Scope
Reference
FFT01.56
Description
The proposed contract will be for the provision of planned preventative maintenance services (“PPM”) to the Trust. 2. The proposed contract will encompass delivering the following as part of the PPM servicing: a. Statutory compliance maintenance and planned preventative maintenance b. Reactive maintenance. c. Provision of technical support and management of all specialist contracts and subcontracts as part of this Contract. d. Provision of 24-hour operations support.
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2031
- 5 years
Description of possible extension:
Two further 1 year extensions in 12 month intervals (3+1+1)
Options
The right to additional purchases while the contract is valid.
The following are additional services in addition to the statutory testing and servicing. The contract value includes the potential for this additional spend over the full term of the contract Remedial Works - potential of £200k per year New Schools may join the Trust or the Contract during the term of the contract; therefore, a contract variation may be required. - potential of £300k added in for growth The quantities requiring servicing and maintenance may be amended during the course of the contract, either additions or subtractions. Additional activities to existing items may be required
Main procurement category
Services
Additional procurement category
Works
CPV classifications
- 50000000 - Repair and maintenance services
- 35110000 - Firefighting, rescue and safety equipment
- 45000000 - Construction work
- 50400000 - Repair and maintenance services of medical and precision equipment
- 50410000 - Repair and maintenance services of measuring, testing and checking apparatus
- 50413200 - Repair and maintenance services of firefighting equipment
- 50500000 - Repair and maintenance services for pumps, valves, taps and metal containers and machinery
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 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
- 71000000 - Architectural, construction, engineering and inspection services
- 71200000 - Architectural and related services
- 71300000 - Engineering services
- 71500000 - Construction-related services
- 71600000 - Technical testing, analysis and consultancy services
- 71620000 - Analysis services
- 71630000 - Technical inspection and testing services
- 71631000 - Technical inspection services
- 79993000 - Building and facilities management services
- 90700000 - Environmental services
Contract locations
- UKK - South West (England)
Participation
Legal and financial capacity conditions of participation
Due diligence checks will be undertaken to determine a Tenderer’s financial standing. This will incorporate credit checks and a financial appraisal. To constitute a pass, tenderers must: a) Complete a credit check & financial appraisal. No outstanding CCJ’s or bankruptcy must be shown. a) A minimum average annual turnover over the past two years of 1.5 times the Annual Contract Value. Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer’s ability to properly perform the specification, then the Tenderer may be rejected. Insurances a. Employer’s (Compulsory) Liability Insurance = [£10m] b. Public Liability Insurance = [£10m] c. Professional Indemnity Insurance = [£5m]
Technical ability conditions of participation
Provide details of up to three and at least one contract to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in the public sector for a multi site and multi discipline servicing contract. To constitute a pass, the contract example(s) provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
20 April 2026, 12:00am
Tender submission deadline
20 April 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 June 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 January 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Total Annual Service Cost | Cost | 30.0% |
| Contractor Responsibility & Service Delivery Model | Quality | 15% |
| Management of Service | Quality | 15% |
| Statutory Compliance Service | Quality | 10.0% |
| Reactive Works Labour Rates - Total Average | Price | 7.5% |
| Case Study | Quality | 5.0% |
| Repairs & Maintenance Outside of Service Contract Requirements | Quality | 5.0% |
| Reactive Repairs & Emergency Service | Quality | 5.0% |
| Additional Professional Services Support | Quality | 2.5% |
| Contract Mobilisation & Risk Management | Quality | 2.5% |
| Reactive Works Material Markup - Total Average | Price | 2.5% |
Other information
Payment terms
The Contractor shall submit monthly invoices electronically Invoices shall be submitted monthly in arrears in a single consolidated statement covering all sites. Each invoice must include: Contract reference and purchase order number. Site name, UPRN (if provided), and work order reference. Itemised breakdown of services delivered. Signed service sheets and/or certificates; and Open-book cost summary for all quoted works.
Description of risks to contract performance
Compliance and Legal Risks Failure to meet statutory obligations (e.g. fire safety, gas safety, electrical testing) can lead to legal penalties, closure of facilities, or even criminal liability for trustees or officers. Contractor Performance Risks Poor service delivery (e.g. missed inspections, substandard repairs) can lead to unsafe environments and reputational damage. Lack of contractor oversight or weak KPIs can result in unnoticed underperformance. Contractor insolvency or withdrawal can disrupt essential services and require emergency procurement. Financial Risks Cost overruns due to poor scoping, inflation, or unexpected repairs. Lack of value for money if the contract is not benchmarked or competitively tendered. Budget misalignment if servicing costs exceed allocated funds, impacting other areas of the trust’s operations. Governance and Oversight Risks Weak internal controls or lack of internal scrutiny (as required by the Academy Trust Handbook) can allow issues to go undetected. Operational and Educational Impact Disruption to teaching and learning if facilities are not maintained to a safe and functional standard. Health and safety incidents due to neglected statutory checks (e.g. legionella, asbestos). Loss of stakeholder trust (parents, staff, Ofsted) if the school environment is compromised.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
Contracting authority
First Federation Trust
- Public Procurement Organisation Number: PVCJ-5187-QCLL
Blackpool C Of E Primary School,
Liverton, Newton Abbot,
TQ12 6JB
United Kingdom
Contact name: Alex Bremner
Email: alex.bremner@firstfederation.org.uk
Website: https://www.firstfederation.org/
Region: UKK43 - Devon CC
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP Law LLP
Summary of their role in this procurement: Procurement Consultant
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Contact name: Claire Jones
Email: claire.jones@phplaw.co.uk
Region: UKK43 - Devon CC