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Term Service Contract for the Fire Safety Compliance Services for Council Managed Assets
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Descriptions
Portsmouth City Council ('the Council'), is seeking to appoint a contractor to deliver Gas Servicing and Repair services across its housing stock, with an estimated annual value of between £800k and £1M. The contract will be let for an initial 5-year term, with the option to extend by up to a further 5 years in intervals to be agreed.
The scope of services will include statutory servicing inspections, responsive repairs, and planned maintenance works, ensuring compliance with all relevant regulations and maintaining the safety and functionality of the Council's fire installations. This is new procurement taking existing functions from other existing contracts so to focus on fire safety compliance.
Housing Stock Information
The Council has a housing stock of approximately 17,500 properties of which approximately 15,500 are socially rented and then there are approximately 2000 leasehold properties. Within the stock there is a mix of housing types including houses and bungalows; however, the majority of the dwellings are within purpose-built blocks of flats constructed in the 1950s and 1960s.
Traditionally the estate has been spread across the two geographical areas of Portsea Island and Paulsgrove (on-island, PO1 to PO5), and Havant (off-island, PO6 to PO9).
A recent acquisition of approximately 800 properties has however subsequently increased the 'off-island' area to sites in Gosport, Fareham and Winchester.
Corporate Assets
In addition to the residential housing stock the 'on island' repairs and maintenance contractor also manages repairs for a number of the Council's corporate asset. This is a function managed by the 'on island' contractor only.
The on-island contractor is responsible for approximately 550 assets across both geographical areas, however these are predominantly within the PO1-PO5 postcode.
• The Council's broader property portfolio encompasses a range of building types which include but are not limited to:
• Schools
• Offices
• Commercial buildings, warehouses and depots
• Care homes
• Sheltered housing and supported living properties
• Maritime port facilities
• Current & Future Demand
Annual fire door surveys is a new contractual requirement, and it is expected that approximately 2500 will need to be inspected each year.
Within the first few years of the contract the number of services and repairs are anticipated to remain fairly consistent with 2024.
The Council is currently working on a number of development options, and it is anticipated that within the next 5-10 years there is potential for up to 1000 additional dwellings to be created that will require some level of maintenance and consequently will need to be absorbed into any new contract.
Changing Context and Objectives
Over the next 5-10 years the Council is expecting to experience a number of challenges with regards to the maintenance of its housing and general fund properties with any incumbent provider to work in partnership with the Council to ease pressures where they can.
Significant changes in legislation such as the Building Safety Act and Fire Safety Act will require greater scrutiny from suppliers to ensure they are working in a compliant way and may require them to adopt new skills such as undertaking works as a result of Building Safety Cases for buildings of 11m+.
There will be more focus on the accuracy and timely manner of up-load of compliance information and ensuring repairs to blocks of 11m+ are well managed and resolved to avoid enforcement action by the Fire Authority, with compliance also being monitored by the Social Housing Regulator.
Scope and specification of requirements
The core scope of works, which the successful supplier will be required to deliver are -
• Fire and Intruder Alarm testing and repair
• Sprinkler testing and repair
• AOV and Smoke Vent testing and repair
• Fire door surveys
• Lightening Conductor testing and repair
• Fire Damper testing and repair
• Fire Extinguishers inspection and replacement
• Dry Riser inspection and repair
• Evacuation Alert testing and repair
• Warden Call testing and repair
• Disabled Alarms testing and repair
• Out of hours cover
The supplier will be required to resource an out of hours service which is available 365 days a year.
Ancillary Scope of Works
The ancillary scope of works, which the successful supplier may be required to deliver, namely:
• Intruder Alarm testing and repair
• Warden Call testing and repair
• PAT testing
• Powered Door repair
The Specification has been designed to ensure that all Suppliers have an effective and equal understanding of the contract's functional and performance requirements.
Full details of requirements can be found in the Draft Specification Document. The Council reserves the right to make amendments to the specification when issuing the second stage tender.
Partnership Working
In addition to working in close partnership with the council, the supplier will also be required to work in partnership with the council's other existing term service contractor partners.
Social Value
The Council are committed to continuously reviewing and improving the approach to social value delivery, and suppliers can find further information using the following link -
https://www.portsmouth.gov.uk/services/council-and-democracy/social-value/
Contract model, term & value
The council intends to award a single NEC 4 Option A term contract; a draft has been included in the Conditions of Participation pack
The initial contract will be for 5 years with an option to extend by up to a further 5 years in increments to be agreed.
The Council are estimating the contract value will be in the region of £800k to £1m per annum.
Based on anticipated inflationary uplifts and potential growth in housing stock, the total individual contract spend over the potential 10-year term (5-year base with options to extend) is expected to range between £11m to £13m.
As this procurement is for a new service there may be slight fluctuation outside of the anticipated range stated above, which has been determined using budget coding from financial years 2024/25 and 2025/26. As the coding is generic for compliance there may be activities within the budget that remain with the existing incumbent and do not form part of this contract. Outside of range sums will likely be lower than anticipated rather than higher, although a best estimate is provided at the time of tender. A more precise budget will be established during the service.
Local Government Review
As part of the wider Local Government Review (LGR), the Council is required to actively engage in discussions with neighbouring authorities to explore potential opportunities for collaboration, shared service delivery, and governance alignment. While this engagement is ongoing, no formal decisions or agreements have been reached at this stage.
Under current LGR proposals, it is likely to require Portsmouth City Council to form a new Authority by merging with other neighbouring Authorities. For Portsmouth, this will result in a new Council being created to provide the same services to everyone in the city, whilst covering a larger area and have a different name. Effectively all the current council services in the area of the new council boundary would be merged to create a new Council.
At this stage, the Council can only confirm its current demand and scope of requirements; however, this may be subject to change should additional needs arise from other local authorities as part of wider structural reforms.
Any tender opportunities and contracts will be structured to allow adjustments in the scope of services and the value of contracts to the Council to respond to changes in demand and budgetary constraints, whilst ensuring that services remain efficient and continue to provide value for money. Additionally, provisions will be included to adapt to changes in geographical boundaries resulting from any reorganisation. This will ensure that services can be extended or retracted to align with new administrative areas.
The impacts of Local Government Review cannot be fully understood at this stage. However, when considering the potential surrounding local authorities and their current property portfolios, the Council anticipate the annual value of the Gas Servicing and Repairs could increase in the region of £250k per year, in the event these services needed to be subsumed into this opportunity. Therefore, taking account, the potential value stated in the total value of the opportunity over the 10-year period could be up to £16m.
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 -
https://www.portsmouth.gov.uk/services/council-and-democracy/devolution-and-plans-for-local-government-reorganisation/
Timeline
Pblished Date :
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Tender Regions
CPV Codes
45315400 - High voltage installation work
50710000 - Repair and maintenance services of electrical and mechanical building installations
45315600 - Low-voltage installation work
71630000 - Technical inspection and testing services
45315100 - Electrical engineering installation works
45343210 - CO2 fire-extinguishing equipment installation work
50413200 - Repair and maintenance services of firefighting equipment
45324000 - Plasterboard works
45351000 - Mechanical engineering installation works
45440000 - Painting and glazing work
45343220 - Fire-extinguishers installation work
45315300 - Electricity supply installations
45430000 - Floor and wall covering work
45315500 - Medium-voltage installation work
45420000 - Joinery and carpentry installation work
45343200 - Firefighting equipment installation work
51700000 - Installation services of fire protection equipment
45410000 - Plastering work
45312100 - Fire-alarm system installation work
45312310 - Lightning-protection works
45343100 - Fireproofing work
45312311 - Lightning-conductor installation work
45311000 - Electrical wiring and fitting work
45343230 - Sprinkler systems installation work
Keywords
electrical wiring and fittings
power cable installation
switchboard fitting
conduit laying
lighting circuit works
domestic wiring
commercial fit-out electrics
power system wiring
internal cabling
fixture integration
fire-alarm installation
smoke detector fitting
fire detection system setup
emergency alarm installation
heat sensor wiring
alarm control panel fitting
fire safety network
evacuation alert system
building fire alarm works
automatic fire signal system
lightning conductor installation
surge protection systems
earthing and grounding works
lightning arrestor setup
rooftop lightning shields
electrical surge safety
strike protection installation
earthing network installation
structural bonding services
lightning safety compliance
conductor mast fitting
down-conductor wiring
lightning rod mounting
copper conductor installation
structural lightning rod
earthing conductor placement
lightning path installation
rod bonding services
building lightning network
conductor grounding works
electrical engineering installations
power system engineering
industrial electrical set-up
plant electrical engineering
technical electrical fitting
engineering-grade wiring works
complex electrical system installation
electricity supply installation
power distribution systems
substation cabling
supply feeder installation
transformer supply lines
electrical grid connection works
high/medium/low voltage supply systems
high voltage cable installation
high voltage switchgear fitting
substation HV works
HV overhead line installation
electrical insulation works
HV infrastructure build
utility high voltage setup
medium-voltage system installation
MV switchgear mounting
MV transformer connection
medium voltage cable work
substation medium voltage fitting
industrial MV installations
low-voltage cabling
LV distribution board installation
LV electrical wiring
consumer unit fitment
building LV system installation
internal power wiring
plasterboard works
drywall installation
wall lining fitting
gypsum board assembly
partition wall construction
fireproofing work
passive fire protection installation
intumescent coating
fire‑resistant structure treatment
fire‑fighting equipment installation
fire extinguishing system fit-out
hose reel installation
fire hose cabinet mount
CO₂ fire‑extinguishing system installation
carbon dioxide suppression system fitting
CO₂ fire system piping
gaseous fire suppression installation
fire-extinguisher installation
portable extinguisher fitting
fire suppression device placement
hand-held fire extinguisher system setup
sprinkler system installation
automatic water sprinkler fitting
fire suppression sprinkler network
ceiling sprinkler setup
mechanical engineering installation
precision plant installation
heavy machinery integration
process equipment fitting
plastering work
render application
gypsum finish work
wall smoothing plaster
joinery installation work
carpentry fitting
woodwork installation
structural wood fitting
floor and wall covering work
surface finish installation
flooring and wall surfacing
interior surface finishing
painting work
glazing installation
interior painting
window glazing fitting
decorative surface coating
glass fitting
fire alarm calibration
extinguisher servicing
suppression system testing
sprinkler head replacement
fire pump inspection
hydrant flow test
alarm panel diagnostics
nozzle cleaning
foam system check
emergency lighting maintenance
cable tray service
motorized door repair
switchgear calibration
HVAC blower maintenance
lift control panel fix
mechanical damper servicing
emergency lighting inspection
pump motor overhaul
genset diagnostics
fan coil unit tune-up
fire alarm system fitting
smoke detector installation
sprinkler unit setup
flame sensor mounting
fire suppression system
emergency alarm setup
fire safety device fitting
heat detector integration
gas extinguishing system
fire control panel installation
technical inspection
testing verification
performance validation
functional auditing
structural integrity checks
safety inspection
conformity evaluation
nondestructive testing
compliance auditing
quality verification
Tender Lot Details
2 Tender Lots
Workflows
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Possible Competitors
1 Possible Competitors
