Westminster Housing Responsive Repairs and Major Works Contracts

Westminster City Council (the ‘Council’) has a statutory duty to deliver repair and maintenance services to its 21,000-strong housing stock, comprising approximately 43% leasehold properties, 57% tenanted homes and 145 High Rise Buildings (HRB) across the Borough. It is also worth noting that 41% of the Council’s housing stock is located within a conservation area, whereas 17% of the buildings are listed properties.

Furthermore, the Council delivers major works and planned cyclical construction-based maintenance with the view of continuously improving the physical and social infrastructure of its housing stock. Currently housing repairs, maintenance and works are delivered via eight (8) Term Partnering Contracts (‘TPC’) which were procured in 2017 and 2019 for a period of up to ten (10) years as follows: • Responsive Repairs and Voids • Major Works (2 separate contracts covering North and South of the Borough) • Mechanical • Electrical • Domestic Heating • Lifts • Aids & Adaptations The Council is intending to re-procure these contracts based on revised scopes as part of an overarching Strategic Alliance Agreement, based on the FAC-1 Framework Alliance Agreement which all appointed contractors will be required to sign up to along with the contract documents specific to each requirement.

Taking into account the differing expiry dates of the TPCs, the various Section 20 consultation requirements, as well as the indicative timelines associated with each retendering process, the Council determined that the re-procurements will be delivered in tranches. The Council issued a Preliminary Market Engagement (PME) Notice related to this procurement (Ref 2025/S 000-061916) on 2nd October 2025 (https://www.find-tender.service.gov.uk/Notice/061916-2025) supplemental to PME Notice with reference 2025/S000-022847 dated Monday 19th May 2025 (https://www.find-tender.service.gov.uk/Notice/022847-2025) for the purpose of inviting interested market suppliers to engage in detailed consultation around the proposed procurement model and the new contract opportunities for responsive repairs and voids and major works.

For information, and in addition to the existing TPCs referenced above, the Council will also be procuring the following requirements through separately regulated processes: Establishment of a Planned Preventative Works Framework Specialist repair and maintenance contracts, including but not limited to minor works, roofing, damp and mould, plumbing and drainage Various Health & Safety Compliance contracts, and Establishment of a Professional Services Framework This tender notice provides details of the procurement for the Responsive Repairs & Voids contract and the Major Works contracts, which form part of the first tranche. The procurement is a lotted Procurement with Responsive Repairs & Voids constituting Lot 1 and Major Works constituting Lot 2.

The procurement is to be conducted as a Competitive Flexible Procedure (CFP) and the structure will follow the same approach for both lots: a. Combined Conditions of Participation (COP) and Invitation to Submit Initial Tenders (ISIT) stage, b.

Shortlisted Tenderers will be invited to participate in Technical and Commercial Dialogue, c. all Tenderers who participated in the Dialogue stage will be issued with an Invitation to Submit Final Tenders (ISFT), d. final tenders will be assessed and a most advantageous tenderer identified in line with section 19 of the Procurement Act 2023. However, the Council does not wish the same supplier to be awarded both lots and therefore has set bidding restrictions as outlined further in this notice.

The Client reserves the right, at its sole discretion, to update, modify or issue supplementary documentation at any time during the procurement process to clarify any issue or amend any aspect of the associated tender documents by notification to the Tenderers in writing. The Council may, in its absolute discretion, exercise the option to extend any deadline in the event that subsequent documentation is issued or for any other reason.

The Responsive Repairs & Voids contract will cover the delivery of responsive and emergency repairs to occupied dwellings in line with statutory timescales, as well as communal repairs across internal and external shared areas. It also includes minor and major works to bring empty homes to the Council’s lettable standard (voids) and retrofit works to both occupied and unoccupied properties.

The contractor will also provide all associated temporary works, professional services, and resident liaison support needed to ensure effective communication and service delivery. The appointed contractor must comply with the technical standards and relevant regulatory requirements as detailed in the Lot 1 General Requirements Term Brief and the Lot 1 Technical Term Brief (each of which is an associated tender document issued with this Tender Notice).

The contract is to be procured for an initial term of five (5) years with an option to extend for further periods of three (3) years and two (2) years at the Council’s discretion – extensions will be subject to budget availability, value for money considerations and the Contractor’s performance in previous years. Contract commencement date: 31/08/2027, latest contract expiry date: 30/08/2037 The Procurement will result in the award of a single contract to the top-ranking Tenderer based on the Most Advantageous Tender (MAT).

Form of Contract: Term Alliance Contract (TAC-1). The deadline for Lot 1 Clarification Submissions will be Wednesday 13th May 2026 (16:00pm) and the deadline for responding to the Lot 1 COP/ISIT Tender Pack by way of a Lot 1 COP/ISIT Submission will be 12:00 noon on 01st June 2026.

The estimated award decision date for Lot 1 is 26th April 2027. This lot covers planned and cyclical major works to the Council’s housing stock, delivered broadly in line with the RIBA Plan of Work 2020.

Contractors may be instructed to undertake a range of capital improvements, component replacements, and major repairs as detailed in the Term Brief. The scope and volume of works will be determined by the Council based on asset management priorities, stock condition, estate regeneration needs, resident input, and available budgets, including considerations of leaseholder affordability.

Following internal review and approval of the Task Proposal, the Council shall issue to an Order thus formally instructing the relevant contractor to undertake the required works. The Contract is to be procured for an initial term of five (5) years with an option to extend for further periods of three (3) years and two (2) years at the Council’s discretion – extensions will be subject to budget availability, value for money considerations and the individual Contractor’s performance during the initial term.

Contract commencement date: 09/01/2028, latest contract expiry date: 08/01/2038 A Lot 2 Descriptive Document is estimated to be released in early April 2026. The Lot 2 COP/ISIT Tender Pack is estimated to be released in June 2026.

There will be an extended tender submission deadline to ensure compliance with the Procurement Act 2023 and give potential bidders a chance to properly respond. However, the procurement of Lot 2 will be running on different timings to Lot 1 and has its own Lot 2 timetable (which is issued in conjunction with this Tender Notice).

The deadline for Lot 2 Clarification Submissions will be 10th September 2026 (16:00pm) and the deadline for responding to the Lot 2 COP/ISIT Tender Pack by way of a Lot 2 COP/ISIT Submission will be 12:00 noon on 30th September 2026. The estimated award decision date for Lot 2 is 15th September 2027.

The procurement will result in the award of two (2) city-wide contracts to the two top-ranking Tenderers based on the Most Advantageous Tender (MAT). Form of Contract: Term Alliance Contract (TAC-1). The Winning Tenderer will be required to sign the Strategic Alliance Joining Agreement which will be included as a pre-condition in the TAC-1.