Term Service Contract for the Servicing, Maintenance and Compliance (Gas, M&E and Buildings) for Council Managed Assets

SCOPE OF WORKS

The core scope of works, which the successful supplier will be required to deliver are:

• Domestic gas servicing, testing, maintenance and replacement installations:

1. Landlord annual gas safety check;
2. Void gas safety check;
3. Domestic gas boiler and heating repairs; and
4. Domestic gas boiler installations including heating systems, controls and all pipework.

• General servicing, testing, maintenance and replacement as appropriate of the following service areas and any other mechanical and electrical installations within Housing assets as directed but not limited to the existing named installations referred to within points 1-4 below and may include emerging technologies or regulation requirements over the life of the contract:

1. Dwelling detectors, including smoke, heat and carbon monoxide (CO);
2. Heat recovery units (dwellings) including filter changes;
3. Air ventilation extraction (dwellings) including duct cleaning, filter and fire damper changes; and
4. Heating interface units (HIU).

• Visual inspection and recording as necessary of the following dwelling areas within Housing assets as directed, reporting any identified repairs to the council or other service providers as appropriate:

1. Electrical installation;
2. Property fire doors;
3. Property windows; and
4. Sprinkler heads.

ANCILLARY SCOPE OF WORKS

The ancillary scope of works, which the successful supplier may be required to deliver, namely:

• Commercial gas servicing, testing, maintenance and replacement installations:

1. Landlord annual gas safety check;
2. Commercial gas boiler and heating repairs; and
3. Commercial gas boiler installations including heating systems, controls and all pipework.

• Water system testing and assessments across Housing and Corporate assets, namely

1. Water temperature testing with follow up water quality testing, as required
2. Legionella Risk Assessments

• General servicing, testing, maintenance and replacement as appropriate of the following service areas and any other mechanical and electrical installations within Corporate assets as directed but not limited to the existing named installations and may include emerging technologies over the life of the contract:

1. Catering and laundry appliances

OUT OF HOURS SERVICE

The supplier will be required to resource an out of hours service which is available 365 days a year.

TECHNICAL SCOPE FURTHER INFORMATION

For further information in respect of the technical scope of the contract suppliers are referred to the draft version of Schedule 3 - Part 1 - Service Information, sections SI 1800 and SI 1900, and Schedule 3 - Part 2a - Affected Property accessible via InTend

CONTRACT FORM & MANAGEMENT

The contract will be let using the NEC4 Term Service Option E Cost Reimbursable terms, with project work let via task orders.

It is important to note that the standard NEC4 Term Service Contract has been amended to utilise a fixed Contractor fee sum, as opposed to a percentage.

The fee will be fixed for the service period and will be reviewed annually, with agreed inflation indices applied as described in draft Schedule 2 - Contract Data Part 1, section Z18.0. The contract also includes a set of cost thresholds which are detailed in the schedules.

For further information regarding the Contractor Fee and cost thresholds suppliers are referred to the draft versions available via InTend of Schedule 2 - Contract Data Part 1, Schedule 3 Part 1 - Service Information, Schedule 3 Part 3 - Disallowed Cost and Schedule 6 Part 1 - Defined Cost and Fee.

OPEN BOOK & SYSTEMS THINKING METHODOLOGY

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.

For further information regarding the system improvement methodology (Vanguard Systems Thinking) adopted by the council suppliers are referred to the draft version of Schedule 3 - Part 1 - Service Information, sections SI 700 and SI 1800, Schedule 3 - Part 16 - Capability Measure Operational Definition and the Asset Management Strategy 2021, section 2 available via InTend.

The supplier will be required to adopt the council's systems thinking principles, working practices and utilise its in-house repairs and maintenance IT system. A high level of contract specific local level autonomy on the part of the supplier will be required to make this work.

PARTNERSHIP WORKING

In addition to working in close partnership with the council, the supplier will also be required to work in partnership with the council's other existing term service contractor partners.

For further information and details on the council's existing term service contractor partners, suppliers are referred to the draft version of Schedule 4 - Part 1 - Partnering Information via InTend.

SOCIAL VALUE

The council have adopted a Social Value Policy that requires the supplier 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 on social value, suppliers are referred to the Council Social Value Policy 2021 and draft Schedule 9 - Social Value Commitment accessible via InTend. Additional information: The following documentation has been issued via InTend:

• SSQ - Project Information & Instructions to Applicants (this document)
• SSQ - Questionnaire
• Appendix 1 - Contract Case Study Template
• Appendix 2 - Contract Case Study Summary List
• Appendix 3 - Case Study Reference Questionnaire
• Supplier Guidance (InTend Guidance - a step by step guide for operating the Council's e-sourcing solution)
• Draft Procurement documents Zip file, co…