Scope
Reference
CC20657
Description
The Term Maintenance Contracts provide planned and reactive maintenance to Hampshire County Council (HCC) sites and schools within their (HCC and School's) Service Level Agreement (SLA). The current contracts were competitively tendered in 2017 and are due to expire on 31 July 2026. There is an ongoing need to provide a service to deliver reactive and planned preventative maintenance across the Hampshire County Council and their SLA schools' estate.
The new Term Maintenance contract will be for the provision of 'Hard FM' servicing, testing and inspection of building services and fabric together with reactive maintenance services. Planned Preventative Maintenance (PPM) tasks will be scheduled using the SFG20 standard. The Contract will also include a 'helpdesk' arrangement to capture and triage reactive maintenance.
HCC owns a substantial property estate, held primarily for the delivery of frontline public services, but also more generally to support the County Council's corporate priorities. The County Council's assets are diverse and include schools, residential and nursing care homes, children's homes, day centres, libraries, waste disposal and recycling facilities, country parks, rural landholdings, and operational farms. The County Council also owns and occupies offices, workshops, depots and storage accommodation, leases other commercial property to businesses and rural holdings to farmers and has responsibility for a wide range of heritage assets including listed buildings and Scheduled Monuments.
The desired outcomes of the new contract are to deliver a modern and effective compliance, planned preventative maintenance and reactive maintenance service for HCC. Ensuring good quality, value for money work, is undertaken with a lifecycle approach to asset management. Utilising Concerto and digital tools to facilitate timely and accurate information management and customer interactions.
All Tenderers must have signed, completed and submitted (Annex 4e) - TUPE & Site Data Confidentiality Undertaking Template by the Clarification deadline.
Tenderers who submit a tender without having completed and returned (Annex 4e) as an attachment via the Intend Correspondence function before the deadline for clarification questions (30/10/2025 at 17:00), will have their submission rejected. The tender submission will not have taken into account TUPE costs or have received the confidential sensitive site data required information for a bid to pass evaluation and the tender will therefore Fail.
Total value (estimated)
- £250,000,000 excluding VAT
- £300,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2026 to 31 July 2031
- Possible extension to 31 July 2036
- 10 years
Description of possible extension:
There is 1 contract extension with a maximum duration of 5 years and 0 month, and a value ex VAT of £ 120,000,000
Main procurement category
Works
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 45450000 - Other building completion work
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 45000000 - Construction work
- 45210000 - Building construction work
- 45262330 - Concrete repair work
- 45453100 - Refurbishment work
- 50000000 - Repair and maintenance services
- 45261900 - Roof repair and maintenance work
- 45261920 - Roof maintenance work
- 45212100 - Construction work of leisure facilities
- 45212130 - Amusement park construction work
Contract locations
- UKJ3 - Hampshire and Isle of Wight
Justification for not using lots
The contract could have been divided into Lots, however it is considered it would not provide value for money for the Authority. Dividing the contract into lots would have meant managing multiple contracts (requiring more management resource) into the management of this contract. The Authority aims to build a strategic relationship with the successful contractor and Lotting this contract would mean not having one direct contact to engage with in terms of contract management, losing efficiency and effective management resource.
There were no real discernible benefits for lotting over having a sole Contractor, except for maintaining two distinct areas of specialism. Issues around a contractor exiting or failing have a similar impact to the sole contractor model. While this option keeps different overarching specialisms and therefore smaller areas may be more attractive to local SME size companies and also likely to be increased diversification of supply chain, with potentially higher utilisation of local sub-contractors, there is increased risk of variation between contractors around ways of working, contract and KPI interpretation. The risk of different standards of service being supplied to different areas is presented, with multiple contact points, resulting in increased dedicated contract management time. There is more difficulty in achieving a true partnership approach, with multiple contractors to develop shared aims and visions with and therefore it was decided that lotting would not be appropriate for this contract.
Submission
Enquiry deadline
30 October 2025, 5:00pm
Tender submission deadline
13 November 2025, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
12 February 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality criterion 1 (Lot 0) | Q6) Mobilisation This question is worth: 15pts |
Quality |
| Quality criterion 2 (Lot 0) | Q2) Health & Safety (H&S) This question is worth: 15pts |
Quality |
| Quality criterion 3 (Lot 0) | Q3) Management of Contract This question is worth: 25pts |
Quality |
| Quality criterion 4 (Lot 0) | Q4) Delivery of Work This question is worth: 25pts |
Quality |
| Quality criterion 5 (Lot 0) | Q5) Commercial This question is worth: 20pts |
Quality |
Weighting description
This tender is being awarded on a Price per Quality Point basis.
Other information
Payment terms
Hampshire County Council will make payment within 30 days for valid, undisputed invoices. For more information please go to https://www.hants.gov.uk/business/suppliers
Description of risks to contract performance
Local Government Reorganization (LGR)
It is anticipated, that during the life of this contract, the LGR process will commence and progress potentially impacting this contract. Impacts may include, but are not limited to, modifications such as a novation of the legal entity you currently contract with, significant increases and/or decreases in the value and volume of services/works required due to the change in size/scope of the Contracting Authority and the estate owned and/or changes to the scope of the nature of works/services required. Although any contract scope changes should broadly relate to the nature of the existing scope, new services of a related nature may be required that were not previously included.
The scale and exact timing of the changes are unknown at this point, but it is known that LGR will impact the County of Hampshire. All suppliers who work with the Authority need to be aware and where possible, be able to adapt to any changes/modifications as required to ensure smooth transition and continuity of services and works provided.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Hampshire County Council
- Public Procurement Organisation Number: PBHM-7586-PWLP
High St, The Castle
Winchester
SO23 8UJ
United Kingdom
Email: procurement.support@hants.gov.uk
Website: https://www.hants.gov.uk
Region: UKJ36 - Central Hampshire
Organisation type: Public authority - sub-central government