Term Service Contract for Lifts & Associated Equipment

INTRODUCTION Portsmouth City Council (the Council) is inviting expressions of interest from suitably experienced contractors for the responsive repairs, servicing, planned preventative maintenance and project replacement of lifts across the Council's entire property portfolio. The portfolio currently equates to approx. 121 housing lift assets and 60 commercial (Landlord) lift assets. SCOPE, VALUE & OPTIONS The Council's lift stock has undergone significant investment and replacement programmes are in place to update the lift stock on a constant rolling programme basis. The Council's lift stock is monitored using TVLC (Thames Valley Lift Controls) EMU remote monitoring units and TVLC CMS anywhere software. Contractors must have the ability to effectively service and maintain the Council's existing lift portfolio as well as providing complete flexibility in respect of lift manufacturers, models, technologies, etc. for any new installations. Contractors must also be prepared to purchase and use the lift monitoring software which the council is rolling out across its portfolio. Contractors must hold Lift & Escalator Industry Association (LEIA) or equivalent membership at point of application which must be maintained throughout the term of the contract. The majority of the Council's lift stock are traction open protocol equipment using the combination following manufactures for bespoke designed lift equipment: • Lester Controls • Internation Lift Equipment • Kollmorgen • Ziehl Abegg • Sassi • Thyssen • Hydraulic - Algi • G.A.L door equipment The majority of the equipment in existing building have been provided with a traditional lift machine room type arrangement. There are a minor number of MRL package type lifts including the following manufacturer installed in typically new buildings: • Orona (3) • Gladiator (4) • Doppler/Lester (3) • CE Lifts (1) • TKE (1) A detailed inventory which lists equipment installed, locations, servicing schedule and maintenance refurbishment history is included within the Project Info & Instructions accessible via the Council's e-sourcing solution InTend using the following link: https://in-tendhost.co.uk/portsmouthcc/aspx/home The primary scope of works which will be covered under the contract encompasses, but is not limited to, the following: • Reactive repair response to be available 24 hours a day 365 days a year • Staffed call centre 24 hours a day 365 days a year • Emergency call out response time within 1 hour • Variety of call out response times to be available ranging from 1 hour to 28 days • Routine servicing of lift assets as per statutory legislation and British standards • Planned preventative maintenance to lift equipment • Minor installations and replacements of lift equipment • Minor upgrade and replacement of key components of lift equipment • Full modernisations of existing lift equipment • New installation of lifts within both new and existing buildings • Management and use of intelligent remote monitoring equipment to drive reliability of the lifts. • Provision of servicing and reactive work paperwork in electronic format • Inputting of servicing and repair information into Portsmouth City Council's web-based database in real time conditions. The contractor will be required to resource an effective out of hours service which is available all 365 days of the year. The value of the term servicing, maintenance and repairs elements which will be under contractual exclusivity ranges from £300k - £600k per annum. Project works which encompass upgrades, modernisations, new installations, etc. may be awarded to the contractor or sourced via alternative routes at the sole discretion of the Council. The value of project work let via the Council ranges from approx. £1M - £2M per annum. There is no guarantee that project work will be let via the agreement and if it is let via the agreement will be maintained at a consistent year on year value. Award of project work via the agreement will be subject to performance, capacity and funding availability. The Council may also, again at its option and subject to capacity and competency of the contractor appointed, add servicing, maintained and upgrade / installation of other related types of equipment such as stairlifts, through floor lifts, etc. either via direct delivery or management of sub-contractors. The value of this additional work could equate to approx. £100k - £200k per annum. There will also be an option for other local government bodies within fixed geographical areas of Hampshire, West Sussex and Isle of Wight to make use of the contractual arrangements via entering into a managed service arrangement with the Council. The Council may then utilise the contractor to undertake works delivery under contract with the Council. This will be subject to the Council's express agreement and subject to capacity and agreement of the contractor. Whilst no binding value can be provided for the value of this additional work it could equate to an additional £1M per annum. Applying the above value estimates on a non-binding basis which places no obligation or upper / lower value caps upon the Council spend via the contract over the maximum 10 year term could theoretically range from as much as £3M to £38M and beyond. However, a more realistic value range of spend over this term is likely to be in the region of £10M - £20M. CONTRACT TERM, OPTIONS, FORM & MANAGEMENT The Council is targeting to have awarded the contract by 11th December 2021 to allow for commencement on 4th April 2022. Service requirements are currently delivered via an existing contractual arrangement with CES Limited which is due to expire on 31st March 2022 following utilisation of all available extension options. The contract will be let on an initial base term of 5 years with the option to extend by a further 5 years to a maximum total term of 10 years in increments of no more than 5 years at any one time. The contract will be managed on a full open book partnership basis with adoption of a range of Vanguard Systems Thinking designed processes and performance measures. Systems Thinking methodologies have been incorporated and applied across the Council's contracts with term service providers since 2006. Improvements to the system of management are made based on knowledge gained using the Systems Thinking method by undertaking Check, Plan, Do, together with using the Council's principles of work. The stages for the model for 'Check' to gain knowledge of the existing service include the following: • Understand demand • Identify purpose • Use of measures • Map flow • Identify system conditions • Understand management thinking The principles of work used are: • Customer sets the nominal value • Only do the value work • Pull not push • Best resource at the front end • Single piece flow • Work flows 100% clean A suite of measures will be sued to enable assessment of how specific areas of the service is performing. These measures will be derived from the work and will be used by managers, staff and contractors to make improvements. The importance of each measure will fluctuate as learning is gained and they will be a key aspect of making informed decisions and assessing outcomes. The type of measures used will include: • Demand • Capacity • Capability (E2E) • Quality • Cost • Customer Satisfaction Further information on System Thinking can be freely accessed via the Vanguard site using the link below. https://vanguard-method.net/the-vanguard-method-and-systems-thinking/ The contractor will be required to adopt the Council's working practices and utilise its IT systems and a high level of contract specific local level autonomy on the part of the contractor will be required. In addition to working in close partnership with the Council the Contractor will also be required to work in partnership with the Council's other existing term service contractor partners. SOCIAL VALUE The Council have recently adopted a new Social Value Policy. The Council will require the contractor to deliver against a range of social value outcomes which may include but are not limited to considerations related to local employment, opportunities for disadvantaged groups, inclusivity, local supply chain / sub-contractor utilisation, skills and apprenticeships, environmental impact, etc. For further information suppliers are referred to the Social Value Policy and Implementation Road Map documents which are accessible via the Council's e-sourcing solution InTend. PROCUREMENT PROCEDURE & PROGRAMME The Council will undertake the procurement procedure used to award the contract in general accordance with the Restricted Procedure as set out within the Public Contracts Regulations (2015) to the following outline programme: • SSQ Issued - Tuesday 11th May 2021 • SSQ Return Deadline - Friday 11th June 2021 14:00 • ITT Issued - Monday 9th August 2021 • ITT Return Deadline - Friday 1st October 2021 at 14:00 • Notification of Preferred Bidder - Monday 29th November 2021 • Standstill Ends - Thursday 9th December 2021 23:59 • Contract Award - Friday 10th December 2021 • Contract Commencement - Monday 4th April 2022 Application is via completion and submission of a project specific Supplier Status Questionnaire (SSQ) by Friday 11th June 2021 14:00, which can be obtained from the Council's InTend e-sourcing solution using the following address - https://in-tendhost.co.uk/portsmouthcc/aspx/home Following assessment of SSQ submissions the top 3-4 ranked suppliers will be invited to tender.