Term Service Contract for Lifts & Associated Equipment

INTRODUCTION

Portsmouth City Council (the Council) is inviting expressions of interest from suitably experienced contractors for the responsive repairs, servicing, planned preventative maintenance and project replacement of lifts across the Council's entire property portfolio. The portfolio currently equates to approx. 121 housing lift assets and 60 commercial (Landlord) lift assets.

SCOPE, VALUE & OPTIONS

The Council's lift stock has undergone significant investment and replacement programmes are in place to update the lift stock on a constant rolling programme basis. The Council's lift stock is monitored using TVLC (Thames Valley Lift Controls) EMU remote monitoring units and TVLC CMS anywhere software.

Contractors must have the ability to effectively service and maintain the Council's existing lift portfolio as well as providing complete flexibility in respect of lift manufacturers, models, technologies, etc. for any new installations.

Contractors must also be prepared to purchase and use the lift monitoring software which the council is rolling out across its portfolio. Contractors must hold Lift & Escalator Industry Association (LEIA) or equivalent membership at point of application which must be maintained throughout the term of the contract.

The majority of the Council's lift stock are traction open protocol equipment using the combination following manufactures for bespoke designed lift equipment:

• Lester Controls
• Internation Lift Equipment
• Kollmorgen
• Ziehl Abegg
• Sassi
• Thyssen
• Hydraulic - Algi
• G.A.L door equipment

The majority of the equipment in existing building have been provided with a traditional lift machine room type arrangement. There are a minor number of MRL package type lifts including the following manufacturer installed in typically new buildings:

• Orona (3)
• Gladiator (4)
• Doppler/Lester (3)
• CE Lifts (1)
• TKE (1)

A detailed inventory which lists equipment installed, locations, servicing schedule and maintenance refurbishment history is included within the Project Info & Instructions accessible via the Council's e-sourcing solution InTend using the following link:

in-tendhost.co.uk/portsmouthcc/aspx/home ↗

The primary scope of works which will be covered under the contract encompasses, but is not limited to, the following:

• Reactive repair response to be available 24 hours a day 365 days a year
• Staffed call centre 24 hours a day 365 days a year
• Emergency call out response time within 1 hour
• Variety of call out response times to be available ranging from 1 hour to 28 days
• Routine servicing of lift assets as per statutory legislation and British standards
• Planned preventative maintenance to lift equipment
• Minor installations and replacements of lift equipment
• Minor upgrade and replacement of key components of lift equipment
• Full modernisations of existing lift equipment
• New installation of lifts within both new and existing buildings
• Management and use of intelligent remote monitoring equipment to drive reliability of the lifts.
• Provision of servicing and reactive work paperwork in electronic format
• Inputting of servicing and repair information into Portsmouth City Council's web-based database in real time conditions.

The contractor will be required to resource an effective out of hours service which is available all 365 days of the year.

The value of the term servicing, maintenance and repairs elements which will be under contractual exclusivity ranges from £300k - £600k per annum. Project works which encompass upgrades, modernisations, new installations, etc. may be awarded to the contractor or sourced via alternative routes at the sole discretion of the Council. The value of project work let via the Council ranges from approx. £1M - £2M per annum.

There is no guarantee that project work will be let via the agreement and if it is let via the agreement will be maintained at a consistent year on year value. Award of project work via the agreement will be subject to performance, capacity and funding availability.

The Council may also, again at its option and subject to capacity and competency of the contractor appointed, add servicing, maintained and upgrade / installation of other related types of equipment such as stairlifts, through floor lifts, etc. either via direct delivery or management of sub-contractors. The value of this additional work could equate to approx. £100k - £200k per annum.

There will also be an option for other local government bodies within fixed geographical areas of Hampshire, West Sussex and Isle of Wight to make use of the contractual arrangements via entering into a managed service arrangement with the Council. The Council may then utilise the contractor to undertake works delivery under contract with the Council. This will be subject to the Council's express agreement and subject to capacity and agreement of the contractor. Whilst no binding value can be provided for the value of this additional work it could equate to an additional £1M per annum.

Applying the above value estimates on a non-binding basis which places no obligation or upper / lower value caps upon the Council spend via the contract over the maximum 10 year term could theoretically range from as much as £3M to £38M and beyond. However, a more realistic value range of spend over this term is likely to be in the region of £10M - £20M.

CONTRACT TERM, OPTIONS, FORM & MANAGEMENT

The Council is targeting to have awarded the contract by 11th December 2021 to allow for commencement on 4th April 2022. Service requirements are currently delivered via an existing contractual arrangement with CES Limited which is due to expire on 31st March 2022 following utilisation of all available extension options.

The contract will be let on an initial base term of 5 years with the option to extend by a further 5 years to a maximum total term of 10 years in increments of no more than 5 years at any one time.

The contract will be ma…