Commercial Gas Servicing, Maintenance and Associated Works

{
  "buyer": {
    "id": "GB-PPON-PHJN-7589-LMHY",
    "name": "The District Council of Folkestone and Hythe"
  },
  "date": "2025-08-08T13:47:00+01:00",
  "id": "047274-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-055cfd",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Folkestone",
        "postalCode": "CT20 2QY",
        "region": "UKJ44",
        "streetAddress": "Civic Centre, Castle Hill Avenue"
      },
      "contactPoint": {
        "email": "procurement@folkestone-hythe.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PHJN-7589-LMHY",
      "identifier": {
        "id": "PHJN-7589-LMHY",
        "scheme": "GB-PPON"
      },
      "name": "The District Council of Folkestone and Hythe",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "1. Submission deadline extended to 15 September 2025.\n2. Contract location updated to clarify the specific region (East Kent).\n3. Description of extensions clarified to include the circumstances in which they could be used.\n4. Award criteria listed in the tender notice clarified with additional information to match the details given in the ITT instructions document.\n5. Documents hyperlinks updated to use direct link to proContract expression of interest advert.\n6. Publication date of next tender notice (estimated) corrected to earliest estimated retender date (if option to extend the contract is not exercised).",
        "id": "047274-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2025-10-02T23:59:59+01:00"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The council is seeking to procure a qualified contractor to provide comprehensive maintenance and repair services for its residential properties. This includes routine and responsive repairs, safety checks, and compliance with all relevant regulations and standards. The contractor will be responsible for delivering high-quality workmanship, maintaining clear communication with residents and the council, and ensuring timely completion of all tasks. Bidders are required to demonstrate proven experience in property maintenance, strong project management skills, and the capacity to work collaboratively with the council and local community.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Tender documents can be downloaded from www.kentbusinessportal.org.uk (proContract) after signing in and expressing interest.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://procontract.due-north.com/Advert?advertId=ec84bfe8-8d5d-f011-813a-005056b64545"
      },
      {
        "description": "Tender documents can be downloaded from www.kentbusinessportal.org.uk (proContract) after signing in and expressing interest.",
        "documentType": "technicalSpecifications",
        "id": "L-2",
        "url": "https://procontract.due-north.com/Advert?advertId=ec84bfe8-8d5d-f011-813a-005056b64545"
      },
      {
        "datePublished": "2025-08-08T13:47:00+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "047274-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/047274-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-09-05T23:59:59+01:00"
    },
    "hasRecurrence": true,
    "id": "DN782040",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Repair and maintenance services",
            "id": "50000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ44"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "Please describe your organisation\u0027s recent experience of delivering commercial gas servicing and maintenance contracts within residential or social housing settings.\nYour response should highlight the capability of both your organisation and the key personnel who would be involved in this contract. In particular, provide a relevant example of a comparable contract that demonstrates your ability to deliver:\n\u2022\tServicing and planned preventative maintenance schedules;\n\u2022\tMeeting turnaround times for Responsive repairs and emergency callouts;\n\u2022\tStatutory testing and inspections (e.g. CP15, CP16, CP17).\nPlease include the following details in your case study:\n\u2022\tContract scope, value, duration, and type/number of assets maintained;\n\u2022\tNature and location of the housing stock and the client organisation;\n\u2022\tHow your team managed work in communal areas and around vulnerable or diverse resident groups (e.g. elderly, disabled, or those with language barriers);\n\u2022\tHow Gas Safe and other regulatory requirements (e.g. Gas Safety (Installation and Use) Regulations) were maintained;\n\u2022\tYour processes for dealing with safety-critical issues, remedial works, and avoiding repeat visits;\n\u2022\tExperience with external auditors or quality assurance inspectors;\n\u2022\tHow the contract compares to the Council\u0027s requirements, including scheduling repairs in conjunction with housing staff, DBS-checked operatives, parts supply chains, and reporting protocols;\n\u2022\tImprovements delivered through the contract - e.g. increased efficiency, cost savings, or customer satisfaction.\nYou should also set out how the skills and qualifications of your proposed team (e.g. technical certifications, NVQ training, diagnostics expertise) will ensure consistent delivery to a high standard.\nFinally, based on your experience mobilising similar contracts, outline the key steps you would take to ensure a smooth handover from the incumbent provider and provide your proposed mobilisation plan (not included in word count).",
              "name": "Previous Experience",
              "numbers": [
                {
                  "number": 20,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Please outline your approach to managing the commercial gas contract on a local level to ensure seamless delivery of planned maintenance, timely response to repairs, and effective handling of any follow-up work identified during service visits or emergencies.\nHow will you manage the breakdown and repairs within dwellings as well as Commercial Plant Rooms especially managing the Pre Winter Health Check to each property connected to a Communal system?\nAs part of the contract requirements, the successful contractor is expected to operate a fully functional local office within 35 miles of the Civic Centre, CT20 2QY, providing welfare and meeting facilities as well as a reliable internet and communication infrastructure. \nWhat would be your arrangements for managing  Commercial Merchants for the quick turnaround times for parts that are needed especially when a complete site is down?\nFor FHDC district boundaries, please see link below:\nPublic Elections\nYour response should also address:\n\u2022\tHow you will provide a fully operational local office within 35 miles of the Civic Centre, CT20 2QY, including welfare and meeting facilities, as well as robust IT and communications infrastructure. Indicate whether you currently have such a facility or plan to establish one, with details on timing and location.\n\u2022\tThe organisational structure you will put in place for contract management, including key personnel, their roles, qualifications, and reporting lines (please include an organogram).\n\u2022\tYour strategy for maintaining sufficient staffing and resources from contract commencement and throughout its duration to ensure service reliability.\n\u2022\tHow will you organise the right qualified staff to attend each call out, whether it\u0027s a complete shut of the whole service from the Plant Room or an individual dwelling without heating or hot water?\n\u2022\tQuality assurance methods you will employ to guarantee workmanship standards and adherence to health and safety regulations.\n\u2022\tYour approach to meeting response time targets for emergency and routine callouts, including out-of-hours arrangements.\n\u2022\tThe workflow from initial repair request through to job completion and closure, supported by a process map (not counted in word limit). Please also provide your plan for handling increased demand during winter months (also not included in word count).\n\u2022\tMethods for supervising and supporting your field engineers, monitoring their performance, and ensuring compliance with health and safety obligations on-site.\n\u2022\tHow you will communicate effectively with residents, particularly those who are vulnerable or face communication barriers, to schedule appointments and minimise disruption during maintenance work.\nPlease include a winter surge plan to demonstrate seasonal preparedness (not included in the word count).",
              "name": "Contract Management",
              "numbers": [
                {
                  "number": 20,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Describe your system for monitoring, managing, and reporting on contract performance, with a particular focus on the Key Performance Indicators (KPIs) outlined in Appendix F.\nPlease include:\n\u2022\tThe technology and processes you will use to track performance against KPIs.\n\u2022\tHow you will report performance data to the Council, specifying formats, reporting frequency, and communication channels.\n\u2022\tPreventative strategies to consistently meet or exceed targets.\n\u2022\tCorrective actions planned if performance falls short of agreed standards.\n\u2022\tYour approach to driving continuous improvement and maintaining high client satisfaction throughout the contract term.\nYou must demonstrate how you will achieve or exceed the following KPIs: (Please note full KPI list set out in Appendix G).",
              "name": "Contract Performance in line with agreed KPI\u0027s",
              "numbers": [
                {
                  "number": 20,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "FHDC has made a climate pledge and aims to become carbon neutral by 2030. Details on the action the Customer is taking can be found at \nfolkestone-hythe.gov.uk/climatechange.\nIn line with this commitment, the Council expects suppliers to adopt environmentally sustainable and responsible practices in the delivery of services.\nPlease describe your strategy for embedding sustainability and innovation throughout contract delivery, considering both operational and strategic levels. This might include, but is not limited to:\n\u2022\tInnovative technologies or practices that reduce greenhouse gas emissions or energy consumption in maintenance and repairs.\n\u2022\tDigital solutions that improve efficiency and reduce paper use or travel-related emissions (e.g., remote diagnostics, IoT-enabled monitoring).\n\u2022\tCircular economy principles such as refurbishment, reuse of components, or sustainable sourcing of materials.\n\u2022\tCollaborative initiatives with other contractors, local authorities, or community groups to enhance environmental outcomes.\n\u2022\tLong-term plans to support decarbonisation of heating and gas systems in line with evolving regulations and technology advancements.\n\u2022\tMethods to track, audit, and transparently report environmental impact beyond statutory requirements, including any third-party certifications or benchmarking.\nExplain how these innovations will be implemented, monitored, and reported to the Council to demonstrate measurable environmental progress throughout the contract term.",
              "name": "Carbon Reduction",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "FHDC\u0027s Corporate Plan \"Creating Tomorrow Together\" sets out the council\u0027s guiding principles and service ambitions. The Corporate Plan can be viewed at folkestone-hythe.gov.uk/creatingtomorrowtogether.\nAs part of this Contract, Folkestone and Hythe District Council encourages bidders to propose innovative and sustainable approaches to social impact that will foster meaningful community engagement and long-term benefits, beyond traditional social value commitments\nPlease outline your vision and detail specific initiatives to:\n\u2022\tFoster skill development and employability within the local community through creative training, apprenticeships, or partnerships with educational institutions.\n\u2022\tPromote inclusivity by supporting underrepresented groups and vulnerable populations through tailored engagement or employment opportunities.\n\u2022\tCollaborate with local organisations to co-design community projects that address specific local challenges or priorities (e.g., energy poverty, health and wellbeing, social isolation).\n\u2022\tUtilise your supply chain to maximise local economic growth, including developing new local suppliers or social enterprises.\n\u2022\tImplement digital or technological solutions to improve communication, resident engagement, or social outcomes linked to the contract.\n\u2022\tSupport these goals through concrete commitments such as dedicating staff time to community events (e.g., Clean-up days, safety awareness), donating or loaning equipment for Council projects, providing training, apprenticeships, mentoring, or placements (especially for disadvantaged residents), and prioritising local suppliers to boost the regional economy.\n\u2022\tMeasure and report on social value impact using meaningful, quantifiable indicators and feedback mechanisms to ensure continuous improvement and transparency.\nDemonstrate how these commitments will be embedded into your contract delivery model and how progress will be tracked and reported to the Council",
              "name": "Social Value",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59+01:00",
          "maxExtentDate": "2031-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Extension option of up to 24 months dependent on the satisfactory performance of the contractor and presuming no significant changes to FHDC\u0027s requirements"
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 715000,
          "amountGross": 858000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2028-08-01T23:59:59+01:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "Submission must be via www.kentbusinessportal.org.uk (proContract)",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-09-15T13:00:00+01:00"
    },
    "title": "Commercial Gas Servicing, Maintenance and Associated Works",
    "value": {
      "amount": 715000,
      "amountGross": 858000,
      "currency": "GBP"
    }
  }
}