Catering Equipment Servicing and Maintenance

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-054dd3-2026-01-06T19:05:10Z",
    "date": "2026-01-06T19:05:10Z",
    "ocid": "ocds-h6vhtk-054dd3",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PGLT-2499-PJTM",
            "name": "Buckingham Palace",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PGLT-2499-PJTM"
            },
            "address": {
                "streetAddress": "Buckingham Palace",
                "locality": "London",
                "postalCode": "SW1A 1AA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI32"
            },
            "contactPoint": {
                "name": "Nik Vidler",
                "email": "procurement@royal.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-03646063",
            "name": "McFarlane Telfer Ltd",
            "identifier": {
                "scheme": "GB-COH",
                "id": "03646063"
            },
            "address": {
                "streetAddress": "Unit B5 Westacott Business Centre, Westacott Way, Littlewick Green",
                "locality": "Maidenhead",
                "postalCode": "SL6 3RT",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ11"
            },
            "contactPoint": {
                "name": "George Roberts-Smith",
                "email": "george@mcft.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PGLT-2499-PJTM",
        "name": "Buckingham Palace"
    },
    "tender": {
        "id": "PPTO_0007",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Catering Equipment Servicing and Maintenance",
        "description": "The Royal Household is seeking a supplier to service and maintain all catering equipment across the London and Windsor estates: Buckingham Palace, St James's Palace, Clarence House, Kensington Palace and Windsor Castle. The scope of this contract includes: a. Planned testing and maintenance of catering equipment across all sites detailed above. b. Reactive maintenance of catering equipment across all sites detailed above. c. Standby support at all major planned events on site, and ability to attend a call-out from the Royal Household Property Section (RHPS) to an in-scope site within 2 hours and make safe within 4 hours - 24 hours a day, all year round. d. Providing quotes on request for replacement catering equipment, including electric equivalent appliances where the current appliance is gas fired. e. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer's recommendations). f. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with European and British Standards, Building and Fire Safety Regulations, and other statutory and legislative minimum standards (including F-Gas REFCOM, or an equivalent, and Gas Safe). g. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS' CAFM system (INVIDA). This tender notice is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. The procedure in this instance will consist of completion of a Procurement-Specific Questionnaire (PSQ) (stage 1) and an Invitation to Tender (stage 2). Tenderers will need to email the Royal Household Procurement team (procurement@royal.uk) to request access to the PSQ. Tenderers will need to sign up to the Royal Household's e-Sourcing platform, Delta, in order to access and return the PSQ in stage 1 and the ITT in stage 2, as well as submit clarification questions. Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier. Note that only up to the five highest-scoring responses in stage 1 will be invited to participate in stage 2. This tender will not be split into lots. To view this notice, please click here: https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=1004505478",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50800000",
                        "description": "Miscellaneous repair and maintenance services"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 780000,
            "amount": 650000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "Competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. Stage 1: completion of PSQ, which must be completed and returned to the Royal Household no later than 21st July 2025 at 1100 hours. The deadline for submission of clarification questions is 11th July 2025 at 1100 hours. Up to the top five highest-scoring responses will then be invited to submit an ITT return. Stage 2: ITT (for which the award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 8th September 2025 at 1100 hours. The deadline for submission of clarification questions will be 29th August 2025 at 1100 hours. (Dates for Stage 2 are provisional, and will be confirmed in the ITT documentation)."
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "Tenderers will need to sign up to the Royal Household's e-Sourcing platform, Delta, in order to receive the ITT and able to submit clarification questions and tender returns. Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier. Tenderers will need to be registered on the Central Digital Platform (CDP) in order to complete the PSQ. The CDP is free to use and will mean tenderers should no longer have to re-enter this information for each public procurement. The CDP is available at https://www.gov.uk/find-tender.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-07-21T10:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2025-07-11T10:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2025-10-30T23:59:59+00:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "complete",
                "value": {
                    "amountGross": 780000,
                    "amount": 650000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality",
                            "numbers": [
                                {
                                    "number": 50,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Environment and Sustainability",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-01-12T00:00:00+00:00",
                    "endDate": "2029-01-11T23:59:59+00:00",
                    "maxExtentDate": "2031-01-11T23:59:59+00:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement)."
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "032771-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/032771-2025",
                "datePublished": "2025-06-16T19:05:19+01:00",
                "format": "text/html"
            }
        ]
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 4,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "finalStageBids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "smeFinalStageBids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "title": "Catering Equipment Servicing and Maintenance",
            "status": "pending",
            "date": "2026-01-06T00:00:00+00:00",
            "value": {
                "amountGross": 795000,
                "currency": "GBP"
            },
            "mainProcurementCategory": "services",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-COH-03646063",
                    "name": "McFarlane Telfer Ltd"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "50800000",
                            "description": "Miscellaneous repair and maintenance services"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "standstillPeriod": {
                "endDate": "2026-01-15T23:59:59+00:00"
            },
            "contractPeriod": {
                "startDate": "2026-01-19T00:00:00+00:00",
                "endDate": "2029-01-17T23:59:59+00:00",
                "maxExtentDate": "2031-01-17T23:59:59+00:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement)."
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "000858-2026",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/000858-2026",
                    "datePublished": "2026-01-06T19:05:10Z",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2026-01-06T00:00:00+00:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2026-01-18T23:59:59+00:00",
                    "status": "scheduled"
                }
            ]
        }
    ]
}