Facilities management

I am writing to make a request for information under the Freedom of Information Act 2000 regarding facilities management, estate management and/or commercial building maintenance tenders undertaken by your organisation.

Specifically, I would like to request the following information:

Tender Process

• Anticipated return to market dates for any relevant tender notices or advertisements and the expected platforms to be used.

Devon Maintenance Panel Agreement – Anticipated return to market date is January 2028

Devon and Somerset Standing List of Approved contractors – We anticipate reopening this arrangement annually for suppliers to join. Anticipated reopening date is June 2026

Devon Service Term Contract – Anticipated return to market date is October 2031 if extensions are taken .

All tender documents will be published on the Authority’s electronic tendering portal called Supplying the Southwest Procurement Portal. (www.supplyingthesouthwest.org.uk).

• Any minimum requirements (financial, professional, or otherwise) that bidders will have to meet.

Bidders have to pass certain minimum requirements and this is in form of Pass/Fail questions around their financial capacity, technical and legal ability

Financial Capacity includes assessment of turnover, gearing ratios, current ratio e.t.c

Professional – Includes previous experiences and accreditation depending on the specialist nature of the work.

SSIP is a major requirement for all these contracts.

Contract Award Details

• The name of the successful contractor(s), along with the total contract value and duration detailing if these are fixed service costs or reactive and project works / combined.
• The contract commencement date, duration and potential extensions, if included.
• A summary of the services included in the contract.
• A record of any significant changes or variations to the scope of works, contract value, or timeframe since contract award.

Devon Service term contract commenced 1^st April 2024 and is to end 31^st March 2028 with an option to extend for a further 4 years. The services required under the contract include the servicing, inspection and testing (Planned Services) of mechanical and electrical installations covered by each Lot along with breakdowns, repairs and renewals (Reactive Services). No changes have been made to this contract.

The below is the link to the award notice which shows the total contract value and successful contractors.

CP2336-23 Devon Service Term Contracts – Find a Tender

The Devon Maintenance Panel Agreement Framework(MPA) – This framework agreement commenced 1^st July 2024 and is to end 30^th June 2028. The MPA is to provide minor property maintenance works of up to £25,000 in value per occurrence to premises within the Authority and partner organisations. The contract award notice shows the providers on the framework and the estimated total contract value.  No changes have been made to this contract. Please see link to the notice –   CP2455-23 Devon Maintenance Panel Agreement 2024-2028 – Find a Tender

Devon and Somerset Standing List of Approved contractors (SLoAC) -The SLoAC commenced 14^th April 2025 and will operate for 4 years with an option to extend for a further 4 years. The SLoAC provides a set of pre-qualified contractors for Maintenance, Improvement, and Building Works up to £2,000,000 per project, with most works ranging between £5,000 and £250,000, and for works below £5,000. The award of specific projects will be subject to a competitive procurement process for each individual project. No changes have been made to this arrangement.

A list of successful contractors on the SLoAC can be seen at contractors

Documentation

• Copies of the tender return documents for the current service provider that are not exempt from FOI requests.

This is available on the portal referred to above.