FRAMEWORK CONTRACT - PROVISION OF GENERAL MAINTENANCE WORKS FOR OFFICE AND RESIDENTIAL PROPERTIES AT BRITISH HIGH COMMISSION LUSAKA

Award Criteria

Award is based on MAT (60% quality / 40% price). Bidders must pass compliance and meet the technical threshold. Contracts will be awarded to the top three suppliers with the highest combined scores.

Description

This procurement relates to the establishment of a framework agreement for the provision of general maintenance works at the British High Commission (BHC) Lusaka estate. The requirement covers both office and residential properties, ensuring that all facilities are maintained in a safe, functional, and compliant condition at all times. The procurement is based on the Terms of Reference (ToR), which define the service scope, performance standards, and delivery expectations for a comprehensive maintenance contract. The estate consists of 18 properties, including the BHC office, the High Commissioner’s Residence, Leopards Green Compound (10 properties), and standalone residential houses. Procurement Approach The Foreign, Commonwealth & Development Office (FCDO) intends to appoint up to three (3) suitably qualified and experienced contractors under a multi-supplier framework agreement. This approach is designed to: • Ensure operational resilience and continuity of service • Provide flexibility and responsiveness across multiple sites • Enable rapid mobilisation for emergency and urgent works • Support efficient workload allocation across contractors • Deliver value for money through a competitive procurement process The Procurement Hub is seeking stakeholder endorsement of this approach prior to execution. Scope of Goods, Services, and Works The selected contractor(s) will provide a fully managed general maintenance service, including labour, supervision, materials, tools, and equipment required to undertake both reactive maintenance and planned preventative maintenance (PPM). The scope includes, but is not limited to: 1. Building Fabric and Structural Maintenance 2. Roofing and Waterproofing 3. Painting and Finishes 4. Carpentry and Joinery 5. Metalwork and Welding 6. Flooring and Tiling 7. External and Grounds-Related Works All services must be delivered in accordance with relevant health and safety standards, local regulations, and industry best practices. Service Delivery Requirements The contractor(s) must provide a 24/7 service with clearly defined response times: Additional requirements include: • Continuous availability for emergency call-outs • Regular communication and reporting to the Contract Manager • Quarterly reporting on service delivery performance • Liability for any damage caused through contractor negligence Extent and Volume of Requirement • The requirement is demand-led, with no fixed quantities • Works will include a mix of reactive repairs, planned maintenance, and minor installation works • Contractors must be able to manage multiple concurrent work orders across different sites Contract Duration • Initial contract period: 36 months • Optional extension: 12 months, subject to satisfactory performance of the preferred service providers

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