Scope
Description
Exeter City Council manages a varied estate that includes operational buildings, public amenities, and specialist infrastructure. Many of these assets feature complex mechanical and electrical systems, bespoke installations, and statutory compliance obligations. These must be proactively maintained to ensure safety, operational efficiency, and uninterrupted service delivery. The Council is currently reviewing its approach to planned preventative maintenance to improve consistency, reduce reactive repairs, and strengthen data-led asset management. Key areas of focus include the integration of digital compliance tools, alignment of service delivery across disciplines, and the establishment of resilient, well-structured contractual arrangements.
Total value (estimated)
- £1,152,000 excluding VAT
- £1,440,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 January 2036
- 9 years, 10 months
Main procurement category
Services
CPV classifications
- 50000000 - Repair and maintenance services
- 71000000 - Architectural, construction, engineering and inspection services
Contract locations
- UKK4 - Devon
Engagement
Engagement deadline
14 November 2025
Engagement process description
Exeter City Council invites suppliers to participate in this market engagement exercise by reviewing the scope and requirements outlined in this document and submitting responses to the accompanying questionnaire.
The purpose of this engagement is to gather market insight that will inform the design of the future Planned Preventative Maintenance (PPM) procurement. Supplier feedback will help shape the scope, delivery model, and commercial structure of the final tender documents.
Responses should be submitted no later than 12 Noon on 14th November 2025 via the
Please note:
• This is an information-gathering exercise only. No contract will be awarded as a result of this engagement.
• Participation does not constitute any commitment to tender, nor does it affect eligibility for future procurement opportunities.
• All feedback received will be generalised and shared with all interested suppliers to ensure no supplier is advantaged or disadvantaged.
• All information provided by suppliers will be treated in confidence and used solely to inform the development of the future procurement strategy.
• Suppliers are responsible for obtaining all necessary information to complete the questionnaire and will bear any associated costs.
• Any attempt to offer inducements or seek preferential treatment will result in disqualification from this exercise.
If you have any questions or require clarification regarding the questionnaire, please contact us via the messaging facility on the Council's e-procurement portal.
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Publication date of tender notice (estimated)
15 December 2025
Contracting authority
Exeter City Council
- Public Procurement Organisation Number: PCHX-3846-DMNW
Civic Centre
Exeter
EX1 1JN
United Kingdom
Region: UKK43 - Devon CC
Organisation type: Public authority - sub-central government