Repair and maintenance services

Tender description

Horsham District Council (HDC) invites suitable facilities maintenance providers to attend a Pre-Market Engagement event on 13.2.2019. HDC are currently exploring potential models for a new facilities maintenance contract for all of HDC’s properties across the Horsham District. The Authority aims to procure an effective facilities maintenance programme which helps HDC’s property assets to operate effectively, helping to maintain key services and improve value for money for the taxpayer. HDC currently has 2 separate contracts for its Building Fabric and Minor Works and Mechanical Electrical, Plumbing (MEP) and Public Health works which are operated by a single contractor, who operates both contracts as if one from an administrative perspective. HDC is open to reviewing this model in order to achieve efficiencies and high standards of work. The current average annual expenditure is in the region of 960 000 GBP. HDC has a diverse property portfolio of around 150 properties, consisting of industrial business premises to temporary accommodation, recreational parks, car parks and even a cinema. HDC is looking for a 24/7 reactive capability, with emergency items made safe within 1 hour, and urgent requests temporarily fixed within 4. As it currently stands, HDC operates on a quoted works basis for any job worth more than 500 GBP, this is to enable the Council to control expenditure but also seeks to achieve value for money, the Council wish to explore alternative models and may look to specifying a more formal quoted approach to quoted works in our next contract. However, HDC is open to market suggestions on this. HDC’s current contract also consists of a planned preventative maintenance programme which covers both its Building Fabric and MEP works and covers HDC’s statutory compliance obligations, as well as ensuring that all of HDC’s portfolio meets its Health and Safety requirements. This is all contained within an electronic database system which stores jobs, PPM and compliance schedules. We intend to adopt a similar approach in the next contract, but once again are open to suggestions from the market. Note that any data will remain property of HDC throughout the contract. This Pre-Market Engagement event will therefore assist Horsham District Council in developing the optimum contracting landscape with suppliers, with a view to undertaking a procurement exercise for the contract with an intended contract start-date by October 2019. HDC reserves the right not to proceed with the procurement exercise if a viable proposition is not identified. The Market Engagement Event for the provision of the Facilities Maintenance Contract will take place on Tuesday 13.2.2019 at HDC’s Parkside Offices, Horsham, West Sussex (appointment time to be confirmed). This is an opportunity for organisations to have a 1 to 1 meeting with the Authority and its representatives, which will be focused on understanding from the supplier’s perspective, the optimum contracting approach that the council could consider. Those organisations who are registered and have confirmed their interest, to procurement@horsham.gov.uk by 17:00 on Monday 4.2.2019, will be provided with further information, and an appointment time. Please note that HDC is part of a shared procurement service covering neighbouring districts and boroughs. We may therefore look to name those authorities as part of the tender process so they have access to the contract should they have similar requirements during the life of the contract. Average number of jobs a week (excluding quoted) approximately 21 jobs a week. Average job cost (excluding quoted) approximately 180 GBP per job. Average number of jobs a week (quoted) approximately 5 jobs a week. Average job cost (quoted) approximately 1 900 GBP per job.