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Scope

Reference

PRT-ITS-WPG-2026-0013

Description

This contract is for the provision of transport infrastructure planned and reactive maintenance across TFWM's asset portfolio (bus stations and park and ride sites), including proactive and reactive maintenance tasks, PAT testing and provision of a helpdesk service to manage tasks.

There are 5 key requirements set out in this specification, these are:

Planned Maintenance

Reactive Maintenance

Portable Appliance Testing

Helpdesk

Semi-Skilled Operative

These services will be delivered in line with the following objectives:

- The provision of Planned Preventative Maintenance (PPM) services to the Mechanical and Electrical (M&E) plant & equipment included within the contract

- The provision of reactive and emergency maintenance services to the Building Fabric and all M&E plant and equipment included within the contract

- The provision of "ad-hoc" escort / access assistance to all specialist Service Providers, engaged in the delivery of these services

- The carrying out of regular condition inspections across the facilities, at agreed intervals

- Ensuring that all Statutory and Legislative compliance maintenance works are carried out to all M&E plant & equipment covered in this specification

- The provision of specialist maintenance where required

- The provision of a comprehensive Planned and Reactive maintenance service across the facilities that complies with the standards and provisions as outlined within this specification

TfWM has made a commitment to and is working to develop good practice in infrastructure sustainability, including green and sustainable technologies in the design, refurbishment and maintenance of transport infrastructure facilities. The Service Provider will be required to demonstrate a commitment to sustainability by integrating sustainable development into their operating practices and culture throughout the Contract. This can be achieved by using low fuel consumption and emissions vehicles, optimising visits to each site, recycling of waste materials, disposing of any controlled waste in an approved manner, working with reusable components, using innovative designs and green technology or ethically sourced materials.

Total value (estimated)

• 拢5,500,000 excluding VAT
• 拢6,600,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 August 2026 to 31 March 2031
• Possible extension to 31 March 2036
• 9 years, 8 months

Description of possible extension:

The Contract will include two (2) optional extension periods in 1 x 3-year and 1 x 2-year increments. The final, potential end date if all extensions are invoked will be 31st March 2036.

Main procurement category

Services

CPV classifications

• 50000000 - Repair and maintenance services

Contract locations

• UKG - West Midlands (England)

Participation

Legal and financial capacity conditions of participation

Bidders must already have, or commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:

Employer's (Compulsory) Liability Insurance = 拢10,000,000

Public Liability Insurance = 拢10,000,000

Professional Indemnity Insurance = 拢2,000,000

Bidders must complete WMCA's Financial Risk Assessment Tool and engage with WMCA prior to the end of the clarification period, if showing as 'Flag as Risk' or 'Fail' on any metrics.

Technical ability conditions of participation

Bidders must confirm that they have the human and technical resources to perform the contract to ensure compliance with the General Data Protection Regulation (GDPR).

Bidders must confirm if they are a 'relevant commercial organisation' as defined in the Modern Slavery Act 2015 and if yes, must confirm that they are compliant with the annual reporting requirements contained within Section 54 of the Act.

Bidders must confirm that they would be prepared to pay the real living wage if they are successful in winning this contract.

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

7 April 2026, 5:00pm

Tender submission deadline

28 April 2026, 12:00pm

Submission address and any special instructions

To access tender documents, please firstly register on Proactis, WMCA's e-tendering platform. Registration link below;

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

29 May 2026

Award criteria

Other information

Description of risks to contract performance

The below risks have been identified but, the likelihood of the risk materialising, or the impact if it did materialise, are not yet quantifiable. Should one or more of these risks materialise, a subsequent modification to the public contract under paragraph 5 of Schedule 8 to the PA2023 (modification of contract following materialisation of a known risk) may be undertaken.

Risk

Escalation of international conflicts / Increase of trade tariffs / Emergence of Epidemic/Pandemic .

Impact to satisfactory performance of the contract

Significant rise in costs or lack of availability of equipment and materials.

Why it is not possible to address within the contract

Cannot predict availability issues, contracts can cover increased costs to a point, however not significant rises.

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Special regime

Utilities

Justification for not publishing a preliminary market engagement notice

Market engagement was carried out in November 2024. Notice has been published:

UK2: Preliminary market engagement notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2026/S 000-002164

Procurement identifier (OCID): ocds-h6vhtk-060374 (view related notices)

Published 12 January 2026, 10:49am

Contracting authority

West Midlands Combined Authority

• Public Procurement Organisation Number: PGMD-1353-PZVX

16 Summer Lane

Birmingham

B19 3SD

United Kingdom

Email: procurement.team [at] wmca.org.uk

Region: UKG31 - Birmingham

Organisation type: Public authority - sub-central government