Mid Sussex District Council Hard Facilities Management Services

Mid Sussex District Council is undertaking preliminary market engagement to inform the development of a potential future procurement for the provision of Hard Facilities Management services across its property estate. Mid Sussex District Council is a local authority in West Sussex, covering a district that includes the towns of Haywards Heath, Burgess Hill and East Grinstead, together with surrounding villages and rural areas.

The Council manages a varied property estate supporting public services, operational delivery, commercial activity and community use. Approximately 118 properties are expected to be included within the scope of the contract, subject to final confirmation of the property list, service requirements and procurement strategy.

The Council is seeking to understand market interest, capacity, delivery models and supplier feedback before finalising its procurement strategy, service specification, commercial approach and timetable. This notice is intended to encourage early interest from suitably experienced providers and to support an open, fair and proportionate future procurement process.

The anticipated scope may include, but is not limited to, planned preventative maintenance, statutory compliance, mechanical and electrical services, building fabric maintenance, reactive repairs, emergency call-outs, specialist servicing, asset data management, lifecycle advice, compliance reporting, minor works and works projects. The Contract may include provision for the delivery of minor works and project works up to an agreed value threshold, where these fall within the scope of the Hard FM Services.

Any such works would be instructed in accordance with the MSDC Procurement Code, financial regulation and the Council's governance requirements. The Council would retain the right to test the market, seek alternative quotations, or otherwise satisfy itself that value for money is beng achieved.

The appointed supplier will be expected to use the Council's CAFM system as required for receiving and managing work orders, updating asset and compliance records, reporting progress, and supporting effective contract management. The Council's estate may include, office, operational, commercial, public-facing and community buildings including temporary residential accommodation.

The final property list, service scope, contract value, procurement route, lotting structure and contract duration have not yet been confirmed and may be refined following this engagement. The Council is currently proposing a contract term of four years, with the option to extend by up to two further periods of one year each, subject to performance, ongoing need and the Council's governance requirements.

The anticipated contract commencement date is Summer 2027, subject to completion of procurement, award, governance approvals and mobilisation arrangements. The Council currently anticipates that the contract will be based on the NEC4 form of contract and will include requirements relating to social value, local supply chain opportunities, sustainability and wider community benefit.

The detailed contractual model, performance mechanisms and social value requirements will be developed as part of the procurement preparation process and may be informed by supplier feedback received through this engagement. This preliminary market engagement exercise is not a procurement competition and does not commit the Council to commencing any procurement, awarding any contract, or accepting any proposal.

The Council reserves the right to amend the scope, timetable, procedure, contract structure or any other aspect of any future opportunity following this engagement. Failure to respond to this notice will not affect your ability to participate in any future procurement exercise. The Council will take appropriate steps to ensure that any preliminary market engagement is conducted transparently and does not distort competition or provide any supplier with an unfair advantage.