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

Description

Portsmouth City Council - the 'Council' - has extended a term service contract for the provision of servicing, maintenance, installation and compliance checks of gas, water, heating and other associated building installations across the Council's housing stock and wider property portfolio. The contract may also be used at the Council's option to commission associated project works via task order. The Council originally let the contract via a compliant OJEU advertised procurement process which commenced in 2012 with subsequent award following in 2013. The contract commenced on 1st April 2013 for an initial term duration of 3 years extendable up to maximum total term of 9 years. The Council commenced a procurement process on 6th May 2021 via issue of a Contract Notice via Find a Tender Service (ref: 2021/S 000-009814) for the re-procurement of the contract. The Council was unable to conclude the procurement process and informed candidates and tenderers who had taken part that the procurement was to be abandoned via correspondence issued to them on 3rd February 2022. The activities covered by the contract are of a critical nature and continuity of service is required to ensure that the Council is able to fulfil various non-discretionary statutory obligations, which include for: • As a landlord the Council has an obligation under the Gas Safety (Installation and Use) Regulations 1998 as amended Approved Code of Practice and guidance to ensure an annual safety check is carried out on each gas appliance/flue. • As a landlord the Council has health and safety at work act obligations under L8 Approved Code of Practice (3rd edition) (ACOP) and a requirement for landlords of both domestic and business premises to assess the risks from exposure to Legionella to their tenants. • The Regulatory Reform (Fire Safety) Order 2005 requires that the Council manages fire safety risks, this includes servicing fire alarms, automatic opening vents, emergency lighting, lightning conductors etc., all of which are part of the contract. Whilst the new procurement process is undertaken the Council has secured continuity of service on an interim basis via a 1 year extension of the contract to cover the period of 1st April 2022 to 31st March 2023 with its current supplier Liberty Gas Services Limited. The Council estimates that spend via the contract for this period to be approximately £8M based upon its known servicing requirements, historical demand associated with response repair activities and current programme of planned project works. To help ensure that no further extensions of the contract are required the Council will immediately commence a new procurement process following the Restricted Procedure as defined within the Public Contracts Regulations (2015) in line with the summary programme set out below: • Issue FTS Prior Information Notice - 6th April 2022 • Issue FTS Contract Notice - 23rd May 2022 • Supplier Selection Questionnaire return deadline - 22nd June 2022 • Issue Invitation to Tender to shortlisted tenderers - 11th July 2022 • Tender return deadline - 9th September 2022 • Notification of award - 17th October 2022 • Completion of standstill and S20 Leaseholder Notification - 16th November 2022 • Contract execution - 28th November 2022 • Service commencement - 1st April 2023 Lot 1: The scope of services and works covered by the contract can be summarised as follows: • Annual gas servicing to the housing stock completing the LGSR together with undertaking response repairs to appliances, pipework, heating systems and controls or new installations as appropriate for domestic dwellings and commercial heating installations. • Legionella testing, risk assessments and tank maintenance. • Servicing, testing, maintenance and replacement as appropriate of dwelling smoke detectors, air conditioning, commercial catering equipment, laundry equipment, duct and extractor systems, sprinklers, district heating systems, HIU boards and any other related mechanical and electrical installations. • On an optional basis, electrical inspections and reports (EICR) including PAT testing and emergency lighting checks. • Installation works for new or refurbish existing gas heating systems and other associated mechanical & electrical equipment via optional task order facility.