Decision Maker: Assistant Director of Property, Estates and Assets
Decision status: Recommendations Approved
Is Key decision?: Yes
Is subject to call in?: No
To seek approval to appoint Phosters FM Ltd as
the Council’s Facilities Management Contractor for the
provision of Planned Preventative Maintenance, Compliance and
Responsive Repairs for the contract period 01/08/2025 to the
31/03/2028 with an option to extend for a further two years
(3+2).
Tenders were invited from specialist
Facilities Management Contractors to provide corporate compliance,
responsive repairs and pre-planned maintenance covering the
Council’s operational and investment properties.
A well-planned compliance, responsive repairs and pre-planned
maintenance service will ensure the Council meets its legislative
compliance obligations and provides well maintained assets which
contribute towards sustainability, business continuity and reduce
the number of, and costs associated with reactive works.
Tenders were returned from Phosters FM Ltd.
Year Value Annual Uplift
1 £114,911.71 N/A
2 £118,359.06 3%
3 £121,909.83 3%
4 £125,567.13 3%
5 £129,334.14 3%
Total £610,081.87
The option to procure individual contracts to
cover responsive repair, pre-planned maintenance and compliance was
considered and rejected for the following reasons:
• Call out response times cannot be guaranteed
• Tendering individual works contracts is officer time
intensive
• Individual contracts do not offer ‘one point of
contact’ for all
service areas
• Individual contractors do not have the ‘skill
reserves’
necessary to deliver
• Higher ‘out of contract’ rates could apply where
individual
orders are placed
Publication date: 21/08/2025
Date of decision: 21/08/2025