Repairs and Maintenance Term Service Contract - Preliminary Market Engagement

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.