Reactive Maintenance Measured Term Contract

RCT in collaboration with Merthyr CBC are intending to hold a supplier drop-in session on Wednesday 13th August 2025 @ Llys Cadwyn, Pontypridd between 9:30am and 12.30pm.

The event is not to shape the procurement process but to give suppliers/contractors an overview of the requirements before the tender process commences. If there were any major concerns or issues raised during the supplier drop-in session that would affect the smooth delivery of the contract, then RCT & Merthyr may consider tweaking the below.

If suppliers are interested in attending this event, please can you register your interest by emailing [email protected], FAO Julie Snooks by 12 noon 6th August 2025. Please also indicate whether you wish to deal with us via the Welsh language, so we can make the necessary arrangements.

OVERVIEW OF THE REQUIREMENTS

The contract will be split into three lots:-

Lot 1 – RCT East – Annual Value approx. 650k

Lot 2 – RCT West - Annual Value approx. 780k

Lot 3 – Merthyr CBC - Annual Value approx. 300k

A brief description of the nature of the Works is given below as an indication of the general character and scope of works envisaged. The description is not intended to set precise limits to the various classifications of works since the works, being essentially of a maintenance nature, will be varied.

• Emergency works within normal working hours and outside working hours to include restoration of essential service, unblocking drains, making safe, secure and weathertight.
• Emergency demolitions which may include non-council buildings
• Minor building works/alterations
• Minor demolition
• Roof repairs to both pitched and flat design
• Carpentry repairs including door/window replacement
• Plumbing work
• Electrical installation and repair works
• Drainage work including clearing blockages, surveys, repairs and replacement
• Glazing work to both single and double glazed windows including temporary boarding up where necessary
• Repairs to structures including temporary shoring, rebuilding and repointing
• Internal and External decorations
• Works of adaptation including installation of external galvanised handrails, internal timber mopstick handrails, access ramps and bathroom alterations
• Small building works
• Works to comply with the Disability Discrimination Act
• Works within public Highways
• Scaffolding / towers
• Minor works with asbestos - note you are not expected to undertake any large scale, significant or asbestos specific works as part of this contract, only non-licensed works that are small/minor in nature where asbestos may be disturbed by virtue of items being fixed to, near to, require minor sealing or repair, decorative finishes or similar, where agreed with the appropriate Council. This work may entail NNLW.
• Any other work as instructed by the CA

Work excluded:

• Boiler plant (installation, servicing and maintenance)
• Gas services
• Kitchen equipment (servicing & maintenance)
• Fan convector heaters( servicing & maintenance)
• Fire alarms (servicing& maintenance)
• Emergency lights ( servicing& maintenance)
• Emergency generators (routine maintenance)
• Stage lighting (periodic testing)
• Pottery kilns (servicing& maintenance)
• Lifts and hoists(installation, servicing& maintenance)
• Intruder alarms (installation and maintenance)
• CCTV systems (installation and maintenance)
• Sewage pumps (installation, servicing and maintenance)
• Portable appliance testing
• Periodic inspection and testing of electrical installation in buildings
• Swimming pools (servicing & maintenance)
• Automated doors, shutters & barriers (routine maintenance)

QUALIFICATIONS REQUIREMENTS

Financial

The successful supplier will be required to have an annual turnover of 2 x annual value of lot awarded.

Insurance levels

Employer’s (Compulsory) Liability Insurance = 5m

Public Liability Insurance = 10m

Product Liability Insurance = 5m

*It is a legal requirement that all companies hold Employer’s (Compulsory) Liability Insurance of 5 million as a minimum. Please note this requirement is not applicable to Sole Traders.

DBS Checks

It is a mandatory requirement that all employees will undergo a DBS check.

PROJECT SPECIFIC REQUIREMENTS

Call outs

It is a mandatory requirement that the successful supplier must be able to respond to call outs 24/7 and to attend site within 2 hrs (RCT) and 1 hr (Merthyr CBC) of receiving the call. Contractors who are unable to meet this requirement will be eliminated.

Trades

As this contract is to provide multi service responsive maintenance, the successful supplier must be able to provide all trades to deliver the contract.

ANTICIPATED EVALUATION CRITERIA

Award Criteria Weighting

Qualification Pass/Fail

Commercial - Price 35%

Technical - Quality 55%

Social Value 10%

ANTICIPATED PROCUREMENT TIMETABLE

This timetable is indicative only. The Council reserves the right to change dates at its discretion:

Stage Date(s)/time

Issue of Invitation to Tender 15th September 2025

End date for clarifications 12 noon 5th October 2025

Closing date for submission of Tenders 15th October 2025

Evaluation of Tenders 15th October – 12th November 2025

Notification of result of evaluation 27th November 2025

Confirmation of Award 10th December 2025

Contract commencement 1st February 2026