Official UK procurement notice
Repairs and Maintenance Term Service Contract
Authority: Rushmoor Borough Council (Local council)·On behalf of: Portsmouth City Council
What is being bought
Published requirement descriptionINTRODUCTION
Rushmoor Borough Council ('the Council') is inviting tenders from suitably experienced suppliers for delivery of a repairs & maintenance term service contract for requirements related to its property portfolio.
PROPERTY PORTFOLIO
The contract will cover the entirety of the Council's jurisdictional geographical area, which covers Aldershot, Farnborough and some surrounding areas. The commercial assets which the contract will service include for a theatre, council offices, pavilions, public conveniences, sports facilities plus several other building types.
The Council currently owns 140 properties which range from retail units, sports pavilions, public toilets, community centres, industrial units, leisure centres, cemeteries, Crematoria and offices. However, many of the properties have full repairing leases with tenants. There are only 32 properties that the Council regularly maintains (see appendix B Rushmoor Property List 2026) and which will fall within the scope of this contract initially and which the Council's Property Services are responsible for managing.
However, the properties which are covered within the scope of the contract will vary over time as properties become vacant, if tenants ask the Council to assist with works, new properties are developed / purchased or disposed of.
SCOPE
The contract will primarily cover the delivery of responsive repair services, ensuring timely and effective resolution of maintenance issues as they arise, typically up to £10,000 maximum repair value. Spend on response repair services varies per year but on average is approx. £200k (excluding VAT - all further figures also excluding VAT) per annum.
The estimated non-binding per annum contract value for the contract including for core, non-core and optional works is estimated to be around £400,000 exc. VAT.
Whilst the Council may add or remove sites from the contract as well as significantly alter sites, it cannot provide details of what these changes could entail and what may trigger such changes over the term of the contract. The Council is also therefore unable to provide any additional information on how such changes could positively or negatively impact the value of the contract over the base and extended term.
The Contractor will be required to provide the following works in-house, rather than sub-contract (unless specifically agreed with the issuing officer of the Council)
- general building works
- general skills (gutter and roof clearances)
- carpentry
- brickwork
- plumbing (incl. general hot & cold-water plumbing works; blockages)
- decorations
- minor external works (incl. infilling potholes; resetting paving slabs etc.)
General Building Works/Multi-Trade Requirements - Core Tasks:
Include roofing, guttering, painting and decorating. Brickwork, window repairs, replacement and glazing, carpentry, plumbing, plastering, emergency boarding and locksmithing. Minor electrical work such as installation of new fused spur or replacement of existing elements. Grounds Maintenance - to include weeding, pruning, fencing, gutter clearance, paving and tree trimming.
General Building Works/ Multi-Trade Requirements - Non-Core Tasks:
Include groundworks, path/pavement and minor road repairs, new installations and repairs to existing electrical installations and partial or full re-wiring of premises. Drainage, jetting and inspection, chamber repairs. Installation and repairs to Gas related elements to include the replacement and servicing of boilers. Installation and servicing for HVAC.
Same Day Urgent Repairs:
The contractor will be required to supply a same day urgent repair facility as well as the ability to undertake non urgent works within the prescribed timescale, as set out in the KPI document and under SLA requirements covered in this and relating documents.
Project Works:
In addition to this core provision, the contract will include the option to commission capital expenditure (CapEx) project works valued between £10,000 and £100,000, noting that most projects will be between £10,000 - £30,000.
Capital projects above £10,000 are not guaranteed within the contract but will generally be procured through it where appropriate. Where the Council opts to invite competitive bids for delivery of £10k - £100k project works the term service contactor, subject to capacity & performance, will generally be invited to bid.
Generally, the Council will opt towards competitive bidding rather than using the term service contract for higher value above £30,000 contracts although a range of considerations will be taken into account including for urgency, future maintenance efficiencies, etc.
The level of demand for capital projects can vary significantly, and no commitment can be made regarding the volume or frequency of such works. Spend on capital projects that could be covered within the scope of the future contract varies from between £350k - £700k per annum.
However, noting that a significant proportion of any future spend will be subject to competitive bidding processes, the value of capital projects let via the term service contract is unlikely to exceed over 50% of the overall in scope capital project budget for any one year.
PRICING
Prices will be fixed for the first twelve months of the contract, with a percentage increase in line with the relevant indices of the consumer price index (CPI) applied after one year of the contract start date and every year after that for the contract duration.
Details of the pricing structure that will be applied to the contract is set out within the procurement documents. CPI increases may only be applied to labour rates and call out fee. % uplifts for materials, equipment, sub-contractor management and OH/P% are not subject to any increases over the duration of the contract.
The contract will run on a dynamic commercial basis whereby volumes of work will be dictated by the current property portfolio which may change over time and emerging response and planned maintenance requirements, which again cannot be committed to and will vary over time. Information on historical demand is included within the procurement documents.
In charging for work drawn from the contract all tendered labour rates, mark ups, call out fees, etc. must be honoured, noting that the volume and composition of the work will be dictated by dynamic requirements.
Optional project and planned maintenance works will generally be subject to fixed price quotation with the tendered OH/P% being applied on an open book basis with all costs underneath subject to bespoke works costs. However, where applicable labour rates and mark ups should also be applied to pricing of optional fixed price works on a meet or beat basis.
AWARD, TERM DURATION, EXTENSION OPTIONS & FORM OF CONTRACT
The award date for the contract is targeted for 17th August 2026 with commencement of services to run from 1st October 2026. The contract will be awarded on a 2-year base term with options to extend up to a maximum of 5 years.
The contract will be let using the JCT Measured Term Contract 2024.
SITE VISITS & BIDDERS BRIEFING
Site visits will be held on 10th and 16th June to enable prospective bidders to familiarise themselves with a selection of sites included within the contract scope.
Attendance at a site tour is not a mandatory condition of bidding.
Suppliers must register to attend the site visit via ProContract using the Messaging facility by 9th June providing the names, position and contact information (email & mobile) of their delegates. Suppliers may send up to 2 delegates to attend.
On the day Suppliers should ensure that their delegates report to the Council Offices at 10am. The visit is expected to conclude around 3pm.
A bidders briefing will be held online on Monday 15th June at 16:00 via Microsoft Teams. Attendance at the briefing is encouraged but not mandatory.
The Council would anticipate the meeting to take no longer than 60 minutes and would look to follow the suggested agenda below:
- 16:00 to 16:45 - Procurement Presentation
- 16:45 to 17:00 - Question and answers
Suppliers wishing to attend the briefing should use the link below:
- Join: teams.microsoft.com/meet/344775063123429 ↗
- Meeting ID: 344 775 063 123 429
- Passcode: hC62MK9J
Any clarification responses provided at the site tours and / or bidders briefing will subsequently be made available via ProContract / SEBP.
PROCUREMENT PROCESS, PROGRAMME & ADMINSTRATION
The council is using the open procedure for the procurement of this contract, which includes conditions of participation and subsequent evaluation of tender proposals.
This procurement timetable is shown below and, while the council does not intend to depart from it, it reserves the right to do so at any time. Should the programme above change, all Suppliers will be informed of this change via ProContract/SEBP.
- Tender Notice Issued: 3rd June 2026
- Tender Pack Issued on ProContract: 2nd June 2026
- Site Visits: 10th and 16th June 2026
- Online Bidders Briefing: 15th June 2026 @16:00
- Deadline for Requests for Clarification: 26th June 2026 @23:59
- Tender return deadline: 13th July 2026 @17:00
- Award Decision & Assessment Summaries Issued: 30th July 2026
- Contract Award Notice Issued: 30th July 2026
- Standstill Period Starts: 31st July 2026
- Standstill Period Ends: 14th August 2026 @23:59
- Contract Award: 17th August 2026
- Mobilisation: 17th August - 30th September 2026
- Contract Commencement: 1st October 2026
The Council will administrate the procurement using its e-sourcing system ProContract, The ProContract system can be accessed free of charge via the following web link:
- The authority expects to re-tender this requirement around 1 May 2031, 23:59 BST.
CPV: Building alteration work · Building completion work · Electrical installation work · Engineering design services for mechanical and electrical installations for buildings · Erection of fencing · Erection of railings · Firefighting equipment installation work · Fireproofing work · Installation services of electrical and mechanical equipment · Locksmith services · Miscellaneous repair and maintenance services · Plasterboard works · +3 more
How this framework works
From the published notice- Framework period
- 2 yrs · up to 5 yrs from 1 Oct 2026
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£2,000,000
- Economic & financial standing
For full information of the Council's legal and financial conditions of participation, please see the tender pack available on ProContract.
An overview of the elements set out in the Procurement Specific Questionnaire are below.
SUPPLIER INFORMATION (INCLUDING CONNECTED PERSONS):
Pass/Fail
Suppliers must provide all information and submit Central Digital Platform (CDP) share code.
ASSOCIATED PERSONS:
Pass/Fail
Suppliers must provide all information and submit any associated persons CDP share code.
LIST OF IN-TENDED SUBCONTRACTORS:
Pass/Fail
Suppliers must provide all information of any intendIn-tended subcontractors and submit their CDP share code if they are being relied on to meet Conditions of Participation.
FINANCIAL CAPACITY:
Pass/Fail
Business Risk Assessment:
Bidders must attain a business risk score calculated using Credit Safe financial ratios of 50 or above to pass.
OR
if below or score is unavailable, satisfactory review of financial information against profit/loss, liquidity, acid test, etc. is required
OR
provision of a guarantee from a parent company or other legally bound guarantor with a business risk score of 50 or above.
AND
Turnover Assessment:
Recorded turnover within latest set of accounts of at least approx. £700,000 (approximately 2 x minimum annual value range of contract.)
OR
provision of a guarantee from a parent company or other legally bound guarantor with a recorded turnover within latest set of accounts of at least approx. £700,000
OR
If Suppliers are unable to meet the minimum turnover levels but feel that they can demonstrate alternative evidence of financial capacity they are instructed to submit this in order that the council may consider the information and provide a decision that will be final.
INSURANCE
Pass/Fail - possession of or ability to obtain:
- Public and Products Liability Insurance - £10M in respect of any one occurrence, the number of occurrences being unlimited, but in the aggregate in respect of pollution and products liability.
- Employees Liability Insurance - £5M in respect of any one occurrence, the number of occurrences being unlimited.
GDPR
Pass/Fail
Suppliers must confirm that they have in place, or that they will have in place by the award of the contract, the human and technical resources to perform the contract to ensure compliance with the UK General Data Protection Regulation and to ensure the protection of the rights of data subjects.
AND
Suppliers have provided details to the Council's satisfaction, of the technical facilities and measures (including systems and processes) in place, or will have in place by contract award, to ensure compliance with UK data protection law and to ensure the protection of the rights of data subjects.
HEALTH & SAFETY
SSIP (Safety Schemes in Procurement) Accreditation
Pass/Fail
SSIP Approved Contractor (Any member scheme)
HSE Enforcement / Remedial Orders:
Pass/Fail
Receipt of enforcement/remedial action orders will result in a 'Fail' unless the supplier can demonstrate to the Council's satisfaction that appropriate remedial action has been taken to prevent future occurrences or breaches. The Council may request further information.
Prosecution & Enforcement:
Pass/Fail
The serving of enforcement notices and any prosecutions will result in a 'Fail' decision unless the Supplier can demonstrate that robust measures have been implemented to prevent the re-occurrence to the satisfaction of the Council. The Council may request further information.
HSE FFI Charges:
Pass/Fail
HSE FFI Charges will result in an automatic fail, unless the Council considers those charges are minor and insignificant. The Council may request further information.
- Technical & professional ability
The Council require Tenderers to submit 3 case studies relating to services undertaken or are currently being delivered within the past 5 years. Case studies must be submitted using the Contract Case Study template provided within the tender
pack on ProContract.
Multiple case studies that apply to the same client organisation are permitted as long as each example relates to a discrete contract. The case studies will be assessed holistically and must demonstrate evidence of the following as minimum to pass:
At least one operational case study that shows via contract or regular activities with a client undertaking £200K of work for a period of two years or more. This must predominantly include for responsive repair requirements. Alternatively, bidders may submit multiple case studies to demonstrate equivalent experience, provided that:
- The combined value of the examples is at least £200,000;
- Each individual contract example is valued at no less than £50,000; and
- The examples predominantly relate to responsive repair requirements.
At least one case study which demonstrates experience working on a project to a value within a range of £5,000 - £30,000
At least one case study which demonstrates experience working on a capital expenditure project to a value of £30,000 - £100,000.
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 (21)
- Methodology - Responsive Repairs: 5%
- Methodology - Projects: 5%
- Methodology - Health and Safety Management: 5%
- Resourcing: 5%
- Sub-contractor Management: 5%
- Recruitment, Retention and Workforce Development: 5%
- Mobilisation & Service Establishment: 5%
- Performance Management: 5%
- Partnership Working: 5%
- Continuous Improvement: 5%
- Administration: 5%
- Multi trade operative rate: 10%
- Plumber rate: 5%
- Electrician rate: 2.5%
- Gas operative rate: 2.5%
- Call out fee: 5%
- Materials uplift: 2.5%
- Equipment uplift: 1.25%
- Subcontractor uplift: 1.25%
- Overhead and profit: 10%
- Social Value: 5%
Published award criteria (21)
- Methodology - Responsive Repairs
- Methodology - Projects
- Methodology - Health and Safety Management
- Resourcing
- Sub-contractor Management
- Recruitment, Retention and Workforce Development
- Mobilisation & Service Establishment
- Performance Management
- Partnership Working
- Continuous Improvement
- Administration
- Social Value
- Multi trade operative rate
- Plumber rate
- Electrician rate
- Gas operative rate
- Call out fee
- Materials uplift
- Equipment uplift
- Subcontractor uplift
- Overhead and profit
- Economic & financial standing
For full information of the Council's legal and financial conditions of participation, please see the tender pack available on ProContract.
An overview of the elements set out in the Procurement Specific Questionnaire are below.
SUPPLIER INFORMATION (INCLUDING CONNECTED PERSONS):
Pass/Fail
Suppliers must provide all information and submit Central Digital Platform (CDP) share code.
ASSOCIATED PERSONS:
Pass/Fail
Suppliers must provide all information and submit any associated persons CDP share code.
LIST OF IN-TENDED SUBCONTRACTORS:
Pass/Fail
Suppliers must provide all information of any intendIn-tended subcontractors and submit their CDP share code if they are being relied on to meet Conditions of Participation.
FINANCIAL CAPACITY:
Pass/Fail
Business Risk Assessment:
Bidders must attain a business risk score calculated using Credit Safe financial ratios of 50 or above to pass.
OR
if below or score is unavailable, satisfactory review of financial information against profit/loss, liquidity, acid test, etc. is required
OR
provision of a guarantee from a parent company or other legally bound guarantor with a business risk score of 50 or above.
AND
Turnover Assessment:
Recorded turnover within latest set of accounts of at least approx. £700,000 (approximately 2 x minimum annual value range of contract.)
OR
provision of a guarantee from a parent company or other legally bound guarantor with a recorded turnover within latest set of accounts of at least approx. £700,000
OR
If Supplier…
- Technical & professional ability
The Council require Tenderers to submit 3 case studies relating to services undertaken or are currently being delivered within the past 5 years. Case studies must be submitted using the Contract Case Study template provided within the tender
pack on ProContract.
Multiple case studies that apply to the same client organisation are permitted as long as each example relates to a discrete contract. The case studies will be assessed holistically and must demonstrate evidence of the following as minimum to pass:
At least one operational case study that shows via contract or regular activities with a client undertaking £200K of work for a period of two years or more. This must predominantly include for responsive repair requirements. Alternatively, bidders may submit multiple case studies to demonstrate equivalent experience, provided that:
- The combined value of the examples is at least £200,000;
- Each individual contract example is valued at no less than £50,000; and
- The examples predominantly relate to responsive repair requirements.
At least one case study which demonstrates experience working on a project to a value within a range of £5,000 - £30,000
At least one case study which demonstrates experience working on a capital expenditure project to a value of £30,000 - £100,000.
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
- “Repairs and Maintenance Term Service Contract” is a framework: the contest is a place on its panel, not a single contract.
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
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA, CPTPP)
- Recurring procurement
- Yes · next expected 1 May 2031
- First published
- 17 Feb 2026, 17:16 GMT
- Last source update
- 3 Jun 2026, 19:02 BST
- Award evaluation window
- Submission end – 17 Aug 2026
- Authority reference
DN807159- FTS notice number
2026/S 000-052540- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-065689Find a Tender
- Risks
The council has identified the following known risks that may occur during the duration of the contract and may positively or negatively impact the scope, scale, value, timescales etc. related to the contract:
- Local Government Review impacts including for assignment of contract to successor expanded unitary authority
- Inflation and other cost of living impacts which could increase or decrease demand / revenues
- Assets within scope may increase or decrease over the contract term (e.g. through disposals or acquisitions), which could impact overall contract value.
- Changes to relevant government policy / legislation
- Changes to relevant Council policies
- Changes to relevant standards, accreditations and best practice
- Inflationary and other impacts (National Insurance) on operational costs for both parties
- Impacts of technological change in respect of unknown future standards or innovations in equipment / activities / service delivery
- An endemic or pandemic event like Covid 19 which could increase costs and / or reduce demand.
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 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.
LOCAL GOVERNMENT REORGANISATION
As part of the wider Local Government Reorganisation (LGR), the Council has been required to engage with neighbouring authorities to explore future structural reform, shared service opportunities, and alignment of governance arrangements.
The UK Government has now confirmed its decision regarding Local Government Reorganisation across Hampshire and the Isle of Wight. Under the confirmed proposals, the Council will become part of unitary council for northern Hampshire. This will provide all the services currently provided by Rushmoor Borough Council, Hart District Council, Basingstoke and Deane Borough Council and Hampshire County Council.
The new unitary authority will formally come into existence on 1 April 2028, at which point the Council, as it currently exists, will be legally dissolved on 31 March 2028.
Upon dissolution of the Council and vesting of the new unitary authority the Concession Contract established via this procurement process will automatically transfer to the new authority. The Operator will be legally required to continue honouring all commitments made under the terms of the Concession Contract let by the Council.
It is not anticipated that beyond the change of client authority that any other aspects of the Specification, terms and other requirements are likely to be subject to any significant changes, although the Council is obviously not able to accurately predict the requirements and objectives of the future authority.
How it was run
Official notice- Appointment period ends
- 13 Jul 2026, 17:00 BST
- Clarification deadline
- 26 Jun 2026, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Documents to be submitted on the Council's e-tendering solution ProContract. Please follow this link - procontract.due-north.com/Login ↗
Timeline
17 Feb 2026 → 1 Oct 2026 · 7 dates- Planning notice published249 days ago17 Feb 2026, 17:16 GMT
- Market engagement225 days ago13 Mar 2026, 23:59 GMT
In undertaking this preliminary market engagement process the Council is seeking to gain feedback against several key considerations which will inform its subsequent adopted strategy. These considerations include for:
Scope of core and non-core services / works
Level and type of additional project works
Delivery model and current operations
Mobilisation and readiness
Contract structure and duration
Resource model and capacity
Performance management
Pricing and cost model
Financial and contract controls
Compliance, H&S and risk
Procurement process and timelines
Social value
To obtain and consider feedback on a structured basis, the Council has developed a brief Request for Information (RFI) questionnaire for interested operators to complete and return via the Council's ProContract e-sourcing system. Responses should be provided by Friday 13th March - 12:00 as the Council will be scheduling its consideration of responses shortly afterwards.
Site visits will not be offered during the PME stage; however, participation within scheduled site visits of the Council's property assets will be a mandatory requirement of the future the tender process.
Following review of responses, the council may seek to engage with respondents to better understand suggested approaches. This will likely be via issue of correspondence via ProContract but may also be via invitation to attend a brief on-line TEAMS meeting. Engagement activities are targeted to take place between Monday 23rd March and Friday 27th March. Respondents will be asked to confirm their availability and suggested dates & times for participating in a TEAMS call within their RFI responses.
The summary programme that the Council will run the PME process to is set out below:
Publish PME Notice / issue on ProContract - Tuesday 17th February 2026
PME questionnaire return deadline - Friday 13th March 2026
Engagement Activities - Monday 23rd - Friday 27th March 2026
The Council will administrate the preliminary market engagement process using its e-sourcing system ProContract. The In-tend system can be accessed free of charge via the following web link:
- Tender notice published143 days ago3 Jun 2026, 18:58 BST
- Clarification questions by120 days ago26 Jun 2026, 23:59 BST
- Admission / appointment period ends103 days ago · period end, not a bid countdown13 Jul 2026, 17:00 BST
- Award decision expected by68 days ago17 Aug 2026, 23:59 BST
- Contract starts24 days ago1 Oct 2026, 00:00 BST
Notice history
8 events · 4 releases on Find a Tender · since 17 Feb 2026- Preliminary market engagement notice published17 Feb 2026, 17:16 GMTUK2
- Preliminary market engagement notice published18 Feb 2026, 14:23 GMTUK2
- Tender notice published3 Jun 2026, 18:58 BSTUK4
- Published value updated to £2,000,0003 Jun 2026, 18:58 BSTwas £3,500,000
- Status changed to active3 Jun 2026, 18:58 BST
- Procurement method changed3 Jun 2026, 18:58 BST
- Deadline published: 13 Jul 2026, 17:00 BST3 Jun 2026, 18:58 BST
- Tender notice published3 Jun 2026, 19:02 BSTUK4
Published amendments (2)
Additional CPV codes added: 45324000: Plasterboard works 45341000: Erection of railings 45342000: Erection of fencing 45343100: Fireproofing work 45343200: Firefighting equipment installation work 45343230: Sprinkler systems installation work 51100000: Installation services of electrical and mechanical equipment 71251000: Architectural and building-surveying services 71321000: Engineering design s…
Tender deadline date updated within description to reflect correct submission date 13th July 2026.
Routine re-releases (4)
- 2026-02: 1 release · 17 Feb 2026
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- Portsmouth City CouncilProcuring entityLeading Procurement Activity
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender 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