Official UK procurement notice
Transport Infrastructure Planned & Reactive Maintenance
Authority: West Midlands Combined Authority (Local council)
What is being bought
Published requirement descriptionThis contract is for the provision of transport infrastructure planned and reactive maintenance across TFWM's asset portfolio (bus stations and park and ride sites), including proactive and reactive maintenance tasks, PAT testing and provision of a helpdesk service to manage tasks.
There are 5 key requirements set out in this specification, these are:
Planned Maintenance
Reactive Maintenance
Portable Appliance Testing
Helpdesk
Semi-Skilled Operative
These services will be delivered in line with the following objectives:
- The provision of Planned Preventative Maintenance (PPM) services to the Mechanical and Electrical (M&E) plant & equipment included within the contract
- The provision of reactive and emergency maintenance services to the Building Fabric and all M&E plant and equipment included within the contract
- The provision of "ad-hoc" escort / access assistance to all specialist Service Providers, engaged in the delivery of these services
- The carrying out of regular condition inspections across the facilities, at agreed intervals
- Ensuring that all Statutory and Legislative compliance maintenance works are carried out to all M&E plant & equipment covered in this specification
- The provision of specialist maintenance where required
- The provision of a comprehensive Planned and Reactive maintenance service across the facilities that complies with the standards and provisions as outlined within this specification
TfWM has made a commitment to and is working to develop good practice in infrastructure sustainability, including green and sustainable technologies in the design, refurbishment and maintenance of transport infrastructure facilities. The Service Provider will be required to demonstrate a commitment to sustainability by integrating sustainable development into their operating practices and culture throughout the Contract. This can be achieved by using low fuel consumption and emissions vehicles, optimising visits to each site, recycling of waste materials, disposing of any controlled waste in an approved manner, working with reusable components, using innovative designs and green technology or ethically sourced materials.
- No preliminary market engagement: Market engagement was carried out in November 2024. Notice has been published: UK2: Preliminary market engagement notice - Procurement Act 2023 - view information about notice types Notice identifier: 2026/S 000-002164 Procurement identifier (OCID): ocds-h6vhtk-060374 (view related notices) Published 12 January 2026, 10:49am
CPV: Repair and maintenance services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£5,500,000
- Economic & financial standing
Bidders must already have, or commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:
Employer's (Compulsory) Liability Insurance = £10,000,000
Public Liability Insurance = £10,000,000
Professional Indemnity Insurance = £2,000,000
Bidders must complete WMCA's Financial Risk Assessment Tool and engage with WMCA prior to the end of the clarification period, if showing as 'Flag as Risk' or 'Fail' on any metrics.
- Technical & professional ability
Bidders must confirm that they have the human and technical resources to perform the contract to ensure compliance with the General Data Protection Regulation (GDPR).
Bidders must confirm if they are a 'relevant commercial organisation' as defined in the Modern Slavery Act 2015 and if yes, must confirm that they are compliant with the annual reporting requirements contained within Section 54 of the Act.
Bidders must confirm that they would be prepared to pay the real living wage if they are successful in winning this contract.
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 (2)
- Technical: 60%
- Commercial: 40%
Published award criteria (2)
- Technical
- Commercial
- Economic & financial standing
Bidders must already have, or commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:
Employer's (Compulsory) Liability Insurance = £10,000,000
Public Liability Insurance = £10,000,000
Professional Indemnity Insurance = £2,000,000
Bidders must complete WMCA's Financial Risk Assessment Tool and engage with WMCA prior to the end of the clarification period, if showing as 'Flag as Risk' or 'Fail' on any metrics.
- Technical & professional ability
Bidders must confirm that they have the human and technical resources to perform the contract to ensure compliance with the General Data Protection Regulation (GDPR).
Bidders must confirm if they are a 'relevant commercial organisation' as defined in the Modern Slavery Act 2015 and if yes, must confirm that they are compliant with the annual reporting requirements contained within Section 54 of the Act.
Bidders must confirm that they would be prepared to pay the real living wage if they are successful in winning this contract.
- Price carries 40 of 100 points: a 10% discount moves about 4 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
- Utilities
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 26 Mar 2026, 09:03 GMT
- Last source update
- 7 Sept 2026, 16:41 BST
- Award evaluation window
- Submission end – 29 May 2026
- Authority reference
PRT-ITS-WPG-2026-0013- FTS notice number
2026/S 000-027641- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06747bFind a Tender
- Risks
The below risks have been identified but, the likelihood of the risk materialising, or the impact if it did materialise, are not yet quantifiable. Should one or more of these risks materialise, a subsequent modification to the public contract under paragraph 5 of Schedule 8 to the PA2023 (modification of contract following materialisation of a known risk) may be undertaken.
Risk
Escalation of international conflicts / Increase of trade tariffs / Emergence of Epidemic/Pandemic .
Impact to satisfactory performance of the contract
Significant rise in costs or lack of availability of equipment and materials.
Why it is not possible to address within the contract
Cannot predict availability issues, contracts can cover increased costs to a point, however not significant rises.
How it was run
Official notice- Submission deadline
- 28 Apr 2026, 12:00 BST
- Clarification deadline
- 7 Apr 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
To access tender documents, please firstly register on Proactis, WMCA's e-tendering platform. Registration link below;
Timeline
26 Mar 2026 → 7 Sept 2026 · 8 dates- Tender notice published214 days ago26 Mar 2026, 09:03 GMT
- Clarification questions by201 days ago7 Apr 2026, 17:00 BST
- Submission deadline180 days ago28 Apr 2026, 12:00 BST
- Award decision expected by149 days ago29 May 2026, 23:59 BST
- Assessment summaries sent91 days ago27 Jul 2026, 00:00 BST
- Contract starts86 days ago1 Aug 2026, 00:00 BST
- Standstill ends80 days ago6 Aug 2026, 23:59 BST
- Latest notice published48 days ago7 Sept 2026, 16:41 BST
Notice history
5 events · 3 releases on Find a Tender · since 26 Mar 2026- Tender notice published26 Mar 2026, 09:03 GMTUK4
- Contract award notice published27 Jul 2026, 17:40 BSTUK6
- Status changed to complete27 Jul 2026, 17:40 BST
- Contract signature expected7 Aug 2026, 23:59 BSTscheduled
- Contract details notice published7 Sept 2026, 16:41 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Ascot Services Uk LimitedSMETransport Infrastructure Planned and Reactive Maintenance1 Sept 2026 – 31 Mar 2031 · up to 31 Mar 2036Extensions: The Contract will include two (2) optional extension periods in 1 x 3-year and 1 x 2-year increments. The final, potential end date if all extensions are invoked will be 31st March 2036. | £4,255,802 | 27 Jul 2026 | Awarded |
Contracts
Transport Infrastructure Planned & Reactive Maintenance · Ascot Services Uk LimitedSME
- Signed
- 1 Sept 2026
- Value
- £4,255,802
- Period
- 1 Sept 2026 – 31 Mar 2031 · up to 31 Mar 2036 with extensions
- Status
- active
- Extensions
- The Contract will include two (2) optional extension periods in 1 x 3-year and 1 x 2-year increments. The final, potential end date if all extensions are invoked will be 31st March 2036.
7 agreed KPIs: Planned Preventative Maintenance (PPM) · Planned Preventative Maintenance (PPM) · Reactive Maintenance …
- Planned Preventative Maintenance (PPM), Timely completion of PPM requirements in line with legislation and compliance.
- Planned Preventative Maintenance (PPM), Timely provision of remedial quotations and certification following PPM visits.
- Reactive Maintenance, Respond to breakdowns and ad hoc repairs in order to maintain the required safety and standards of facilities.
- Reactive Maintenance, Number of jobs that are recalled due to issues with quality.
- Reactive Maintenance, Respond to breakdowns and ad hoc repairs in order to maintain the required levels of operation.
- Audits, Number of audits conducted per month of completed works.
- Audits Result, Number of Audits classified as a "pass".
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 3 | 0 | — |
Who bid
- wonASCOT SERVICES UK LIMITEDSME · North West England
- did not winARCUS FM LIMITED · Greater London
- did not winCBRE MANAGED SERVICES LIMITED · Greater London
- did not winCPL SERVICE RESPONSE LIMITED · West Midlands
- did not winORTON ELECTRICAL SERVICES LIMITEDSME · West Midlands
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
5 commercial parties on the notice · 1 awarded- ARCUS FM LIMITEDBidder / tenderer
- ASCOT SERVICES UK LIMITEDAwarded supplier
- CBRE MANAGED SERVICES LIMITEDBidder / tenderer
- CPL SERVICE RESPONSE LIMITEDBidder / tenderer
- ORTON ELECTRICAL SERVICES LIMITEDBidder / tenderer
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
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