Official UK procurement notice
PR352025 Planned Preventative Maintenance
Authority: Exeter City Council (Local council)
What is being bought2 lots · detail below
Published requirement descriptionExeter City Council is undertaking this procurement to establish a 4-year Planned Preventative Maintenance (PPM) contract ,with up to 4 further 12-month extensions, covering all Council service areas under a single tender, structured into two Lots: Lot 1 – Mechanical, Electrical & F-Gas
- Electrical systems (e.g. switchgear testing, thermography, controls & automation)
- Mechanical services (heating, ventilation, air conditioning, water systems, gas)
- F-Gas and refrigeration systems Lot 2 – Specialist Compliance Services
- Life safety systems (e.g. fire/smoke dampers, air quality, gas detection)
- Standby power, protection equipment, and calibration services
- Ventilation systems, duct cleaning, and waste pumps The purpose of this procurement is to ensure the effective, efficient, and compliant maintenance of Council assets, reducing reactive repairs and extending asset life through proactive servicing.
CPV: Repair and maintenance services of building installations
Lots and requirements (2)Procurement structure
2 lots · all with a published value (£2,000,000 together) · same evaluation weights on every lotLot #1Mechanical, Electrical & F-GasRenewalPublished value£1,500,000
This Lot covers the core Mechanical and Electrical (M&E) services across the Council's assets, including statutory inspection and testing and reactive works.
Lot #2Specialist Compliance ServicesRenewalPublished value£500,000
This Lot covers the more specialist areas across the Council's assets such as refrigeration, ventilation and fire dampers.
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 award criteria (2)
- Quality: Question 1 - Service Delivery Model 25% Question 2 - Planned Maintenance, Statutory Testing & Reactive Works 25% Question 3 - Compliance, Quality Assurance & Health and Safety 15% Question 4 - Asset Data, Reporting & Contract Management 15% Question 5 - Mobilisation & Risk Management 10% Question 6 - Environment & Sustainability 5% Question 7 - Social Value 5%
- Price: Lowest Compliant Price
- 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
- Closed
- 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
- 30 Oct 2025, 15:40 GMT
- Last source update
- 25 Jun 2026, 16:53 BST
- Award evaluation window
- Submission end – 17 Aug 2026
- Authority reference
PR352025- FTS notice number
2026/S 000-060019- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05d752Find a Tender
How it was run
Official notice- Submission deadline
- 24 Jul 2026, 12:00 BST
- Clarification deadline
- 17 Jul 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk ↗). Registration is free of charge.
Direct Link (LIVE FROM 25 JUNE 2026) - procontract.due-north.com/Advert ↗
Timeline
30 Oct 2025 → 1 Oct 2026 · 8 dates- Planning notice published362 days ago30 Oct 2025, 15:40 GMT
- Market engagement346 days ago14 Nov 2025, 23:59 GMT
Exeter City Council invites suppliers to participate in this market engagement exercise by reviewing the scope and requirements outlined in this document and submitting responses to the accompanying questionnaire.
The purpose of this engagement is to gather market insight that will inform the design of the future Planned Preventative Maintenance (PPM) procurement. Supplier feedback will help shape the scope, delivery model, and commercial structure of the final tender documents.
Responses should be submitted no later than 12 Noon on 14th November 2025 via the
www.advantageswtenders.co.uk ↗
Please note:
- This is an information-gathering exercise only. No contract will be awarded as a result of this engagement.
- Participation does not constitute any commitment to tender, nor does it affect eligibility for future procurement opportunities.
- All feedback received will be generalised and shared with all interested suppliers to ensure no supplier is advantaged or disadvantaged.
- All information provided by suppliers will be treated in confidence and used solely to inform the development of the future procurement strategy.
- Suppliers are responsible for obtaining all necessary information to complete the questionnaire and will bear any associated costs.
- Any attempt to offer inducements or seek preferential treatment will result in disqualification from this exercise.
If you have any questions or require clarification regarding the questionnaire, please contact us via the messaging facility on the Council's e-procurement portal.
- Tender notice published124 days ago25 Jun 2026, 16:53 BST
- Next notice expected123 days ago25 Jun 2026, 23:59 BST
- Clarification questions by102 days ago17 Jul 2026, 17:00 BST
- Submission deadline95 days ago24 Jul 2026, 12:00 BST
- Award decision expected by70 days ago17 Aug 2026, 23:59 BST
- Contract starts26 days ago1 Oct 2026, 00:00 BST
Notice history
9 events · 4 releases on Find a Tender · since 30 Oct 2025- Preliminary market engagement notice published30 Oct 2025, 15:40 GMTUK2
- Preliminary market engagement notice published30 Oct 2025, 15:43 GMTUK2
- Planned procurement notice published23 Jun 2026, 16:17 BSTUK3
- Published value updated to £2,000,00023 Jun 2026, 16:17 BSTwas £1,152,000
- Status changed to planned23 Jun 2026, 16:17 BST
- Procurement method changed23 Jun 2026, 16:17 BST
- Deadline published: 24 Jul 2026, 12:00 BST23 Jun 2026, 16:17 BST
- Tender notice published25 Jun 2026, 16:53 BSTUK4
- Status changed to active25 Jun 2026, 16:53 BST
Published amendments (1)
Amendment to engagement submission date.
Routine re-releases (4)
- 2025-10: 1 release · 30 Oct 2025
Contracting authority & participating public bodies
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Technical specifications All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk). Registration is free of charge. Direct Link (LIVE FROM 25 JUNE 2026) - https://procontract.due-north.com/Advert?advertId=1ac91879-136f-f111-813c-005056b64545&p=69ce52d6-e03c-…
- Bidding documents and specifications All tender documents will be available exclusively via procurement portal (www.advantageswtenders.co.uk). Registration is free of charge. Direct Link (LIVE FROM 25 JUNE 2026) - https://procontract.due-north.com/Advert?advertId=1ac91879-136f-f111-813c-005056b64545&p=69ce52d6-e03c-…
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender