Repairs and Maintenance - Term Service Contract

Rushmoor Borough Council ('the Council') is inviting tenders from suitably experienced suppliers for delivery of a repairs & maintenance term service contract for requirements related to its property portfolio.

PROPERTY PORTFOLIO

The 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 several other building types.

The Council currently owns 140 properties which range from retail units, sports pavilions, public toilets, community centres, industrial units, leisure centres, cemeteries, Crematoria and offices. However, many of the properties have full repairing leases with tenants. There are only 32 properties that the Council regularly maintains (see appendix B Rushmoor Property List 2026) and which will fall within the scope of this contract initially and which the Council's Property Services are responsible for managing.

However, the properties which are covered within the scope of the contract will vary over time as properties become vacant, if tenants ask the Council to assist with works, new properties are developed / purchased or disposed of.

SCOPE

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 estimated non-binding per annum contract value for the contract including for core, non-core and optional works is estimated to be around £400,000 exc. VAT.

Whilst the Council may add or remove sites from the contract as well as significantly alter sites, it cannot provide details of what these changes could entail and what may trigger such changes over the term of the contract. The Council is also therefore unable to provide any additional information on how such changes could positively or negatively impact the value of the contract over the base and extended term.

The Contractor will be required to provide the following works in-house, rather than sub-contract (unless specifically agreed with the issuing officer of the Council)

• general building works

• general skills (gutter and roof clearances)

• carpentry

• brickwork

• plumbing (incl. general hot & cold-water plumbing works; blockages)

• decorations

• minor external works (incl. infilling potholes; resetting paving slabs etc.)

General Building Works/Multi-Trade Requirements - Core Tasks:

Include roofing, guttering, painting and decorating. Brickwork, window repairs, replacement and glazing, carpentry, plumbing, plastering, emergency boarding and locksmithing. Minor electrical work such as installation of new fused spur or replacement of existing elements. Grounds Maintenance - to include weeding, pruning, fencing, gutter clearance, paving and tree trimming.

General Building Works/ Multi-Trade Requirements - Non-Core Tasks:

Include groundworks, path/pavement and minor road repairs, new installations and repairs to existing electrical installations and partial or full re-wiring of premises. Drainage, jetting and inspection, chamber repairs. Installation and repairs to Gas related elements to include the replacement and servicing of boilers. Installation and servicing for HVAC.

Same Day Urgent Repairs:

The contractor will be required to supply a same day urgent repair facility as well as the ability to undertake non urgent works within the prescribed timescale, as set out in the KPI document and under SLA requirements covered in this and relating documents.

Project Works:

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 £30,000 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.

PRICING

Prices will be fixed for the first twelve months of the contract, with a percentage increase in line with the relevant indices of the consumer price index (CPI) applied after one year of the contract start date and every year after that for the contract duration.

Details of the pricing structure that will be applied to the contract is set out within the procurement documents. CPI increases may only be applied to labour rates and call out fee. % uplifts for materials, equipment, sub-contractor management and OH/P% are not subject to any increases over the duration of the contract.

The contract will run on a dynamic commercial basis whereby volumes of work will be dictated by the current property portfolio which may change over time and emerging response and planned maintenance requirements, which again cannot be committed to and will vary over time. Information on historical demand is included within the procurement documents.

In charging for work drawn from the contract all tendered labour rates, mark ups, call out fees, etc. must be honoured, noting that the volume and composition of the work will be dictated by dynamic requirements.

Optional project and planned maintenance works will generally be subject to fixed price quotation with the tendered OH/P% being applied on an open book basis with all costs underneath subject to bespoke works costs. However, where applicable labour rates and mark ups should also be applied to pricing of optional fixed price works on a meet or beat basis.

AWARD, TERM DURATION, EXTENSION OPTIONS & FORM OF CONTRACT

The award date for the contract is targeted for 17th August 2026 with commencement of services to run from 1st October 2026. The contract will be awarded on a 2-year base term with options to extend up to a maximum of 5 years.

The contract will be let using the JCT Measured Term Contract 2024.

SITE VISITS & BIDDERS BRIEFING

Site visits will be held on 10th and 16th June to enable prospective bidders to familiarise themselves with a selection of sites included within the contract scope.

Attendance at a site tour is not a mandatory condition of bidding.

Suppliers must register to attend the site visit via ProContract using the Messaging facility by 9th June providing the names, position and contact information (email & mobile) of their delegates. Suppliers may send up to 2 delegates to attend.

On the day Suppliers should ensure that their delegates report to the Council Offices at 10am. The visit is expected to conclude around 3pm.

A bidders briefing will be held online on Monday 15th June at 16:00 via Microsoft Teams. Attendance at the briefing is encouraged but not mandatory.

The Council would anticipate the meeting to take no longer than 60 minutes and would look to follow the suggested agenda below:

• 16:00 to 16:45 - Procurement Presentation

• 16:45 to 17:00 - Question and answers

Suppliers wishing to attend the briefing should use the link below:

• Join: https://teams.microsoft.com/meet/344775063123429?p=x6FVrlzO01IGV1idvp

• Meeting ID: 344 775 063 123 429

• Passcode: hC62MK9J

Any clarification responses provided at the site tours and / or bidders briefing will subsequently be made available via ProContract / SEBP.

PROCUREMENT PROCESS, PROGRAMME & ADMINSTRATION

The council is using the open procedure for the procurement of this contract, which includes conditions of participation and subsequent evaluation of tender proposals.

This procurement timetable is shown below and, while the council does not intend to depart from it, it reserves the right to do so at any time. Should the programme above change, all Suppliers will be informed of this change via ProContract/SEBP.

• Tender Notice Issued: 3rd June 2026

• Tender Pack Issued on ProContract: 2nd June 2026

• Site Visits: 10th and 16th June 2026?

• Online Bidders Briefing: 15th June 2026 @16:00

• Deadline for Requests for Clarification: 26th June 2026 @23:59

• Tender return deadline: 13th July 2026 @17:00

• Award Decision & Assessment Summaries Issued: 30th July 2026?

• Contract Award Notice Issued: 30th July 2026?

• Standstill Period Starts: 31st July 2026?

• Standstill Period Ends: 14th August 2026?@23:59

• Contract Award: 17th August 2026?

• Mobilisation: 17th August - 30th September 2026

• Contract Commencement: 1st?October 2026?

The Council will administrate the procurement using its e-sourcing system ProContract, The ProContract system can be accessed free of charge via the following web link:

https://procontract.due-north.com/Login