Portsmouth City Council - Term Service Contracts for the Repairs & Maintenance of Residential and Commercial Properties for Council Managed Assets - 2026

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 …