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Construction Contract Leads

Scope

Reference

PRJ_30901

Description

Westminster City Council (the ‘Council’) has a statutory duty to deliver repair and maintenance services to its 21,000-strong housing stock, comprising approximately 43% leasehold properties, 57% tenanted homes and 145 High Rise Buildings (HRB) across the Borough. It is also worth noting that 41% of the Council’s housing stock is located within a conservation area, whereas 17% of the buildings are listed properties.

Furthermore, the Council delivers major works and planned cyclical construction-based maintenance with the view of continuously improving the physical and social infrastructure of its housing stock.

Currently housing repairs, maintenance and works are delivered via eight (8) Term Partnering Contracts (‘TPC’) which were procured in 2017 and 2019 for a period of up to ten (10) years as follows:

• Responsive Repairs and Voids

• Major Works (2 separate contracts covering North and South of the Borough)

• Mechanical

• Electrical

• Domestic Heating

• Lifts

• Aids & Adaptations

The Council is intending to re-procure these contracts based on revised scopes as part of an overarching Strategic Alliance Agreement, based on the FAC-1 Framework Alliance Agreement which all appointed contractors will be required to sign up to along with the contract documents specific to each requirement.

Taking into account the differing expiry dates of the TPCs, the various Section 20 consultation requirements, as well as the indicative timelines associated with each retendering process, the Council determined that the re-procurements will be delivered in tranches.

The Council issued a Preliminary Market Engagement (PME) Notice related to this procurement (Ref 2025/S 000-061916) on 2nd October 2025 (https://www.find-tender.service.gov.uk/Notice/061916-2025) supplemental to PME Notice with reference 2025/S000-022847 dated Monday 19th May 2025 (https://www.find-tender.service.gov.uk/Notice/022847-2025) for the purpose of inviting interested market suppliers to engage in detailed consultation around the proposed procurement model and the new contract opportunities for responsive repairs and voids and major works.

For information, and in addition to the existing TPCs referenced above, the Council will also be procuring the following requirements through separately regulated processes:

Establishment of a Planned Preventative Works Framework

Specialist repair and maintenance contracts, including but not limited to minor works, roofing, damp and mould, plumbing and drainage

Various Health & Safety Compliance contracts, and

Establishment of a Professional Services Framework

This tender notice provides details of the procurement for the Responsive Repairs & Voids contract and the Major Works contracts, which form part of the first tranche. The procurement is a lotted Procurement with Responsive Repairs & Voids constituting Lot 1 and Major Works constituting Lot 2.

The procurement is to be conducted as a Competitive Flexible Procedure (CFP) and the structure will follow the same approach for both lots: a. Combined Conditions of Participation (COP) and Invitation to Submit Initial Tenders (ISIT) stage, b. Shortlisted Tenderers will be invited to participate in Technical and Commercial Dialogue, c. all Tenderers who participated in the Dialogue stage will be issued with an Invitation to Submit Final Tenders (ISFT), d. final tenders will be assessed and a most advantageous tenderer identified in line with section 19 of the Procurement Act 2023. However, the Council does not wish the same supplier to be awarded both lots and therefore has set bidding restrictions as outlined further in this notice.

The Client reserves the right, at its sole discretion, to update, modify or issue supplementary documentation at any time during the procurement process to clarify any issue or amend any aspect of the associated tender documents by notification to the Tenderers in writing. The Council may, in its absolute discretion, exercise the option to extend any deadline in the event that subsequent documentation is issued or for any other reason.

Total value (estimated)

• £746,000,000 excluding VAT
• £895,000,000 including VAT

Above the relevant threshold

Main procurement category

Works

Not the same for all lots

CPV classifications, contract locations and contract dates are shown in Lot sections, because they are not the same for all lots.

Lot Lot 1 (was 1). Responsive Repairs & Voids

Description

The Responsive Repairs & Voids contract will cover the delivery of responsive and emergency repairs to occupied dwellings in line with statutory timescales, as well as communal repairs across internal and external shared areas. It also includes minor and major works to bring empty homes to the Council’s lettable standard (voids) and retrofit works to both occupied and unoccupied properties. The contractor will also provide all associated temporary works, professional services, and resident liaison support needed to ensure effective communication and service delivery.

The appointed contractor must comply with the technical standards and relevant regulatory requirements as detailed in the Lot 1 General Requirements Term Brief and the Lot 1 Technical Term Brief (each of which is an associated tender document issued with this Tender Notice).

The contract is to be procured for an initial term of five (5) years with an option to extend for further periods of three (3) years and two (2) years at the Council’s discretion – extensions will be subject to budget availability, value for money considerations and the Contractor’s performance in previous years.

Contract commencement date: 31/08/2027, latest contract expiry date: 30/08/2037

The Procurement will result in the award of a single contract to the top-ranking Tenderer based on the Most Advantageous Tender (MAT).

Form of Contract: Term Alliance Contract (TAC-1). The Winning Tenderer will be required to sign the Strategic Alliance Joining Agreement which will be included as a pre-condition in the TAC-1.

The deadline for Lot 1 Clarification Submissions will be 28th April 2026 and the deadline for responding to the Lot 1 COP/ISIT Tender Pack by way of a Lot 1 COP/ISIT Submission will be 18th May 2026. The estimated award decision date for Lot 1 is 26th April 2027.

Lot value (estimated)

• £346,000,000 excluding VAT
• £415,000,000 including VAT

Contract dates (estimated)

• 31 August 2027 to 30 August 2032
• Possible extension to 30 August 2037
• 10 years

Description of possible extension:

The proposed contract term is five (5) years with the option to extend both the Lot 1 and Lot 2 contracts for additional periods of three (3) years and two (2) years at the Council’s discretion – extensions will be subject to budget availability, value for money considerations and the Contractors’ performance in the previous contract years.

CPV classifications

• 50000000 - Repair and maintenance services
• 50712000 - Repair and maintenance services of mechanical building installations
• 50711000 - Repair and maintenance services of electrical building installations
• 45261900 - Roof repair and maintenance work
• 90000000 - Sewage, refuse, cleaning and environmental services
• 45330000 - Plumbing and sanitary works
• 45420000 - Joinery and carpentry installation work
• 45450000 - Other building completion work
• 45410000 - Plastering work

Contract locations

• UKI - London
• UKI32 - Westminster

Lot Lot 2. Major Works

Description

This lot covers planned and cyclical major works to the Council’s housing stock, delivered broadly in line with the RIBA Plan of Work 2020. Contractors may be instructed to undertake a range of capital improvements, component replacements, and major repairs as detailed in the Term Brief. The scope and volume of works will be determined by the Council based on asset management priorities, stock condition, estate regeneration needs, resident input, and available budgets, including considerations of leaseholder affordability.

Works will be instructed by way of Task Briefs issued to the appointed Contractors who will in turn be required to submit a Task Proposal. Following internal review and approval of the Task Proposal, the Council shall issue to an Order thus formally instructing the relevant contractor to undertake the required works.

The Contract is to be procured for an initial term of five (5) years with an option to extend for further periods of three (3) years and two (2) years at the Council’s discretion – extensions will be subject to budget availability, value for money considerations and the individual Contractor’s performance during the initial term.

Contract commencement date: 09/01/2028, latest contract expiry date: 08/01/2038

A Lot 2 Descriptive Document is estimated to be released in early April 2026.

The Lot 2 COP/ISIT Tender Pack is estimated to be released in May 2026. There will be an extended tender submission deadline to ensure compliance with the Procurement Act 2023 and give potential bidders a chance to properly respond. However, the procurement of Lot 2 will be running on different timings to Lot 1 and has its own Lot 2 timetable (which is issued in conjunction with this Tender Notice).

The deadline for Lot 2 Clarification Submissions will be: 7th August 2026 and the deadline for responding to the Lot 2 COP/ISIT Tender Pack by way of a Lot 2 COP/ISIT Submission will be 28th August 2026. The estimated award decision date for Lot 2 is 14th July 2027.

The procurement will result in the award of two (2) city-wide contracts to the two top-ranking Tenderers based on the Most Advantageous Tender (MAT).

Form of Contract: Term Alliance Contract (TAC-1). The Winning Tenderer will be required to sign the Strategic Alliance Joining Agreement which will be included as a pre-condition in the TAC-1.

Lot value (estimated)

• £400,000,000 excluding VAT
• £480,000,000 including VAT

Contract dates (estimated)

• 9 January 2028 to 8 January 2032
• Possible extension to 8 January 2038
• 10 years

Description of possible extension:

The contract extension options will be linked to performance and a programme of market testing at defined intervals during the contract period as set out in the Invitation to Tender. This serves as a longer-term incentive and establishes testing of ongoing value for money. The time periods for extensions are set out in the lot descriptions below.

CPV classifications

• 45000000 - ÂÜÀòÔ­´´ work
• 45211340 - Multi-dwelling buildings construction work
• 45261900 - Roof repair and maintenance work
• 45211200 - Sheltered housing construction work
• 45300000 - Building installation work
• 45400000 - Building completion work
• 45220000 - Engineering works and construction works
• 45450000 - Other building completion work

Participation

Legal and financial capacity conditions of participation

Lot Lot 1 (was 1). Responsive Repairs & Voids

Lot Lot 2. Major Works

Legal and financial conditions of participation are as set out in the Associated Tender Documents covering, among other things, the economic and financial standing of the Tenderer, insurance and their general compliance with law.

Technical ability conditions of participation

Lot Lot 1 (was 1). Responsive Repairs & Voids

Lot Lot 2. Major Works

Technical ability conditions of participation are as set out in the Associated Tender Documents and include, among other things, relevant contract experience.

Submission

Enquiry deadline

28 April 2026, 4:00pm

Submission type

Tenders

Tender submission deadline

18 May 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)

26 April 2027

Recurring procurement

Publication date of next tender notice (estimated): 30 April 2036

Award criteria

Other information

Payment terms

As set out within the TAC-1 (the form of proposed contract for the Lot 1 Contract) which is provided within the Associated Tender documents

Description of risks to contract performance

Market volatility - Inflationary pressures can increase the likelihood of projects and service delivery delays.

TUPE Transfer risk - Mobilisation delays, employment claims, service continuity issues in the event the contract start date cannot be achieved and cost uplifts due to unplanned extensions.

Change of law/legislation - Breach of statutory duties leading to regulatory action brought against the Council in the form of inspections and possible enforcement notices.

Data Migration and Transition Risk - Errors or incomplete migration may disrupt live repairs operations.

Integration and Interface Failures - The contractor’s job management system must interface with the new Housing Management System. Technical failures may cause delays, duplicate effort or manual workarounds.

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

The following stages will be carried out under the Competitive Flexible Procedure for each Lot but on different timetables. The Lots and their indicative timetables are linked through the bidding restrictions :

Stage 1 – Combined Participation and Invitation to Submit Initial Tenders (ISIT)

Stage 2 – Dialogue

Stage 3 – Invitation to Submit Final Tenders (ISFT)

Stage 4 – Preferred Tenderer and Contract Award

The number of tenderers will be reduced at each stage as set out in the ISIT for the relevant Lot. An indicative procurement timetable has been provided for each Lot within the Associated Tender documents.

Stage 1 - The Council is conducting a combined Conditions of Participation (COP) and Invitation to Submit Initial Tender (COP/ISIT) stage. Tenderers will be required to submit a fully completed COP Submission Document along with responses to each section of the ISIT Submission Document (the document focused on the award criteria and any sub-criteria) and the completed Bid Forms. When assessed, Tenderers who do not meet the minimum COP requirements will be rejected and not considered any further. Tenderers who meet or exceed the minimum COP requirements will have their ISIT submission assessed. Subject to certain caveats in the rules for each Lot (explained in the associated tender documents), it is intended by the Council that the top 3 highest ranking Tenderers will be shortlisted and will proceed to Stage 2 (Dialogue).

Stage 2 - Dialogue sessions. Stage 2 of the CFP process will enable the Council to clarify its expectations, ensure that the proposed solutions are deliverable, explore the potential for further savings for the Council and incorporate any necessary refinements to the technical requirements where doing so improves service quality, operational efficiency or commercial viability. All Tenderers involved in Stage 2 will proceed to Stage 3.

Stage 3 - Invitation to Submit Final Tenders (ISFT) - The final tender submissions will be assessed against the award criteria and the Tenderer(s) with the highest overall combined score for the relevant Lot will be recommended as the Most Advantageous Tender.

Stage 4 - Preferred Tenderer and Contract Award – Following a Completeness and compliance review a Preferred Tenderer will then be identified on the basis of the Final Tender representing the Most Advantageous Tender (MAT).

In accordance with section 24 of the Procurement Act 2023, prior to the Council issuing any ISFT, the Council may refine the award criteria for this procurement. This may include consequential refinement to the relative importance of the award criteria as specified in the associated tender documents. Where it does so, the Council will republish or provide again this Tender Notice and any associated tender documents affected by the refinement(s). Without limitation, the Council anticipates that refinements in accordance with section 24 may include adjustments to the percentage weightings of any one of the Tier 4 Quality Award Criteria set out in the associated tender documents following completion of Dialogue stage and/or augmentation of previously published award criteria without changing their fundamental intent.

Documents

Documents to be provided after the tender notice

Any documents issued after the tender notice is published will be issued via the Jaggaer e-Sourcing portal

Ref: PR J_30901

Contracting authority

Westminster City Council

• Public Procurement Organisation Number: PJVD-6261-BPPJ

64 Victoria Street

London

SW1E 6QP

United Kingdom

Email: procurementteammailbox [at] westminster.gov.uk

Website: /

Region: UKI32 - Westminster

Organisation type: Public authority - sub-central government

Other organisations

These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.

Trowers & Hamlins LLP

Summary of their role in this procurement: Legal Advice and Support Services

• Companies House: OC337852

3 Bunhill Row

London

EC1Y 8YZ

United Kingdom

Email: enquiries [at] trowers.com

Website: /

Region: UKI43 - Haringey and Islington

SAVILLS (UK) LIMITED

Summary of their role in this procurement: Commercial Advice and Support

• Companies House: 02605138

33 Margaret Street

London

W1G 0JD

United Kingdom

Email: SHughes [at] savills.com

Website:

Region: UKI32 - Westminster

Contact organisation

Contact Westminster City Council for any enquiries.