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Construction Contract Leads

Scope

Reference

P00005220

Description

Portsmouth City Council (the Council) intends to appoint two suppliers to deliver repairs and maintenance services for its housing stock through two separate contracts, with one of these suppliers also taking responsibility for Corporate Assets. Contracts will run for an initial five year term, with the option to extend for up to a further five years in agreed intervals.

The opportunity is divided into three lots:

• Lot 1 - On Island Repairs & Maintenance (£14M-£18M p.a.)

• Lot 2 - Off Island Repairs & Maintenance (£14M-£18M p.a.)

• Lot 3 - Corporate Assets Repairs & Maintenance (approx. £0.75M p.a.)

A single shortlisting exercise applies to all three lots. Only suppliers who pass Stage 1 will be invited to Stage 2. Under Stage 2, suppliers must submit one tender covering both Lots 1 and 2, state their preferred lot, and submit a separate submission for Lot 3.

The highest ranked supplier will receive their preferred lot, and the second ranked supplier will be awarded the remaining lot. If any supplier declines an award, the Council may set aside that submission and approach the next ranked supplier. Only suppliers submitting fully compliant bids for both Lots 1 and 2 will be eligible for Lot 3, and only the two appointed suppliers for Lots 1 and 2 will be considered. Suppliers cannot tender directly for Lot 3.

The Council manages approximately 17,500 homes, including around 15,500 socially rented and 2,000 leasehold properties. Most dwellings are 1950s-1960s purpose built blocks. Historically, stock has been divided into on island (PO1-PO5) and off island (PO6-PO9), with recent acquisitions adding around 800 homes in Gosport, Fareham and Winchester.

Corporate Assets are currently managed by the on island contractor and cover around 550 buildings, mainly in PO1-PO5.

Around 16,000 repairs per year are completed on island and 15,000 off island, volumes expected to remain stable. Up to 1,000 new dwellings may be added over the next 5-10 years. New workstreams are likely as decarbonisation measures and renewables roll out across the stock.

The Council anticipates future challenges over the next decade, including changes from the Building Safety Act and Fire Safety Act, greater compliance scrutiny, increased requirements around information accuracy, and more focus on issues such as damp and mould under Social Housing Regulator oversight. Suppliers must work collaboratively with the Council to meet these demands.

The existing two housing R&M contracts (NEC4 Option E) have operated for 10 years plus a 12 month extension and will expire on 31 March 2027, with a combined total value of approximately £400m. Services provided include responsive repairs, void works, disabled adaptations, decorations, compliance testing, solar panel repairs, fire safety checks, and various appliance servicing.

Corporate Assets cover a wide range of buildings including schools, offices, warehouses, depots, care homes, sheltered housing, supported living sites, and maritime facilities (the latter will be procured separately). Approximately 2,000 repairs per year are completed at an annual value of £750k.

Core services include general repairs, smoke/heat detector checks, EICRs, emergency lighting, ventilation checks, MVHR repairs, asbestos removal, fire doors, door entry systems, warden call, PV maintenance, void works, and out of hours services. Suppliers must provide a 365 day out of hours service. Ancillary services may include decarbonisation works, air source heat pumps, water hygiene repairs, communal ventilation, on/off island repairs, Corporate Asset works, and gas servicing in emergencies.

The Specification sets out functional and performance requirements and may be updated before Stage 2.

Repairs to Corporate Assets (Lot 3) will be delivered by either the Lot 1 or Lot 2 supplier to ensure consistency, clear accountability, and value for money. This approach supports operational efficiency and allows flexibility in preparation for potential Local Government Reorganisation (LGR).

Should LGR occur, the Council may inherit a significantly larger Corporate Asset portfolio, potentially adding several million pounds per year to R&M demand. In such circumstances, the Council may vary the Lot 3 contract, create a new lot open only to the Lot 1 and Lot 2 suppliers, or run a separate procurement.

The Council expects requirements to remain broadly consistent but may adjust scope, boundaries, or statutory obligations to reflect any LGR driven changes.

Suppliers will be expected to work collaboratively with the Council and with other term contractors. Previous contracts have used an open book partnership model and Vanguard Systems Thinking, which the Council expects to continue.

Further information is available at:

The Council is committed to improving social value delivery. Information can be found at:

To support organisations that cannot deliver the full contract scope but wish to offer services to main bidders, the Council will maintain a voluntary list of interested subcontractors and supply chain partners.

Suppliers wishing to offer their services as sub-contractors should contact the Council via the In Tend correspondence function and provide their company name and reference number, contact details, a brief description of services, relevant experience, and website address.

The Council will collate this information and share it with all main bidders on a no liability, no guarantee basis. Inclusion on the list does not constitute endorsement, pre qualification, or recommendation. Main bidders are solely responsible for assessing the suitability, capability, and compliance of any subcontractors they choose to engage.

Local Government Review

As part of the wider Local Government Review (LGR), the Council has been required to engage with neighbouring authorities to explore future structural reform, shared service opportunities, and alignment of governance arrangements. The UK Government has now confirmed its decision regarding Local Government Reorganisation across Hampshire and the Isle of Wight.

Under the confirmed proposals, Portsmouth City Council will become part of a new, larger unitary authority covering the areas of Gosport, Fareham and Havant, and including Newlands, Horndean, Clanfield and Rowlands Castle. The new unitary authority will formally come into existence on 1 April 2028, at which point Portsmouth City Council, as it currently exists, will be legally dissolved on 31 March 2028.

While the new authority's service delivery model has not yet been finalised, the reorganisation will merge all existing local authority service responsibilities within the new boundary. This means that current demand, scope and operational requirements for Repairs & Maintenance (R&M) services may change substantially as part of the transition, depending on the final asset base, stock profile, and governance arrangements determined for the new authority.

For Portsmouth's current footprint alone, the estimated 10‑year total contract value remains within the region of £336M to £450M, taking into account inflationary pressures, anticipated stock growth, decarbonisation workstreams, and increased compliance requirements.

Following LGR, the total opportunity value is expected to increase materially, due to the combined housing stock, broader corporate estate, additional operational buildings, wider geographical footprint, and increased repairs demand integrated from the merging authorities. The Council will continue to plan responsibly for the transition and reserves the right to modify the contract in line with Schedule 8 of the Procurement Act 2023 should the confirmed LGR arrangements require changes to scope, value or delivery structure.

For planning purposes, and in the absence of confirmed stock and asset figures from potential partner authorities, an initial estimate is that the overall maintenance requirement may increase by 50% to 70% relative to Portsmouth alone. On this basis, the inflation adjusted 10 year total opportunity value is estimated at between £504M and £765M.

Hampshire County Council (HCC) is currently procuring a single‑supplier £250 million, 10‑year Term Maintenance Contract (2026-2036) covering building fabric and M&E services across approximately 825 sites, including schools. Depending on the outcome, the appointed HCC contractor may continue to manage part or all of these assets following LGR, meaning little or no change in scope may initially arise for the Corporate Assets element of this procurement.

However, if the new unitary authority assumes direct responsibility for HCC Corporate Assets within the reorganised boundary, the new Authority anticipates inheriting a substantial proportion of this service portfolio. Based on indicative modelling, the inherited Corporate Assets R&M requirement may be in the region of 20% of the HCC contract value, although the Council reserves the right to exceed this estimate if future Government directions or statutory transfers require it.

In the event of reorganisation, contracts will include clauses that allow for the assignment of the contract to successor authorities. Any assignment clause is likely to state any contract may be assigned to any new authority that succeeds the original contracting authority.

For further details in respect of LGR see the following link -

For further details in respect of LGR see the following link -

For additional information in relation to known risks, see the later section within the notice below in relation to other information.

Total value (estimated)

• £765,000,000 excluding VAT
• £918,000,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 April 2027 to 31 March 2032
• Possible extension to 31 March 2037
• 10 years

Description of possible extension:

The initial contracts will be for 5 years with an option to extend by up to a further 5 years in increments to be agreed.

Options

The right to additional purchases while the contract is valid.

Contract Modification - Adding Scope to Existing R&M Contracts

The Council may expand the scope of the on island or off island contract where the additional work is compatible with the original contract, represents a non-substantial modification, and supports operational efficiency.

Before awarding additional scope, the contractor must:

• Continue to meet all conditions of participation, including technical, professional and financial requirements.

• Demonstrate they meet any new or enhanced insurance requirements for the expanded scope.

• Confirm they are not listed on the national debarment list under the Procurement Act 2023.

• Provide assurance of adequate resource capacity and performance levels.

New Contract Award Following Local Government Reorganisation (LGR) or Other Authority Collaboration

The new Authority/collaborating Authorities may award new or expanded contracts to align with the enlarged geographical and service footprint.

• The Council may award new service areas directly to the supplier ranked number 1.

• Where a new service requires a specific skillset, the Council may assign it to the supplier with the stronger technical or operational capability.

• The Council may invite both suppliers to compete in a closed mini‑competition to determine the most economically advantageous provider for new work.

• The above does not preclude the respective Authority/Authorities from fully re-tendering and new service areas

Regardless of the mechanism used, any contractor considered for additional work must:

• Continue to satisfy the participation conditions applied during the original tender (technical, financial, legal, professional).

• Meet any expanded insurance requirements triggered by the new service area (e.g., increased PL/EL/PI limits, specialist coverage).

• Not appear on the Procurement Act 2023 debarment list, nor be subject to mandatory or discretionary exclusion.

• Maintain acceptable performance levels under the existing contract.

• Demonstrate sufficient resource capacity and resilience to absorb additional work.

• Pass updated financial standing checks, proportionate to the enlarged scope.

Main procurement category

Services

CPV classifications

• 45110000 - Building demolition and wrecking work and earthmoving work
• 45311000 - Electrical wiring and fitting work
• 45312000 - Alarm system and antenna installation work
• 45315100 - Electrical engineering installation works
• 45315300 - Electricity supply installations
• 45315400 - High voltage installation work
• 45315500 - Medium-voltage installation work
• 45315600 - Low-voltage installation work
• 45315700 - Switching station installation work
• 45317100 - Electrical installation work of pumping equipment
• 45317200 - Electrical installation work of transformers
• 45317300 - Electrical installation work of electrical distribution apparatus
• 45321000 - Thermal insulation work
• 45324000 - Plasterboard works
• 45331000 - Heating, ventilation and air-conditioning installation work
• 45332000 - Plumbing and drain-laying work
• 45341000 - Erection of railings
• 45342000 - Erection of fencing
• 45343100 - Fireproofing work
• 45343200 - Firefighting equipment installation work
• 45343220 - Fire-extinguishers installation work
• 45343230 - Sprinkler systems installation work
• 45351000 - Mechanical engineering installation works
• 45410000 - Plastering work
• 45420000 - Joinery and carpentry installation work
• 45430000 - Floor and wall covering work
• 45440000 - Painting and glazing work
• 45450000 - Other building completion work
• 50710000 - Repair and maintenance services of electrical and mechanical building installations
• 50760000 - Repair and maintenance of public conveniences
• 50870000 - Repair and maintenance services of playground equipment
• 51100000 - Installation services of electrical and mechanical equipment

Contract locations

• UKJ31 - Portsmouth
• UKJ35 - South Hampshire

Lot constraints

Maximum number of lots a supplier can be awarded: 2

Description of how multiple lots may be awarded:

The opportunity is divided into three lots:

• Lot 1 - On‑Island Repairs & Maintenance (Approx. £14M to £18M per annum)

• Lot 2 - Off‑Island Repairs & Maintenance (Approx. £14M to £18M per annum)

• Lot 3 - Corporate Assets Repairs & Maintenance (Approx. £0.75M per annum)

There is one shortlisting exercise only for all three Lots, and only suppliers who successfully pass Stage 1 - Conditions of Participation will be invited to tender for Stage 2.

Under stage 2 of the tender process there are two distinct contract awards made for Lot 1 and Lot 2, suppliers will be required to submit one tender response covering both opportunities. Suppliers will need to state their preference for either Lot 1 or Lot 2, with the supplier ranked number 1 will be given their preference of Lots and the supplier ranked number 2 awarded the remaining lot. In the event any supplier declines either Lot, the Council reserves the right to set the suppliers tender aside and approach the next ranking supplier until both Lots are awarded.

Only suppliers submitting a fully compliant bid for both Lot 1 and Lot 2 will be eligible for consideration for Lot 3. Following evaluation of Lots 1 and 2, only the two preferred suppliers, one for Lot 1 and one for Lot 2, will be assessed for the Lot 3 Corporate Assets award. No other suppliers, including those who submitted compliant bids for Lots 1 and 2, will be considered for Lot 3. Suppliers will not be able to tender for Lot 3 as a standalone opportunity.

Lot 1. Lot 1 - On Island

Description

Refer to the main description of this tender notice for the description of services required for Lot 1.

Lot value (estimated)

• £310,000,000 excluding VAT
• £372,000,000 including VAT

Same for all lots

CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 2. Lot 2 Off Island

Description

Refer to the main description of this tender notice for the description of services required for Lot 2.

Lot value (estimated)

• £310,000,000 excluding VAT
• £372,000,000 including VAT

Same for all lots

CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 3. Lot 3 Corporate Assets

Description

Refer to the main description of this tender notice for the description of services required for Lot 3.

Lot value (estimated)

• £145,000,000 excluding VAT
• £174,000,000 including VAT

Same for all lots

CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Participation

Legal and financial capacity conditions of participation

Lot 1. Lot 1 - On Island

Lot 2. Lot 2 Off Island

Lot 3. Lot 3 Corporate Assets

As described in the procurement specific questionnaire and the conditions of participation.

Technical ability conditions of participation

Lot 1. Lot 1 - On Island

Lot 2. Lot 2 Off Island

Lot 3. Lot 3 Corporate Assets

As described in the procurement specific questionnaire and the conditions of participation.

Particular suitability

Lot 1. Lot 1 - On Island

Lot 2. Lot 2 Off Island

Lot 3. Lot 3 Corporate Assets

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

24 April 2026, 4:00pm

Submission type

Requests to participate

Deadline for requests to participate

8 May 2026, 12:00pm

Submission address and any special instructions

The Council will publish the associated tender documents via Intend, the Councils e-tendering platform.

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Suppliers to be invited to tender

Lot 1. Lot 1 - On Island

4 to 6 suppliers

Selection criteria:

Refer to the procedure section of this tender notice for the selection criteria for Lot 1.

Award decision date (estimated)

30 October 2026

Recurring procurement

Publication date of next tender notice (estimated): 27 March 2031

Award criteria

Lot 1. Lot 1 - On Island

Weighting description

The Council are looking to use the following Price/Quality assessment in the 2nd stage of the process for Lot 1 and Lot 2.

Price - 50%

Quality - 50%

However, the Council reserves the right to change the price/quality weighting above and any subsequent sub-criteria weighting. The final cost/quality weighting could fall within a range of 60/40 to 40/60.

For full details of the proposed Cost/Quality weightings, the ranges being considered for Stage 2 and how the returns will be assessed, suppliers...

should refer to section 18 of the Invitation to Tender - Competitive Flexible Procedure - Stage 1 Conditions of Participation available through the Councils e-tendering platform - Intend

Lot 2. Lot 2 Off Island

Weighting description

The Council are looking to use the following Price/Quality assessment in the 2nd stage of the process for Lot 1 and Lot 2.

Price - 50%

Quality - 50%

However, the Council reserves the right to change the price/quality weighting above and any subsequent sub-criteria weighting. The final cost/quality weighting could fall within a range of 60/40 to 40/60.

For full details of the proposed Cost/Quality weightings, the ranges being considered for Stage 2 and how the returns will be assessed, suppliers...

should refer to section 18 of the Invitation to Tender - Competitive Flexible Procedure - Stage 1 Conditions of Participation available through the Councils e-tendering platform - Intend

Lot 3. Lot 3 Corporate Assets

Weighting description

The Council are looking to use the following Price/Quality assessment in the 2nd stage of the process for Lot 3.

Price 90%

Quality 10%

For full details of the proposed Cost/Quality weightings, the ranges being considered for Stage 2 and how the returns will be assessed, suppliers should refer to section 18 of the Invitation to Tender - Competitive Flexible Procedure - Stage 1 Conditions of Participation available through the Councils e-tendering platform - Intend

Other information

Description of risks to contract performance

The Council has identified the following known risks that are likely to occur during the duration of the term of the contract -

Known Risks

The Council has identified the following known risks that are likely to occur during the duration of the term of the contract -

• An increase in stock size due to the construction of new build sites or the purchase of additional existing dwellings

• A decrease in stock size due to the sale or decommissioning of existing dwellings

In all of the above cases, the change will result in a change to the number of properties and the annual value of the contract due to increased complexity of -

• ageing stock requiring more frequent or complex repairs

• increase in the number of system replacements needed

• inclusion of other installations as risk assessments or Legislation dictates

Under this cost‑reimbursable contract, any requirements that fall outside the agreed baseline scope will be instructed and managed through the contract's defined Task Order depending on value and urgency.

Other Risks

• Local Government Reorganisation leads to other stock holding Authorities becoming amalgamated with the Council and consequently the contract acquires additional stock numbers, increasing the value of the opportunity.

• Local Government Reorganisation leads to the Council becoming amalgamated with other Local Authorities and the contract or stock is novated to an alternative contract or supplier, decreasing the value of the opportunity.

• KPIs reduce relevance or are found to be ineffective during the contract, potentially following changes in legislation and compliance monitoring, and need to be amended.

• Workstreams are added to provide contingency for other suppliers increasing the size and value of the contract.

• The ongoing costs in delivering the service increases due to larger than predicted inflationary pressures, labour shortages or skills gaps in engineering and supply chain disruptions (e.g., parts availability) Impacts of technological change in respect of unknown future standards or innovations - periodic review clause to allow to utilise new technology, mobilisation and purchase of new technology

• Following the acquisition of additional stock, higher than expected costs to bring dwellings to required standards following unknown conditions/unexpected issues that the Council could not have reasonably been aware at the point of purchase.

• Amendment or introduction of new legislation, changes in building safety legislation, evolving targets and potential changes in tenant rights and/or service expectations could increase/decrease the cost in delivering the service.

• Amendments or the introduction of new building safety legislation (e.g. under the Building Safety Act 2022 or related statutory instruments) may require the Council to modify the scope of the contract to ensure continued compliance. This could include new inspection regimes, reporting obligations, or remedial works not originally priced.

• Local Government Reorganisation may require the new authority to assume responsibility for a significantly expanded Corporate Asset portfolio (e.g., schools, offices, social care facilities) currently maintained under Hampshire County Council's £25M per annum R&M contract. This may materially increase the scale, value and geographic spread of the Corporate Assets element of the contract. The Council may need to vary the existing Corporate Assets arrangement, create a new lot restricted to the Lot 1 and Lot 2 suppliers, or undertake a separate procurement exercise to accommodate the increased workload. Although the nature of works is expected to remain broadly consistent, the operational scale may increase substantially.

• An endemic or pandemic event such as Covid 19 requires the contractor to achieve contractual outcomes by adapting existing practices.

The Council has identified the risks above associated with the delivery of this contract. In accordance with Schedule 8 of the Procurement Act 2023, the Council reserves the right to modify the contract, without initiating a new procurement procedure, should any of these known risks materialise during the contract term.

Any such modification will be limited to addressing the consequences of the known risk and will not alter the overall nature of the contract. Where applicable, a Contract Change Notice will be published in accordance with the requirements of the Act.

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

Portsmouth City Council, (the Council) has decided to utilise a two-stage Competitive Flexible Procedure with the following stages:

• Stage 1 - a discrete Conditions of Participation stage (including checking Exclusion Grounds), which will limit the number of suppliers to a maximum of 6, to be invited to submit a tender.

• Stage 2 - a Tendering Round (with the option for interviews/site visits for verification purposes with up to the top 3 suppliers).

This procedure reflects the Restricted Procedure under the Public Contracts Regulations 2015 but allows limited non material adjustments before contract award.

Stage 1 - Conditions of Participation Stage

Stage 1 shortlists suppliers with the technical, financial and operational capability to deliver the contract. Assessment includes experience, capacity, systems, accreditations, financial standing and legal standing.

Suppliers must complete:

• PSQ - Preliminary Questions

• PSQ - Technical Questions & Contract Case Studies

• Completed PSQ Technical Response sheet 12.1, 12.2 & 12.3

• Annex B - Common Assessment Standards (information only)

The PSQ Preliminary Questions focus on the following sections that will be assessed on a pass/fail basis -

1. Supplier information

2. Grounds for exclusion

3. Supplier eligibility

4. Financial capacity

5. Insurance

6. General compliance

7. Accreditations and qualifications

8. Payments in contracts

9. Carbon reduction plan

10. Modern slavery

Failure to meet any mandatory requirement results in exclusion.

Suppliers passing the Preliminary Questions progress to the PSQ Technical and Case Study evaluations.

Scored Sections

• Section 12 - Technical Questions part 1 (25%)

• Section 13 - Technical Questions part 2 (50%)

• Section 14 - Case Studies (25%)

Each section scores up to 100 points, with some additional pass/fail triggers. A full 100 point score equates to the full percentage weighting.

Example:

• Section 12: 100/100 → 25%

• Section 13: 50/100 → 25%

• Section 14: 50/100 → 12.5%

Total score = 62.5%

Shortlisting

The Council expects to shortlist 4 to 6 suppliers for Stage 2. The top four scoring suppliers automatically progress. Suppliers in 5th and 6th place will only progress if within 10 points of the 3rd ranked supplier.

Example: 3rd place = 80 points

• 5th place = 70 → within 10 → shortlisted

• 6th place = 65 → more than 10 → not shortlisted

If a tie would cause the shortlist to exceed six suppliers, published tie break criteria will apply - see stage 1 ITT for further details.

Suppliers must register on the Central Digital Platform to allow mandatory exclusion and debarment checks. Subcontractors named in submissions will also be checked; the Council may require alternatives where exclusion grounds apply.

Stage 2 - Invitation to Tender (ITT)

Lot 1 On-island and Lot 2 Off Island Envisaged Evaluation Criteria

Shortlisted suppliers will submit full proposals, including pricing and delivery methodology.

Suppliers will submit one tender response covering Lot 1 (On Island) and Lot 2 (Off Island), stating their preferred lot.

• The 1st ranked supplier receives their preferred lot.

• The 2nd ranked supplier receives the remaining lot.

• No supplier will be awarded both lots.

The cost/quality split is being tested on a 50/50 and is likely to be used for 2nd stage tender evaluation. However, the Council reserves the right to change the price/quality weighting above and any subsequent sub-criteria weighting. The final cost/quality weighting could fall within a range of 60/40 to 40/60.

The proposed cost breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%:

• Call Handling - 18% - range 13% to 18%

• Local Office and Management - 20% - range 15% to 25%

• Accounting, Legal, H&S, HR and R&D - 12% - range 7% to 17%

• Vehicles, Materials, IT, Suppliers - 17% - range 12% to 22%

• Social Value, Environmental, Insurance and Profit - 15% - range 10% to 20%

• Task Order Fee - 15% - range 10% to 20%

• Mobilisation - 3% - range 1% to 5%

The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above. This ensures that the lowest price receives the highest score, and all other prices are scored relative to it.

The proposed cost will include sub-criteria:

• Price Assessment: Based on a normalised comparison of submitted prices.

• Value for Money: Reviewing the cost breakdown and methodology to understand how pricing has been derived.

However, the Council also reserves the right to assess priced elements either on a normalised basis and/or through a qualitative scoring approach, depending on the nature of the submissions and the evaluation methodology adopted. The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria.

This process could either form a pass/fail check or require a scored response for qualitative elements. For example, Local Office and Management is listed with a 20% weighting.

• The Council may assess the full section weighting on a normalised cost with 20% weighting and pass/fail on the value for money.

• Alternatively, the Council may assess the section weighting on a normalised cost with 10% weighting and apportion 10% on the value for money on a weighted scored basis.

• Alternatively, the Council may reduce some/all the pricing weightings to ask one or more weighted question to review the value for money criteria i.e. for criteria 1 to 5 the Council reduces the weighting of each question by 2% to then have one weighting value for money question to cover criteria 1 to 5. The amount the criteria could be reduced has not been defined and is unlikely to exceed 50% per criteria.

The proposed quality breakdown is derived from the 50% but has the following proposed sub-weightings assigned with potential range to be confirmed at stage 2. All the percentages will total 100%:

1. Mobilisation - 15% - range 10% to 20%

2. Data Management - 10% - range 5% to 15%

3. Resourcing - 20% - range 15% to 25%

4. Quality Assurance - 25% - range 20% to 30%

5. Resident Engagement - 10% - range 5% to 15%

6. Resident Presentation - 5% - range 5% to 10%

7. Future Proofing - 5% - range 5% to 10%

8. VFM - Pass/Fail - up to 40 (this will be taken from the weighting on price)

9. Social Value - 10% - range 5% to 10%

The evaluation of the tender returns will be undertaken by suitable qualified technical matter experts. However, the Council will most likely adopt the following approach for the Resident Presentation evaluation. The Resident Presentation will be evaluated collectively by a panel of residents following the presentations. Their assessment will take place as a group exercise, supported and overseen by trained Council moderators to ensure fairness, consistency, and adherence to the published scoring methodology.

The Council may also consider the use of interviews and site visits for up to the top 3 scoring suppliers following initial assessment of their quality submissions. Interviews and site visits will be held in the interests of verifying tender submissions and for the purposes of due diligence basis.

Lot 3 Corporate Assets Island Envisaged Evaluation Criteria

Lot 3 (Corporate Assets) will be evaluated only between the preferred suppliers for Lots 1 and 2 and will be assessed on 90% price and 10% Quality. The Council will not evaluate the Lot 3 submission until the preferred bidders for Lot 1 and Lot 2 have been identified, all other returns will for Lot 3 will be discounted.

The pricing section is likely to be assessed on a normalised basis for each of the criteria outlined above for Lot 1 & 2. The cost section will not have a weighted qualitative assessment but may introduce the Value for Money assessment on a pass/fail basis as per Lots 1 & 2, though the Council will investigate any abnormally low or high submissions.

The proposed quality breakdown of 10% will be assigned to Social Value, which may have sub criteria proposed at stage 2 of the tender process. The quality assessment will be on a weighted basis.

The evaluation criteria will be fully defined upon the publication of the 2nd stage tender and there are likely to be individual scoring criteria for each of the sub-criteria. The quality scores will have sub-weightings and will not be assessed on a normalised basis.

The procurement process will also consider the viewpoint of residents at every stage including for development of requirements and assessment of resident engagement proposals. Contractors will need to take part in presentations to be scored by residents as part of the evaluation process to ensure compliance with Building Safety and Social Housing Regulator requirements to take tenants' views into account in decision-making.

The Council are intending to follow the subsequent Procurement Programme -

FTS Tender Notice & Tender issued - CFP Stage 1 - 27/03/2026

Deadline for requests for clarification -24/04/2026 by 16:00

CFP Stage 1 submission deadline - 08/05/2026 by 12:00

Notification of shortlisting decision - 10/07/2026

Final procurement documents published on In‑Tend - CFP Stage 2 - 17/07/2026

Deadline for requests for clarification - 14/08/2026 by 16:00

Tender return deadline - 11/09/2026 by 12:00

Contract Award Notice Published - 30/10/2026

Standstill and section 20 notification start - 30/10/2026

Standstill finish - 11/11/2026

Section 20 Notice Finish - 04/12/2026

Contract award - 07/12/2026

Contract commencement - 01/04/2027

However, the Council might adopt an accelerated programme, please refer to the stage 1 ITT for further details.

Justification for not publishing a preliminary market engagement notice

The Council undertook two Soft Market Testing (SMT) exercises as part of a strategic review of delivery options for the provision of Repairs & Maintenance (R&M) across residential and commercial properties, Gas Servicing & Repairs (GSR) for residential properties and Fire Safety Compliance Services (FSCS) across its managed building assets.

Two separate Prior Information Notices were issued, being - 2025/S 000-017829

• SMT 1 - Housing, Neighbourhood and Building Services - Repairs & Maintenance and Gas Servicing & Repair Delivery Options Appraisal, Portsmouth- Wednesday 9th October 2024 - Reference - 2024/S 000-032496

• SMT 2 - Housing, Neighbourhood and Building Services - Repairs & Maintenance, Gas Servicing & Repair and Fire Safety Compliance Services Delivery Lotting Options Appraisal

2025 - Friday 23rd February 2025- Reference 2025/S 000-006741

Documents

Associated tender documents

Soft Market Testing Reports.zip

Soft Market Testing Reports following the Prior Information Notices published on -

• Outsourcing Options Appraisal - Wednesday 11th October 2024

• Lotting and Contracting Options Appraisal - Friday 23rd February 2025

SMT Briefing 2 - R&M, Gas & associated lots 2025 v2.0.zip

Supporting information for SMT 2 - including the background information regarding the

proposed lotting structure, example questionnaire and attached appendices.

Contracting authority

Portsmouth City Council

• Public Procurement Organisation Number: PCNL-5714-PRZV

Civic Offices, Guildhall Square

Portsmouth

PO1 2AL

United Kingdom

Email: procurement [at] portsmouthcc.gov.uk

Region: UKJ31 - Portsmouth

Organisation type: Public authority - sub-central government