwellings
In all of the above cases, the change will result in a change to the number of properties and the annual value of the contract due to increased complexity of -
- ageing stock requiring more frequent or complex repairs
- increase in the number of system replacements needed
- inclusion of other installations as risk assessments or Legislation dictates
Under this cost‑reimbursable contract, any requirements that fall outside the agreed baseline scope will be instructed and managed through the contract's defined Task Order depending on value and urgency.
Other Risks
- Local Government Reorganisation leads to other stock holding Authorities becoming amalgamated with the Council and consequently the contract acquires additional stock numbers, increasing the value of the opportunity.
- Local Government Reorganisation leads to the Council becoming amalgamated with other Local Authorities and the contract or stock is novated to an alternative contract or supplier, decreasing the value of the opportunity.
- KPIs reduce relevance or are found to be ineffective during the contract, potentially following changes in legislation and compliance monitoring, and need to be amended.
- Workstreams are added to provide contingency for other suppliers increasing the size and value of the contract.
- The ongoing costs in delivering the service increases due to larger than predicted inflationary pressures, labour shortages or skills gaps in engineering and supply chain disruptions (e.g., parts availability) Impacts of technological change in respect of unknown future standards or innovations - periodic review clause to allow to utilise new technology, mobilisation and purchase of new technology
- Following the acquisition of additional stock, higher than expected costs to bring dwellings to required standards following unknown conditions/unexpected issues that the Council could not have reasonably been aware at the point of purchase.
- Amendment or introduction of new legislation, changes in building safety legislation, evolving targets and potential changes in tenant rights and/or service expectations could increase/decrease the cost in delivering the service.
- Amendments or the introduction of new building safety legislation (e.g. under the Building Safety Act 2022 or related statutory instruments) may require the Council to modify the scope of the contract to ensure continued compliance. This could include new inspection regimes, reporting obligations, or remedial works not originally priced.
- Local Government Reorganisation may require the new authority to assume responsibility for a significantly expanded Corporate Asset portfolio (e.g., schools, offices, social care facilities) currently maintained under Hampshire County Council's £25M per annum R&M contract. This may materially increase the scale, value and geographic spread of the Corporate Assets element of the contract. The Council may need to vary the existing Corporate Assets arrangement, create a new lot restricted to the Lot 1 and Lot 2 suppliers, or undertake a separate procurement exercise to accommodate the increased workload. Although the nature of works is expected to remain broadly consistent, the operational scale may increase substantially.
- An endemic or pandemic event such as Covid 19 requires the contractor to achieve contractual outcomes by adapting existing practices.
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 known 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.
Contract Modification - Adding Scope to Existing R&M Contracts
The Council may expand the scope of the on island or off island contract where the additional work is compatible with the original contract, represents a non-substantial modification, and supports operational efficiency.
Before awarding additional scope, the contractor must:
- Continue to meet all conditions of participation, including technical, professional and financial requirements.
- Demonstrate they meet any new or enhanced insurance requirements for the expanded scope.
- Confirm they and their sub-contracts (see s.28 PA23) are not listed on the national debarment list under the Procurement Act 2023 and confirm they have they not become an 'excludable' or 'excluded' supplier by definition of s.57 of the Act.
- Provide assurance of adequate resource capacity and performance levels.
In determining the most appropriate allocation mechanism, the Council will consider the nature of the additional requirement, geographical location, operational fit with existing service delivery arrangements, demonstrated capability, capacity, value for money, urgency and the applicable provisions of the Procurement Act 2023. The Council reserves the right to select the most appropriate route on a case-by-case basis
New Contract Award Following Local Government Reorganisation (LGR) or Other Authority Collaboration
The new Authority/collaborating Authorities may award new or expanded contracts to align with the enlarged geographical and service footprint.
To be considered for additional work the supplier must:
- Continue to satisfy the participation conditions applied during the original tender (technical, financial, legal, professional).
- Meet any expanded insurance requirements triggered by the new service area (e.g., increased PL/EL/PI limits, specialist coverage).
- Not appear on the Procurement Act 2023 debarment list, nor be subject to mandatory or discretionary exclusion.
- Maintain acceptable performance levels under the existing contract.
- Demonstrate sufficient resource capacity and resilience to absorb additional work.
- Pass updated financial standing checks, proportionate to the enlarged scope.
- The authority expects to re-tender this requirement around 27 Mar 2031, 23:59 GMT.
- How the procedure runs: Portsmouth City Council, (the Council) has decided to utilise a two-stage Competitive Flexible Procedure with the following stages: • Stage 1 - a discrete Conditions of Participation stage (including checking Exclusion Grounds), which will limit the number of suppliers to a maximum of 6, to be invited to submit a tender. • Stage 2 - a Tendering Round (with the option for interviews/site visits for verification purposes with up to the top 3 suppliers). This procedure reflects the Restricted Procedure under the Public Contracts Regulations 2015 but allows limited non material adjustments before contract award. Stage 1 - Conditions of Participation Stage Stage 1 shortlists suppliers with the technical, financial and operational capability to deliver the contract. Assessment includes experience, capacity, systems, accreditations, financial standing and legal standing. Suppliers must complete: • PSQ - Preliminary Questions • PSQ - Technical Questions & Contract Case Studies • Completed PSQ Technical Response sheet 12.1, 12.2 & 12.3 • Annex B - Common Assessment Standards (information only) The PSQ Preliminary Questions focus on the following sections that will be assessed on a pass/fail basis - 1. Supplier information 2. Grounds for exclusion 3. Supplier eligibility 4. Financial capacity 5. Insurance 6. General compliance 7. Accreditations and qualifications 8. Payments in contracts 9. Carbon reduction plan 10. Modern slavery Failure to meet any mandatory requirement results in exclusion. Suppliers passing the Preliminary Questions progress to the PSQ Technical and Case Study evaluations. Scored Sections • Section 12 - Technical Questions part 1 (25%) • Section 13 - Technical Questions part 2 (50%) • Section 14 - Case Studies (25%) Each section scores up to 100 points, with some additional pass/fail triggers. A full 100 point score equates to the full percentage weighting. Example: • Section 12: 100/100 → 25% • Section 13: 50/100 → 25% • Section 14: 50/100 → 12.5% Total score = 62.5% Shortlisting The Council expects to shortlist 4 to 6 suppliers for Stage 2. The top four scoring suppliers automatically progress. Suppliers in 5th and 6th place will only progress if within 10 points of the 3rd ranked supplier. Example: 3rd place = 80 points • 5th place = 70 → within 10 → shortlisted • 6th place = 65 → more than 10 → not shortlisted If a tie would cause the shortlist to exceed six suppliers, published tie break criteria will apply - see stage 1 ITT for further details. Suppliers must register on the Central Digital Platform to allow mandatory exclusion and debarment checks. Subcontractors named in submissions will also be checked; the Council may require alternatives where exclusion grounds apply. Stage 2 - Invitation to Tender (ITT) Lot 1 On-island and Lot 2 Off Island Envisaged Evaluation Criteria Shortlisted suppliers will submit full proposals, including pricing and delivery methodology. Suppliers will submit one tender response covering Lot 1 (On Island) and Lot 2 (Off Island), stating their preferred lot. • The 1st ranked supplier receives their preferred lot. • The 2nd ranked supplier receives the remaining lot. • No supplier will be awarded both lots. The cost/quality split is being tested on a 50/50 and is likely to be used for 2nd stage tender evaluation. However, the Council reserves the right to change the price/quality weighting above and any subsequent sub-criteria weighting. The final cost/quality weighting could fall within a range of 60/40 to 40/60. The proposed cost breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%: • Call Handling - 18% - range 13% to 18% • Local Office and Management - 20% - range 15% to 25% • Accounting, Legal, H&S, HR and R&D - 12% - range 7% to 17% • Vehicles, Materials, IT, Suppliers - 17% - range 12% to 22% • Social Value, Environmental, Insurance and Profit - 15% - range 10% to 20% • Task Order Fee - 15% - range 10% to 20% • Mobilisation - 3% - range 1% to 5% The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above. This ensures that the lowest price receives the highest score, and all other prices are scored relative to it. The proposed cost will include sub-criteria: • Price Assessment: Based on a normalised comparison of submitted prices. • Value for Money: Reviewing the cost breakdown and methodology to understand how pricing has been derived. However, the Council also reserves the right to assess priced elements either on a normalised basis and/or through a qualitative scoring approach, depending on the nature of the submissions and the evaluation methodology adopted. The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria. This process could either form a pass/fail check or require a scored response for qualitative elements. For example, Local Office and Management is listed with a 20% weighting. • The Council may assess the full section weighting on a normalised cost with 20% weighting and pass/fail on the value for money. • Alternatively, the Council may assess the section weighting on a normalised cost with 10% weighting and apportion 10% on the value for money on a weighted scored basis. • Alternatively, the Council may reduce some/all the pricing weightings to ask one or more weighted question to review the value for money criteria i.e. for criteria 1 to 5 the Council reduces the weighting of each question by 2% to then have one weighting value for money question to cover criteria 1 to 5. The amount the criteria could be reduced has not been defined and is unlikely to exceed 50% per criteria. The proposed quality breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%: 1. Mobilisation - 15% - range 10% to 20% 2. Data Management - 10% - range 5% to 15% 3. Resourcing - 20% - range 15% to 25% 4. Quality Assurance - 25% - range 20% to 30% 5. Resident Engagement - 10% - range 5% to 15% 6. Resident Presentation - 5% - range 5% to 10% 7. Future Proofing - 5% - range 5% to 10% 8. VFM - Pass/Fail - up to 40 (this will be taken from the weighting on price) 9. Social Value - 10% - range 5% to 10% The evaluation of the tender returns will be undertaken by suitable qualified technical matter experts. However, the Council will most likely adopt the following approach for the Resident Presentation evaluation. The Resident Presentation will be evaluated collectively by a panel of residents following the presentations. Their assessment will take place as a group exercise, supported and overseen by trained Council moderators to ensure fairness, consistency, and adherence to the published scoring methodology. The Council may also consider the use of interviews and site visits for up to the top 3 scoring suppliers following initial assessment of their quality submissions. Interviews and site visits will be held in the interests of verifying tender submissions and for the purposes of due diligence basis. Lot 3 Corporate Assets Island Envisaged Evaluation Criteria Lot 3 (Corporate Assets) will be evaluated only between the preferred suppliers for Lots 1 and 2 and will be assessed on 90% price and 10% Quality. The Council will not evaluate the Lot 3 submission until the preferred bidders for Lot 1 and Lot 2 have been identified, all other returns will for Lot 3 will be discounted. The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above for Lot 1 & 2. The cost section will not have a weighted qualitative assessment but may introduce the Value for Money assessment on a pass/fail basis as per Lots 1 & 2, though the Council will investigate any abnormally low or high submissions. The proposed quality breakdown of 10% will be assigned to Social Value, which may have sub criteria proposed at stage 2 of the tender process. The quality assessment will be on a weighted basis. The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria. The quality scores will have sub-weightings and will not be assessed on a normalised basis. The procurement process will also consider the viewpoint of residents at every stage including for development of requirements and assessment of resident engagement proposals. Contractors will need to take part in presentations to be scored by residents as part of the evaluation process to ensure compliance with Building Safety and Social Housing Regulator requirements to take tenants' views into account in decision-making. The Council are intending to follow the subsequent Procurement Programme - FTS Tender Notice & Tender issued - CFP Stage 1 - 27/03/2026 Deadline for requests for clarification -24/04/2026 by 16:00 CFP Stage 1 submission deadline - 08/05/2026 by 12:00 Notification of shortlisting decision - 10/07/2026 Final procurement documents published on In‑Tend - CFP Stage 2 - 17/07/2026 Deadline for requests for clarification - 14/08/2026 by 16:00 Tender return deadline - 11/09/2026 by 12:00 Contract Award Notice Published - 30/10/2026 Standstill and section 20 notification start - 30/10/2026 Standstill finish - 11/11/2026 Section 20 Notice Finish - 04/12/2026 Contract award - 07/12/2026 Contract commencement - 01/04/2027 However, the Council might adopt an accelerated programme, please refer to the stage 1 ITT for further details.
- No preliminary market engagement: The Council undertook two Soft Market Testing (SMT) exercises as part of a strategic review of delivery options for the provision of Repairs & Maintenance (R&M) across residential and commercial properties, Gas Servicing & Repairs (GSR) for residential properties and Fire Safety Compliance Services (FSCS) across its managed building assets. Two separate Prior Information Notices were issued, being - 2025/S 000-017829 • SMT 1 - Housing, Neighbourhood and Building Services - Repairs & Maintenance and Gas Servicing & Repair Delivery Options Appraisal, Portsmouth- Wednesday 9th October 2024 - Reference - 2024/S 000-032496 • SMT 2 - Housing, Neighbourhood and Building Services - Repairs & Maintenance, Gas Servicing & Repair and Fire Safety Compliance Services Delivery Lotting Options Appraisal 2025 - Friday 23rd February 2025- Reference 2025/S 000-006741
CPV: Alarm system and antenna installation work · Building demolition and wrecking work and earthmoving work · Electrical engineering installation works · Electrical installation work of electrical distribution apparatus · Electrical installation work of pumping equipment · Electrical installation work of transformers · Electrical wiring and fitting work · Electricity supply installations · Erection of fencing · Erection of railings · Fire-extinguishers installation work · Firefighting equipment installation work · +20 more
Lots and requirements (3)Procurement structure
3 lots · all with a published value (£765,000,000 together) · win at most 2 of themLot #1On IslandAwardedRenewalPublished value£310,000,000
The source published no individual description for this lot.
- Economic & financial standing
As described in the procurement specific questionnaire and the conditions of participation.
- Technical & professional ability
As described in the procurement specific questionnaire and the conditions of participation.
- Condition of participationshortlisting
Refer to the procedure section of this tender notice for the selection criteria for Lot 1.
Lot #2Off IslandAwardedRenewalPublished value£310,000,000
The source published no individual description for this lot.
- Economic & financial standing
As described in the procurement specific questionnaire and the conditions of participation.
- Technical & professional ability
As described in the procurement specific questionnaire and the conditions of participation.
- Condition of participationshortlisting
Refer to the procedure section of this tender notice for the selection criteria for Lot 2.
Lot #3Corporate AssetsAwardedRenewalPublished value£145,000,000
The source published no individual description for this lot.
- Economic & financial standing
As described in the procurement specific questionnaire and the conditions of participation.
- Technical & professional ability
As described in the procurement specific questionnaire and the conditions of participation.
- Condition of participationshortlisting
Refer to the procedure section of this tender notice for the selection criteria for Lot 3.
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).
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible 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 27 Mar 2031
- First published
- 30 Apr 2025, 09:58 BST
- Last source update
- 16 Oct 2026, 10:15 BST
- Award evaluation window
- Submission end – 30 Oct 2026
- Authority reference
P00005220- FTS notice number
2026/S 000-028778- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0509c2Find a Tender
- How it runs
Portsmouth City Council, (the Council) has decided to utilise a two-stage Competitive Flexible Procedure with the following stages:
- Stage 1 - a discrete Conditions of Participation stage (including checking Exclusion Grounds), which will limit the number of suppliers to a maximum of 6, to be invited to submit a tender.
- Stage 2 - a Tendering Round (with the option for interviews/site visits for verification purposes with up to the top 3 suppliers).
This procedure reflects the Restricted Procedure under the Public Contracts Regulations 2015 but allows limited non material adjustments before contract award.
Stage 1 - Conditions of Participation Stage
Stage 1 shortlists suppliers with the technical, financial and operational capability to deliver the contract. Assessment includes experience, capacity, systems, accreditations, financial standing and legal standing.
Suppliers must complete:
- PSQ - Preliminary Questions
- PSQ - Technical Questions & Contract Case Studies
- Completed PSQ Technical Response sheet 12.1, 12.2 & 12.3
- Annex B - Common Assessment Standards (information only)
The PSQ Preliminary Questions focus on the following sections that will be assessed on a pass/fail basis -
- Supplier information
- Grounds for exclusion
- Supplier eligibility
- Financial capacity
- Insurance
- General compliance
- Accreditations and qualifications
- Payments in contracts
- Carbon reduction plan
- Modern slavery
Failure to meet any mandatory requirement results in exclusion.
Suppliers passing the Preliminary Questions progress to the PSQ Technical and Case Study evaluations.
Scored Sections
- Section 12 - Technical Questions part 1 (25%)
- Section 13 - Technical Questions part 2 (50%)
- Section 14 - Case Studies (25%)
Each section scores up to 100 points, with some additional pass/fail triggers. A full 100 point score equates to the full percentage weighting.
Example:
- Section 12: 100/100 → 25%
- Section 13: 50/100 → 25%
- Section 14: 50/100 → 12.5%
Total score = 62.5%
Shortlisting
The Council expects to shortlist 4 to 6 suppliers for Stage 2. The top four scoring suppliers automatically progress. Suppliers in 5th and 6th place will only progress if within 10 points of the 3rd ranked supplier.
Example: 3rd place = 80 points
- 5th place = 70 → within 10 → shortlisted
- 6th place = 65 → more than 10 → not shortlisted
If a tie would cause the shortlist to exceed six suppliers, published tie break criteria will apply - see stage 1 ITT for further details.
Suppliers must register on the Central Digital Platform to allow mandatory exclusion and debarment checks. Subcontractors named in submissions will also be checked; the Council may require alternatives where exclusion grounds apply.
Stage 2 - Invitation to Tender (ITT)
Lot 1 On-island and Lot 2 Off Island Envisaged Evaluation Criteria
Shortlisted suppliers will submit full proposals, including pricing and delivery methodology.
Suppliers will submit one tender response covering Lot 1 (On Island) and Lot 2 (Off Island), stating their preferred lot.
- The 1st ranked supplier receives their preferred lot.
- The 2nd ranked supplier receives the remaining lot.
- No supplier will be awarded both lots.
The cost/quality split is being tested on a 50/50 and is likely to be used for 2nd stage tender evaluation. However, the Council reserves the right to change the price/quality weighting above and any subsequent sub-criteria weighting. The final cost/quality weighting could fall within a range of 60/40 to 40/60.
The proposed cost breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%:
- Call Handling - 18% - range 13% to 18%
- Local Office and Management - 20% - range 15% to 25%
- Accounting, Legal, H&S, HR and R&D - 12% - range 7% to 17%
- Vehicles, Materials, IT, Suppliers - 17% - range 12% to 22%
- Social Value, Environmental, Insurance and Profit - 15% - range 10% to 20%
- Task Order Fee - 15% - range 10% to 20%
- Mobilisation - 3% - range 1% to 5%
The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above. This ensures that the lowest price receives the highest score, and all other prices are scored relative to it.
The proposed cost will include sub-criteria:
- Price Assessment: Based on a normalised comparison of submitted prices.
- Value for Money: Reviewing the cost breakdown and methodology to understand how pricing has been derived.
However, the Council also reserves the right to assess priced elements either on a normalised basis and/or through a qualitative scoring approach, depending on the nature of the submissions and the evaluation methodology adopted. The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria.
This process could either form a pass/fail check or require a scored response for qualitative elements. For example, Local Office and Management is listed with a 20% weighting.
- The Council may assess the full section weighting on a normalised cost with 20% weighting and pass/fail on the value for money.
- Alternatively, the Council may assess the section weighting on a normalised cost with 10% weighting and apportion 10% on the value for money on a weighted scored basis.
- Alternatively, the Council may reduce some/all the pricing weightings to ask one or more weighted question to review the value for money criteria i.e. for criteria 1 to 5 the Council reduces the weighting of each question by 2% to then have one weighting value for money question to cover criteria 1 to 5. The amount the criteria could be reduced has not been defined and is unlikely to exceed 50% per criteria.
The proposed quality breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%:
- Mobilisation - 15% - range 10% to 20%
- Data Management - 10% - range 5% to 15%
- Resourcing - 20% - range 15% to 25%
- Quality Assurance - 25% - range 20% to 30%
- Resident Engagement - 10% - range 5% to 15%
- Resident Presentation - 5% - range 5% to 10%
- Future Proofing - 5% - range 5% to 10%
- VFM - Pass/Fail - up to 40 (this will be taken from the weighting on price)
- Social Value - 10% - range 5% to 10%
The evaluation of the tender returns will be undertaken by suitable qualified technical matter experts. However, the Council will most likely adopt the following approach for the Resident Presentation evaluation. The Resident Presentation will be evaluated collectively by a panel of residents following the presentations. Their assessment will take place as a group exercise, supported and overseen by trained Council moderators to ensure fairness, consistency, and adherence to the published scoring methodology.
The Council may also consider the use of interviews and site visits for up to the top 3 scoring suppliers following initial assessment of their quality submissions. Interviews and site visits will be held in the interests of verifying tender submissions and for the purposes of due diligence basis.
Lot 3 Corporate Assets Island Envisaged Evaluation Criteria
Lot 3 (Corporate Assets) will be evaluated only between the preferred suppliers for Lots 1 and 2 and will be assessed on 90% price and 10% Quality. The Council will not evaluate the Lot 3 submission until the preferred bidders for Lot 1 and Lot 2 have been identified, all other returns will for Lot 3 will be discounted.
The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above for Lot 1 & 2. The cost section will not have a weighted qualitative assessment but may introduce the Value for Money assessment on a pass/fail basis as per Lots 1 & 2, though the Council will investigate any abnormally low or high submissions.
The proposed quality breakdown of 10% will be assigned to Social Value, which may have sub criteria proposed at stage 2 of the tender process. The quality assessment will be on a weighted basis.
The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria. The quality scores will have sub-weightings and will not be assessed on a normalised basis.
The procurement process will also consider the viewpoint of residents at every stage including for development of requirements and assessment of resident engagement proposals. Contractors will need to take part in presentations to be scored by residents as part of the evaluation process to ensure compliance with Building Safety and Social Housing Regulator requirements to take tenants' views into account in decision-making.
The Council are intending to follow the subsequent Procurement Programme -
FTS Tender Notice & Tender issued - CFP Stage 1 - 27/03/2026
Deadline for requests for clarification -24/04/2026 by 16:00
CFP Stage 1 submission deadline - 08/05/2026 by 12:00
Notification of shortlisting decision - 10/07/2026
Final procurement documents published on In‑Tend - CFP Stage 2 - 17/07/2026
Deadline for requests for clarification - 14/08/2026 by 16:00
Tender return deadline - 11/09/2026 by 12:00
Contract Award Notice Published - 30/10/2026
Standstill and section 20 notification start - 30/10/2026
Standstill finish - 11/11/2026
Section 20 Notice Finish - 04/12/2026
Contract award - 07/12/2026
Contract commencement - 01/04/2027
However, the Council might adopt an accelerated programme, please refer to the stage 1 ITT for further details.
- Risks
The Council has identified the following known risks that are likely to occur during the duration of the term of the contract -
Known Risks
The Council has identified the following known risks that are likely to occur during the duration of the term of the contract -
- An increase in stock size due to the construction of new build sites or the purchase of additional existing dwellings
- A decrease in stock size due to the sale or decommissioning of existing dwellings
In all of the above cases, the change will result in a change to the number of properties and the annual value of the contract due to increased complexity of -
- ageing stock requiring more frequent or complex repairs
- increase in the number of system replacements needed
- inclusion of other installations as risk assessments or Legislation dictates
Under this cost‑reimbursable contract, any requirements that fall outside the agreed baseline scope will be instructed and managed through the contract's defined Task Order depending on value and urgency.
Other Risks
- Local Government Reorganisation leads to other stock holding Authorities becoming amalgamated with the Council and consequently the contract acquires additional stock numbers, increasing the value of the opportunity.
- Local Government Reorganisation leads to the Council becoming amalgamated with other Local Authorities and the contract or stock is novated to an alternative contract or supplier, decreasing the value of the opportunity.
- KPIs reduce relevance or are found to be ineffective during the contract, potentially following changes in legislation and compliance monitoring, and need to be amended.
- Workstreams are added to provide contingency for other suppliers increasing the size and value of the contract.
- The ongoing costs in delivering the service increases due to larger than predicted inflationary pressures, labour shortages or skills gaps in engineering and supply chain disruptions (e.g., parts availability) Impacts of technological change in respect of unknown future standards or innovations - periodic review clause to allow to utilise new technology, mobilisation and purchase of new technology
- Following the acquisition of additional stock, higher than expected costs to bring dwellings to required standards following unknown conditions/unexpected issues that the Council could not have reasonably been aware at the point of purchase.
- Amendment or introduction of new legislation, changes in building safety legislation, evolving targets and potential changes in tenant rights and/or service expectations could increase/decrease the cost in delivering the service.
- Amendments or the introduction of new building safety legislation (e.g. under the Building Safety Act 2022 or related statutory instruments) may require the Council to modify the scope of the contract to ensure continued compliance. This could include new inspection regimes, reporting obligations, or remedial works not originally priced.
- Local Government Reorganisation may require the new authority to assume responsibility for a significantly expanded Corporate Asset portfolio (e.g., schools, offices, social care facilities) currently maintained under Hampshire County Council's £25M per annum R&M contract. This may materially increase the scale, value and geographic spread of the Corporate Assets element of the contract. The Council may need to vary the existing Corporate Assets arrangement, create a new lot restricted to the Lot 1 and Lot 2 suppliers, or undertake a separate procurement exercise to accommodate the increased workload. Although the nature of works is expected to remain broadly consistent, the operational scale may increase substantially.
- An endemic or pandemic event such as Covid 19 requires the contractor to achieve contractual outcomes by adapting existing practices.
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 known 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.
How it was run
Official notice- Requests to participate (first stage)
- 8 May 2026, 12:00 BST
- Submission deadline
- 8 May 2026, 12:00 BST
- Clarification deadline
- 24 Apr 2026, 16:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
The Council will publish the associated tender documents via Intend, the Councils e-tendering platform.
Timeline
30 Apr 2025 → 1 Apr 2027 · 10 dates- Planning notice published30 Apr 2025, 09:58 BST
- Tender notice published214 days ago27 Mar 2026, 17:48 GMT
- Clarification questions by186 days ago24 Apr 2026, 16:00 BST
- Submission deadline172 days ago8 May 2026, 12:00 BST
- Next notice expected153 days ago26 May 2026, 23:59 BST
- Assessment summaries sent11 days ago16 Oct 2026, 00:00 BST
- Latest notice published11 days ago16 Oct 2026, 10:15 BST
- Today27 Oct 2026
- Standstill endsin 2h27 Oct 2026, 23:59 GMT
- Award decision expected byin 3 days30 Oct 2026, 23:59 GMT
- Contract startsin 155 days1 Apr 2027, 00:00 BST
Notice history
9 events · 4 releases on Find a Tender · since 30 Apr 2025- Planned procurement notice published30 Apr 2025, 09:58 BSTUK3
- Pipeline notice published2 May 2025, 14:28 BSTUK1
- Tender notice published27 Mar 2026, 17:48 GMTUK4
- Published value updated to £765,000,00027 Mar 2026, 17:48 GMTwas £450,000,000
- Status changed to active27 Mar 2026, 17:48 GMT
- Contract award notice published16 Oct 2026, 10:15 BSTUK6
- Status changed to complete16 Oct 2026, 10:15 BST
- Procurement method changed16 Oct 2026, 10:15 BST
- Contract signature expected30 Nov 2026, 23:59 GMTscheduled
Routine re-releases (4)
- 2025-04: 1 release · 30 Apr 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · On Island1 award | |||
| Mountjoy Ltd1 Apr 2027 – 31 Mar 2032 · up to 31 Mar 2037Extensions: The initial contracts will be for 5 years with an option to extend by up to a further 5 years in increments to be agreed. · Options: See the details contained in the description above. | £310,000,000 | 16 Oct 2026standstill to 27 Oct 2026 | Standstill |
| Lot 2 · Off Island1 award | |||
| Mountjoy Ltd1 Apr 2027 – 31 Mar 2032 · up to 31 Mar 2037Extensions: The initial contract will be for 5 years with an option to extend by up to a further 5 years in increments to be agreed. · Options: See the details contained in the description above. | £310,000,000 | 16 Oct 2026standstill to 27 Oct 2026 | Standstill |
| Lot 3 · Corporate Assets1 award | |||
| Mountjoy Ltd1 Apr 2027 – 31 Mar 2032 · up to 31 Mar 2037Extensions: The initial contract will be for 5 years with an option to extend by up to a further 5 years in increments to be agreed. · Options: See the details contained in the description above. | £145,000,000 | 16 Oct 2026standstill to 27 Oct 2026 | Standstill |
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · On Island | 1final-stage tenders · 3 at stage one | 0 | 0 | — |
| 2 · Off Island | 1final-stage tenders · 3 at stage one | 0 | 0 | — |
| 3 · Corporate Assets | 1final-stage tenders · 3 at stage one | 0 | 0 | — |
Who bid
- wonMOUNTJOY LTD · South East England · all lots
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- MOUNTJOY LTDAwarded supplier
Official documents & specifications (10)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Soft Market Testing Reports following the Prior Information Notices published on - • Outsourcing Options Appraisal - Wednesday 11th October 2024 • Lotting and Contracting Options Appraisal - Friday 23rd February 2025
- Bidding documents and specifications SMT Survey Responses in relation to the following Prior Information Notices - • SMT 1 - Housing, Neighbourhood and Building Services - Repairs & Maintenance and Gas Servicing & Repair Delivery Options Appraisal, Portsmouth- Wednesday 9th October 2024 - Reference - 2024/S 000-032…
- Bidding documents and specifications Supporting information for SMT 2 - including the background information regarding the proposed lotting structure, example questionnaire and attached appendices.
- Bidding documents and specifications Supporting information for SMT 2 - including the background information regarding the proposed lotting structure, example questionnaire and attached appendices.
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender