Repairs and Maintenance - Term Service Contract

Rushmoor Borough Council ('the Council') will be issuing a tender for 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 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.

The combined value of all services across all sites is currently in the region of £300,000 per annum (excluding VAT).

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

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 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.

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 16th and Friday 20th March.