Official UK procurement notice
Provision of Domestic 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£6,000,000≈ £2.0m / year · £7,200,000 inc. VAT
Submissions closed 22 Sept 2025awarded 27 Oct 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 descriptionThe Council is appointing a contractor to deliver a Fully Inclusive Risk & Reward Contract (FIRRC) for the servicing, maintenance, responsive repairs, and upgrade works of gas, LPG, and solid fuel heating and hot water systems across its housing stock.
The contract will cover all associated components, including boilers, radiators, flues, cylinders, pipework, controls, and electrical elements, with all works delivered under a fixed-price model. The successful contractor will be responsible for ensuring full operational compliance, delivering first-time fixes where possible, and providing temporary heating when required.
The service includes resident liaison, void property coverage, energy efficiency advice, and support with compliance and safety inspections. Upgrade works may also be instructed at the Employer's discretion and must be delivered from design through to completion.
- The authority expects to re-tender this requirement around 1 Aug 2028, 23:59 BST.
CPV: Gas appliance maintenance services · Repair and maintenance services of boilers
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£6,000,000
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).
How bids were scored
Published sub-criteria (6)
- Previous experience: 15%
- Contract Management: 25%
- 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 provide a detailed case study demonstrating your organisation's experience - and that of key personnel - in delivering a domestic gas contract for the planned maintenance, responsive repairs, emergency callouts, and statutory periodic testing of gas and LPG heating and hot water in a residential or social housing environment. Your case study should reflect experience managing contracts involving occupied properties, including vulnerable residents (e.g. elderly, disabled, or non-English speakers), and adherence to health and safety regulations, including Gas Safety Register requirement and The Gas Safety (Installation & Use) Regulations Your response should include the following: • A description of the scope of services, including planned maintenance intervals, emergency response provision, and any statutory inspections or testing undertaken. • The estimated annual contract value. • The number of assets covered, and the range of site locations. • Your approach to managing follow-on remedial actions, repeat callouts, and unsafe equipment. • How the example contract compares to the requirements and conditions outlined in Folkestone & Hythe District Council's specification (e.g. appointment scheduling, resident communication, CRB-checked operatives, spare part sourcing, and reporting protocols); • Give examples of where your organisation has improved service delivery, value for money, or tenant satisfaction in the case study contract; and • How the experience and qualifications of your personnel, including NVQ-level training and fault diagnosis expertise, will be applied to ensure high standards of service delivery under this contract. • Using your experience from similar contracts detail your approach to transitioning from the incumbent provider and how your organisation would ensure a smooth handover of service for the client. Please include a detailed mobilsation plan (not in word count)
- Contract Management: Please describe your approach to proactively managing the domestic gas contract at a local level to ensure delivery of a planned service and maintenance programme, meet required response times, and effectively manage any associated or follow-on work identified during service, breakdown, or call-out visits. 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. In your response, please confirm whether you: • Already have an established office within this range, or • Propose establishing a new office to meet this requirement (include timeframe and location if applicable). For FHDC boundary map please see link below: Public Elections Your response should also include the following: • An organogram clearly showing the proposed contract management structure, including roles, reporting lines, qualifications, and relevant accreditations of key personnel assigned to this contract. • A clear explanation of how you will ensure sufficient staffing and resource capacity from day one and throughout the contract term to maintain service continuity, efficiency and customer satisfaction. • A detailed explanation of how you will achieve and maintain 100% LGSR compliance and continuity throughout the contract, including the processes in place for difficult to access or failed access. • Demonstrate how you will effectively manage the FHDC CAP process • A detailed explanation of your process for repairs callouts; from point of call to completing and closing down a repair order. Include an illustrative process map (not included in the wordcount) and a winter readiness plan (not in word count) for dealing with addition breakdown demand during the colder months. • Details of how you will meet the specified response times for callouts and emergency attendance, including how out-of-hours cover will be managed; • Your approach to the day-to-day supervision and management of engineers, including methods for monitoring service delivery, ensuring compliance with the Employer's Health and Safety expectations, and supporting staff on-site. • Explain your processes for ensuring high quality workmanship, such as adhering to industry quality standards and regular quality assurance checks. • Show how you will efficiently manage the programme, while ensuring minimal disruption and effective communication with vulnerable residents (e.g. elderly, disabled, or those with language barriers), including appointment scheduling and tenant engagement
- Contract Performance in line with agreed KPI's: Please describe your approach to monitoring, managing, and reporting performance standards for the delivery of this domestic gas contract, with specific reference to the sample Key Performance Indicators (KPIs) listed below (Please note full KPI list set out in Appendix G). Your response should explain: • The systems and processes you will use to track performance against each KPI; • How you will present performance data to the Employer (including format, frequency, and reporting channels); • The preventative measures you will implement to ensure targets are consistently achieved. • The corrective actions you will take where performance falls below the agreed threshold. • How your performance management approach will ensure continuous improvement and client satisfaction throughout the contract term. You must demonstrate how you will meet or exceed the following [table referencing KPIs from Appendix G]
- Carbon reduction: F&HDC 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 domestic gas services. Explain how you will mitigate or eliminate the carbon impact of activities carried out under this domestic gas contract. This includes both day-to-day operations and strategic approaches over the course of the contract. Please have reference to: A. Environmental Sustainability Energy Efficiency - outline how you will reduce energy use during service delivery (e.g. use of low-emission vehicles, route optimisation, energy-efficient equipment/tools). Waste Reduction - Describe how you will minimise waste generation and promote reuse/recycling of parts and packaging during maintenance, repairs, and component replacements. B. Operational Sustainability Sustainable Project Management - Describe how you will integrate sustainable practices into the management of this contract, including any procedures or systems in place to ensure environmental, social, and economic considerations are embedded in your service delivery. This can include action your organisation is already taking or plans to implement during the initial period of the contract. Your answer should include how you will monitor and measure your environmental performance against these commitments and how this information will be reported to the Employer as part of ongoing contract performance reviews
- social value: F&HDC'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 domestic gas Contract, the Council is seeking to partner and work collaboratively with contractors who can deliver measurable social value through the life of the contract. This can include action your organisation is already taking or plans to implement during the initial period of the contract. For example, your offer might include: • A resource commitment- annual supply of staff time to support local events or initiatives within the community (e.g. Clean up days, Council safety awareness events) • Equipment Commitment - Donation or loan of tools, equipment, or materials to support Council-run community events or housing initiatives. • A Training & Apprenticeship Opportunities -Offering placements, skills development, or mentoring to local residents, particularly those from underrepresented or disadvantaged backgrounds. Offering events to local colleges. • Engagement with Local Supply Chains - Prioritising use of local suppliers and subcontractors to support the regional economy. Your answer should include how you will monitor and measure the delivery of your social value commitments and how progress will be reported to the Employer as part of ongoing contract management and performance reviews
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
- 2 Jul 2025, 13:33 BST
- Last source update
- 18 Dec 2025, 09:23 GMT
- Award evaluation window
- Submission end – 25 Sept 2025
- Authority reference
DN780803- FTS notice number
2025/S 000-036800- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-055793Find a Tender
How it was run
Official notice- Submission deadline
- 22 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
2 Jul 2025 → 1 Apr 2026 · 8 dates- Tender notice published2 Jul 2025, 13:33 BST
- Clarification questions by12 Sept 2025, 23:59 BST
- Submission deadline393 days ago22 Sept 2025, 13:00 BST
- Award decision expected by390 days ago25 Sept 2025, 23:59 BST
- Assessment summaries sent359 days ago27 Oct 2025
- Standstill ends349 days ago5 Nov 2025, 23:59 GMT
- Latest notice published306 days ago18 Dec 2025, 09:23 GMT
- Contract starts203 days ago1 Apr 2026, 00:00 BST
Notice history
9 events · 5 releases on Find a Tender · since 2 Jul 2025- Tender notice published2 Jul 2025, 13:33 BSTUK4
- Tender notice published31 Jul 2025, 14:25 BSTUK4
- Deadline moved to 10 Sept 2025, 13:00 BST31 Jul 2025, 14:25 BST+35 days · was 6 Aug 2025, 13:00 BST
- Tender notice published27 Aug 2025, 16:32 BSTUK4
- Deadline moved to 22 Sept 2025, 13:00 BST27 Aug 2025, 16:32 BST+12 days · was 10 Sept 2025, 13:00 BST
- Contract award notice published27 Oct 2025, 09:14 GMTUK6
- Status changed to complete27 Oct 2025, 09:14 GMT
- Contract signature expected21 Nov 2025, 23:59 GMTscheduled
- Contract details notice published18 Dec 2025, 09:23 GMTUK7
Published amendments (2)
1. Submission deadline extended to 10 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 22 September 2025 to allow bidders time to review TUPE ELI information. Deadline for clarification questions also extended to 12 September 2025.
Routine re-releases (5)
- 2025-07: 2 releases · 2 Jul 2025, 31 Jul 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastAwards 1
Awarded value £6,000,0001 award exc. VAT
Bids received 95 from SMEs
Named bidders 9published on the award notice
Contracts signed 1latest 16 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 | £6,000,000 | 27 Oct 2025 | Awarded |
Contracts
Contract 1 · T Brown Group Ltd
- Signed
- 16 Dec 2025
- Value
- £6,000,000
- Period
- 1 Apr 2026 – 31 Mar 2029 · up to 31 Mar 2031 with extensions
- Status
- active
- Extensions
- The contract is for a 3year term and can be extended for a period or periods totalling no more than 24months.
3 agreed KPIs: Service Appointments · Repair/Breakdown Appointments · Breakdown/repairs attended and completed within timescale- Emergency
- Service Appointments, The number of appointments that are made and kept within the timescale of the 60 day process
- Repair/Breakdown Appointments, The number of repair/breakdown appointments that are made and kept
- Breakdown/repairs attended and completed within timescale- Emergency, Percentage of repairs completed within 1hour 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 |
|---|---|---|---|
| 9final-stage tenders · 15 at stage one | 5 | 0 | — |
Who bid
- wonT BROWN GROUP LIMITED · South East England
- did not winBTU (INSTALLATION & MAINTENANCE) LIMITEDSME · South East England
- did not winHEWER FACILITIES MANAGEMENT LIMITEDSME · South West England
- did not winOCO LIMITEDSME · South East England
- did not winPURDY CONTRACTS LIMITED · Greater London
- did not winROBERT HEATH HEATING LIMITEDSME · Greater London
- did not winSURESERVE COMPLIANCE SOUTH LIMITED · Greater London
- did not winTHERMOSERV LIMITEDSME · South East England
- did not winT.S.G. BUILDING SERVICES PLC · East of England
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
9 commercial parties on the notice · 1 awarded- BTU (INSTALLATION & MAINTENANCE) LIMITEDBidder / tenderer
- HEWER FACILITIES MANAGEMENT LIMITEDBidder / tenderer
- OCO LIMITEDBidder / tenderer
- PURDY CONTRACTS LIMITEDBidder / tenderer
- ROBERT HEATH HEATING LIMITEDBidder / tenderer
- SURESERVE COMPLIANCE SOUTH LIMITEDBidder / tenderer
- T BROWN GROUP LIMITEDAwarded supplier
- T.S.G. BUILDING SERVICES PLCBidder / tenderer
- THERMOSERV LIMITEDBidder / tenderer
Official documents & specifications (8)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Tender documents can be downloaded from www.kentbusinessportal.org.uk (proContract) after signing in and expressing interest.
- Signed contract Redacted JCT MTC 2016 contract
- Technical 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