Scope
Reference
102413
Description
Leeds City Council is looking to procure a closed framework agreement consisting of up to 2 contractors to support the Council's internal service provider, Leeds Building Services, with roofing repairs and maintenance works to civic and commercial related property.
The successful contractors will be required to repair or supply and install roofing consisting of varying materials and nature including slate, tile, built up felt, system approved flat roofing, sheet, asphalt and guttering and rainwater pipes to a varied range of Council buildings within its civic and commercial portfolio.
The contract will run for an initial 2-year period with the option to extend for up to 24 months. The estimated total contract value of up to £1,040,000 (excluding extensions).
Responsive works up to a value of £10,000 will be allocated on a ranked basis between the top 2 successful tenderers.
Commercial tool
Establishes a framework
Total value (estimated)
- £2,080,000 excluding VAT
- £2,496,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 31 May 2028
- Possible extension to 31 May 2030
- 4 years
Description of possible extension:
The contract may be extended for up to two periods of 12 months. Where the contract contains extension provisions tenderers should be aware that when deciding whether to take up any contract extension the council will, under its duty to obtain best value, consider a range of factors. The most important factors will be contract performance, efficiency improvements and/or cost reductions, increased income and social value in line with potential savings which the council has reason to believe would be achievable by retendering the contract.
Main procurement category
Works
CPV classifications
- 45261900 - Roof repair and maintenance work
Contract locations
- UKE42 - Leeds
Framework
Maximum number of suppliers
2
Maximum percentage fee charged to suppliers
0%
Framework operation description
This tender is being evaluated on a quality/price separated basis and therefore the contract will be awarded to the 2 tenderers who meet the minimum quality thresholds and submit the lowest prices.
A total of 1000 points will be awarded for the quality stage. Tenderers who meet the qualifying minimum threshold of 500 point (50%) will then have their pricing schedules evaluated. Therefore contracts will be awarded to the two tenderers who pass the quality criteria and submit the lowest prices.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Tenderers will be evaluated for financial suitability, technical experience and health and safety as part of the Conditions of Participation stage (please see tender documents published on the YORtender platform for full details).
Technical ability conditions of participation
There are 4 questions assessing the technical ability of tenderers in the Conditions of Participation document (please see tender documents published on the YORtender platform for full details).
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
13 January 2026, 12:00pm
Submission type
Tenders
Tender submission deadline
20 January 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)
20 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Health and Safety | Please outline how your organisation will encourage a positive health and safety culture and ensure all works delivered are in compliance with the current CDM regulations for all orders throughout the... |
Quality | 22% |
| Delivery of Works | Please detail how you will ensure consistent high quality of works are delivered for the duration of the contract, including but not limited to meeting timescales, site inspections, quality planning... |
Quality | 17% |
| Delivery of Works | Please detail how your organisation will deliver services to meet the targets set out within the Key Performance Indicators (KPIs) outlined in the accompanying document 'Non Housing Roofing Responsive... |
Quality | 17% |
| Delivery of Works | In a 2-storey leisure centre with children present, you have been given an order to repair guttering, erect scaffolding and replace a section of defective roof tiles. Please describe the full process... |
Quality | 17% |
| Work volumes and scope | There is no guarantee of volumes of work through this contract. Please describe how you will manage this type of contract where work is not guaranteed, how you will manage a situation where demand... |
Quality | 17% |
| Social Value | Please complete Appendix 4 - Social Value Response (refer to paragraphs 9.8 and 9.9 inclusive and the service specification) |
Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Non Housing Roofing Responsive Repairs.
Stage 1 - CAS & Conditions of participation (COP) - This stage has a deadline for submission set at Tuesday 18 November 2025 at 12 noon.
All CAS-COP submissions received by the deadline will be assessed in line with the criteria as covered and explained in the CAS and COP.
Following assessment All suppliers passing the qualifying criteria and meeting the minimum thresholds outlined within the scoring section will be invited to tender.
To clarify - At this stage you are not required to submit a response to the draft tender documentation.
Stage 2 - Tender - The organisations that have been shortlisted to tender based on the outcome of stage 1 will be invited to tender in a competitive tendering exercise. It is anticipated that the final tender documents will be issued to all shortlisted tenderers around w/c Monday 1st December 2025. The deadline date will be confirmed upon publication but is anticipated to be Tuesday 20th January 2026.
It is anticipated that there will be formal bidders' clarification events held in early December 2025 to engage and to enforce the Council requirements.
The tender evaluation process is anticipated to take place throughout late January to early February 2026.
Tenderers will be notified of the outcome late February 2026
Contract award will be early March 2026
Contract mobilisation period to be April/May 2026
Contract Start date 1st June 2026
Please refer to draft tender documents on the YORtender platform.
Contracting authority
Leeds City Council
- Public Procurement Organisation Number: PJYG-6658-PPMY
Civic Hall, Calverley Street
Leeds
LS1 1UR
United Kingdom
Contact name: Simon Thorpe
Email: simon.thorpe@leeds.gov.uk
Region: UKE42 - Leeds
Organisation type: Public authority - sub-central government