Repairs and Maintenance Term Service Contract - Preliminary Market Engagement
Estimated value
£3.5m
Awarded value
—
Suppliers
0
Lots
1
Published
18 Feb 2026
This is a preliminary market engagement notice
Map the supplier landscape and document your shortlist before opening the tender. The market simulation produces a defensible audit record you can attach to your procurement file.
Description
Rushmoor Borough Council (the 'Council') will be issuing a tender for a repairs and maintenance term service contract in April 2026. Prior to commencing the formal procurement process the Council is seeking to engage with the market to gain insight on interest and capacity plus market input in respect of technical scope, contractual arrangements, service levels, commercial model, procurement strategy, etc. The proposed term service 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 a number of other building types. 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 Council will also investigate inclusion of other non-core work types within the term service contract covering areas such as groundworks & landscaping, drainage, electrical and mechanical works. If included for this could increase the value of the contract by a further £100k per annum. 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 £30,0000 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. The award date for the contract is targeted for 1st July 2026 with commencement of services to run from 1st September 2026. The Council anticipates letting the contract on a 2-year base term with options to extend up to a maximum of 5 years but will be seeking views from the market on this element. SCOPE The Council will requires the services of a high-quality contractor who specialises in the delivery of repairs and maintenance across the Council's built environment, to include core scope multi-trade requirements such as carpentry/plumbing/decorating/plastering/boarding and locksmithing. In addition to the core-scope activities, the Council would also ideally like to include for non-core activities such as groundworks, path/pavement and minor road repairs, drainage, jetting and inspection, chamber repairs and electrical works so a contractor who can effectively direct delivery or manage such works via sub-contracting could be beneficial. FURTHER INFORMATION In addition to the information contained within this Notice, the Council has also made available a detailed Preliminary Market Engagement Brief and additional information in respect of the sites, scope, demand and draft specifications via the Council's e-sourcing system, ProContract. CONTRACT DURATION & TERMS The award date for the contract is targeted for 1st July 2026 with commencement of services to run from 1st September 2026. The Council anticipates letting the contract on a 2-year base term with options to extend up to a maximum of 5 years but will be seeking views from the market on this element ENVISAGED PROCUREMENT PROCESS & PROGRAMME The Council is considering running a competitive tending procedure in accordance with the 'Open Procedure' as defined within the Procurement Act 2023. The Council envisages undertaking the future procurement process in line with the following draft summary procurement programme, however it should be noted that the dates below are purely indicative and may be subject to future change. Tender Notice Issued - 6th April 2026 Tender Pack Issued on ProContract - 6th April 2026 Mandatory Site Visits - 16th - 22nd April 2026 Deadline for Requests for Clarification - 29th April 2026 @23:59 Tender return deadline - 15th May 2026 @17:00 Award Decision & Assessment Summaries Issued - 15th June 2026 Contract Award Notice Issued - 15th June 2026 Standstill Period Starts - 16th June 2026 Standstill Period Ends - 25th June 2026 @23:59 Contract Award - 26th June 2026 Mobilisation - 1st July - 31st August 2026 Contract Commencement - 1st September 2026 PROCUREMENT ADMINISTRATION The Council will administrate the procurement process using the Council's e-sourcing system, ProContract, which will be used for: • Access to and issue of procurement information and documentation • Pre-tender submission clarification requests and response • Tender submission • Tender opening & access to responses • Post-tender submission clarification requests and response • Award decision notification and feedback The In-tend system can be accessed free of charge via the following web link: https://procontract.due-north.com/ ENVISAGED EVALUATION WEIGHTINGS The Council is considering an evaluation percentage split focused on quality of service, which may include for a 60/40 ratio in favour of quality.
Scope
- Reference
- DN807159
- Total value
- £3,500,000 excluding VAT£4,200,000 including VATAbove the relevant threshold
- Commercial tool
- Standalone contract
- Contract dates
- 31 Aug 2026 to 31 Aug 2028Possible extension to 31 Aug 2031
The contract will be awarded on a 2-year base term with options to extend for a further 3 years, in increments to be agreed, up to a maximum of 5 years.
- Main category
- services
- CPV classifications
- 45262700453100004532400045330000453410004534200045343100453432004534323045400000507000005080000051100000712510007132100098395000
- Contract locations
- South East England, United Kingdom
- Particular suitability
- Small and medium-sized enterprises (SME)
Award criteria
Criteria the buyer will use to evaluate bids.
| Name | Description | Type | Weighting |
|---|---|---|---|
| Methodology - Responsive Repairs | — | quality | 5.00% |
| Methodology - Projects | — | quality | 5.00% |
| Methodology - Health and Safety Management | — | quality | 5.00% |
| Resourcing | — | quality | 5.00% |
| Sub-contractor Management | — | quality | 5.00% |
| Recruitment, Retention and Workforce Development | — | quality | 5.00% |
| Mobilisation & Service Establishment | — | quality | 5.00% |
| Performance Management | — | quality | 5.00% |
| Partnership Working | — | quality | 5.00% |
| Continuous Improvement | — | quality | 5.00% |
| Administration | — | quality | 5.00% |
| Social Value | — | quality | 5.00% |
| Multi trade operative rate | — | cost | 10.00% |
| Plumber rate | — | cost | 5.00% |
| Electrician rate | — | cost | 2.50% |
| Gas operative rate | — | cost | 2.50% |
| Call out fee | — | cost | 5.00% |
| Materials uplift | — | cost | 2.50% |
| Equipment uplift | — | cost | 1.25% |
| Subcontractor uplift | — | cost | 1.25% |
| Overhead and profit | — | cost | 10.00% |
Participation
Conditions suppliers must meet to bid.
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.
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.