Scope
Reference
WPA25-0017
Description
You are invited to tender for the provision of building maintenance services to Warwickshire Police. The requirement will be tendered as a single requirement.
We are seeking a provider who can work with us to deliver and maintain the following service objectives
• Provide a safe working environment for officers, staff and visitors.
• Ensure compliance with all statutory requirements, internal standards, and industry best practice requirements inclusive of all specific manufacturers' requirements.
• Maximise the useful life span of the building, plant and equipment.
• Provide an efficient and effective reactive and remedial service.
• Optimise the sustainability of the estate.
• Ensure value for money in the delivery of services.
• Provide recommendations and strategy support regarding long term maintenance / plant replacement requirements.
• Plant life cycle recommendations.
• Carbon reduction recommendations and to assist the employer with its carbon reduction targets.
The scope of the requirement includes but shall not be limited to:
• Planned Maintenance of mechanical & electrical assets and plant.
• Statutory Maintenance
• 24/7 Reactive Maintenance Service including call centre facilities and remote management of all reactive calls and engineer dispatch
• Remedial Maintenance
• Building Fabric Maintenance
• Minor Building Works Projects
• Support to Minor Office Moves
• Equipment, Materials and Consumables Management
• Documentation & Record Keeping including all certification and compliance records for all systems including Force CAFM system
(Fire, Alarms, Access Control, BMS and Lifts are out of scope - see Procurement Documents for further information)
This procurement will be a competitive flexible procedure including the following stages:
• Stage 1 - Participation
• Stage 2 - Tender including site visits
• Stage 3 - Dialogue (Face to face sessions)
• Stage 4 - Best & Final Offer
• Stage 5 - Contract Award
All expressions of interest should be made via the Warwickshire Police InTend tendering portal accessible via the InTend Bluelight Hub: https://sell2.in-tend.co.uk/blpd/home. You can view the tender details via the `Tenders` tab. However to view the procurement documents you MUST register/ log in. To register please go to the `Portals` section and select Warwickshire Police to get to our tender portal. If you are already registered, simply log in and go the `Tenders` section to access the tender and the documents.
Please note your tender return must be submitted via the InTend portal prior to the submission deadline.
Link to Supplier Guide for the InTend Sell2Bluelight system https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf
Any questions relating to this procurement procedure must be made via the Correspondence function on the InTend portal.
Total value (estimated)
- £5,000,000 excluding VAT
- £6,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 1 April 2029
- Possible extension to 1 April 2031
- 5 years, 1 day
Description of possible extension:
2 x 12 month extensions
Main procurement category
Services
CPV classifications
- 45000000 - Construction work
- 45259000 - Repair and maintenance of plant
- 45259200 - Purification-plant repair and maintenance work
- 45259300 - Heating-plant repair and maintenance work
- 50000000 - Repair and maintenance services
- 50410000 - Repair and maintenance services of measuring, testing and checking apparatus
- 50500000 - Repair and maintenance services for pumps, valves, taps and metal containers and machinery
- 50530000 - Repair and maintenance services of machinery
- 50531000 - Repair and maintenance services for non-electrical machinery
- 50531100 - Repair and maintenance services of boilers
- 50532000 - Repair and maintenance services of electrical machinery, apparatus and associated equipment
- 50532300 - Repair and maintenance services of generators
- 50700000 - Repair and maintenance services of building installations
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 50711000 - Repair and maintenance services of electrical building installations
- 50712000 - Repair and maintenance services of mechanical building installations
- 50720000 - Repair and maintenance services of central heating
- 50750000 - Lift-maintenance services
- 50883000 - Repair and maintenance services of catering equipment
- 51620000 - Installation services of office equipment
- 71314310 - Heating engineering services for buildings
- 71315000 - Building services
- 71315100 - Building-fabric consultancy services
- 71315200 - Building consultancy services
- 71315210 - Building services consultancy services
- 71315300 - Building surveying services
- 71315400 - Building-inspection services
- 71318100 - Artificial and natural lighting engineering services for buildings
- 71321000 - Engineering design services for mechanical and electrical installations for buildings
- 71326000 - Ancillary building services
- 71631300 - Technical building-inspection services
- 79993000 - Building and facilities management services
Submission
Enquiry deadline
6 May 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
9 May 2025, 1:00pm
Submission address and any special instructions
Where stages require the submission of documents on In-tend, you must submit one electronic copy of the entire stage response via the Tendering portal. Please clearly label the title of all electronic files uploaded so that they are easily identifiable.
All documents must be completed in English.
In submitting via the Tendering portal, please upload your submission using the 'Attach documents' button - please do not send via any other method and please do not use the correspondence function as this will not be accepted. Please ensure that once attached you click 'Submit Response'. Failure to submit by the required deadline will result in disqualification from the procedure.
NOTE: Large files may take some time to upload. We advise that you log-on to commence your upload process at least 2 hours prior to the deadline.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 October 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Stage 1 - Pass / Fail Stage 2 - 55% Quality - Written Tender : 10% Social Value - Written Tender : 35% Price - 4 highest scoring bidders will be shortlisted for participation in Stage 3 Stage 3 - Face... |
Price |
Weighting description
Stage 1 - Pass / Fail
Stage 2 - 55% Quality - Written Tender : 10% Social Value - Written Tender : 35% Price - 4 highest scoring bidders will be shortlisted for participation in Stage 3
Stage 3 - Face to Face sessions, no scoring or down-select
Stage 4 - Best and Final Offer, 40% Tender score from Stage 2 : 25% Final Written Response : 35% Final Pricing
Full details as set out in Section 6 of the Invitation to Tender
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Stage 1 - Participation
Stage 2 - Tender including site visits
Stage 3 - Dialogue (Face to face sessions)
Stage 4 - Best & Final Offer
Stage 5 - Contract Award
We reserve the right to refine the award criteria during the procedure prior to inviting final tenders.
Further detail is provided within the Invitation To Tender document.
Justification for not publishing a preliminary market engagement notice
We have issued a previous procurement for the same services within the last 12 months that was abandoned and we believe that the market is aware that we would be re-tendering for these services imminently. No specific market engagement has been conducted in relation to this specific procurement exercise.
Contracting authority
The Police and Crime Commissioner for Warwickshire
- Public Procurement Organisation Number: PXNY-4251-DZLZ
Warwickshire Police Headquarters
Leek Wootton
CV35 7QB
United Kingdom
Region: UKG13 - Warwickshire
Organisation type: Public authority - sub-central government