Portsmouth City Council - Term Service Contract for the Servicing, Maintenance and Compliance (Gas, M&E and Buildings) for Council Managed Assets

Description

Overview of Procurement Objectives 
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 £4M and £5M. 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 gas safety inspections, responsive repairs, and planned maintenance works, ensuring compliance with all relevant regulations and maintaining the safety and functionality of the Council's gas installations.
Based on anticipated inflationary uplifts and potential growth in housing stock, the total individual contract spends over the potential 10-year term (5-year base with options to extend) is expected to range between £45M to £55M. The impacts of Local Government Review have not been considered in this current value and the likely increases in the total value of the opportunity, brought about through the reform, will be addressed when the formal tender notice is issued. 
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 (on-island, PO1 to PO5) and Paulsgrove 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.
Current & Future Demand
Over the last 5 years there have been approximately 13,000 gas safety checks annually and 9000 annual gas and general boiler repairs, which is likely to remain consistent over the course of any new contract.
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.
However, with the impending changes to gas installations post 2025 it is unlikely that there will be an increase in demand for annual gas servicing as a result of any development and as the stock decarbonises the current level of demand may reduce.
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.
There will be significant pressure to decarbonise the stock to align with local political objectives and comply with national Government energy legislation.
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 6+ storeys.
There will be more focus on the accuracy and timely manner of up-load of compliance information and ensuring repairs, particularly around damp and mould are well managed and resolved and will be monitored by the Social Housing Regulator.
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.
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/
Existing Gas Servicing & Repairs Contract
A single term service provider has managed all gas servicing across the housing stock under an NEC 4 Option E Cost Reimbursement contract.  The gas servicing contract covers residential housing stock only and does not include any corporate assets.
The contract has been in operation for just over 10 years and is currently utilising the extent of its extensions and will expire in March 2026 with an estimated overall contract value of approximately £70m.
The existing arrangement has incorporated a number of functions and has not been solely gas related 
New Gas Servicing & Repairs Contract 
A single term service provider will still have the responsibility in managing all gas servicing across the residential housing stock only. However, the Council will be looking to award on the basis of a M3NHF 3* contract, with an initial base term of 5 years and the option to extend the contract for a further 5 years, in increments to be agreed. The Council are estimating the contract value will be in the region of £4M to £5M per annum.  
The core scope of works, which the successful supplier will be required to deliver are -
•	Landlord Gas Safey Check
•	Annual Gas Servicing 
•	CO Detector Checks 
•	Gas Boiler Installations
•	Gas Boiler and Heating Repairs
•	Voids Gas Safety Works
•	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:
•	Commercial and Communal Landlord annual gas safety check;
•	Commercial gas boiler and heating repairs; and
•	Commercial gas boiler installations including heating systems, controls and all pipework.
•	Commercial and Commercial gas boiler servicing
•	Servicing and maintenance to air source heat pumps
•	Supplementary repairs to other water systems, valves, pumps, etc
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/