Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea

SOUTHEND-ON-SEA CITY COUNCIL

This public procurement record has 4 releases in its history.

Award

21 May 2026 at 15:32

Award

14 Apr 2026 at 15:01

Tender

12 Dec 2025 at 09:38

Planning

23 Sep 2025 at 15:47

Summary of the contracting process

Southend-on-Sea City Council has recently awarded a contract for the provision of servicing and maintenance of air conditioning and ventilation equipment across Southend-on-Sea. The procurement, with an Open procedure, covers public buildings and encompasses low-value installations, servicing, maintenance, and responsive repairs. Notably, contractors are required to hold F-Gas Certification. The contract, identified under DN791548, commenced on 1st June 2026 and has a duration of three years with an optional extension of up to three more years. The tender process is completed, with the active contract awarded to R & A Mechanical Services Ltd, valued at £425,433.60 gross. This opportunity was part of Southend-on-Sea City Council's ongoing efforts to improve local infrastructure and service delivery as a sub-central governmental authority in the UK region UKH31.

This tender offers a significant opportunity for businesses specialising in cooling and ventilation equipment, particularly those experienced in public building services. The contract includes a 24-hour response requirement for call-outs, creating ongoing work for businesses adept at providing rapid and reliable service. Small and medium-sized enterprises (SMEs) are particularly well-suited for this contract, given the emphasis on technical qualifications, such as NVQ Level 2, membership in accredited trade associations, and the ability to adapt to the changing needs of the council, especially in light of potential governmental restructuring impacts in Essex. The open and competitive nature of the tender and its scalable options ensure that suitable businesses can align themselves for growth and build lasting relationships with the local government.

How relevant is this notice?

Notice Title

Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea

Notice Description

Southend on Sea City Council is seeking to engage an experienced and qualified supplier to fulfil low value installations, servicing, maintenance and responsive repairs to air conditioning and ventilation equipment within Public Buildings (excluding Housing Stock) and delegated properties (i.e. Schools and Community Buildings). The contract will a 24-hour response to call outs with a 1-hour response time in respect to some buildings. The contract will include a planned service and maintenance schedule and schedule of rates for repairs and new works. All potential contractors must hold F-Gas Certification. The duration of the contract is for 3 years with the option to extend for up to an additional 3 years. The contract will be let under a JCT Measured Term Contract

Lot Information

Lot 1

Options: At the request of the Council the addition / omission of sites, replacement equipment all in accordance with the JCT Measured Term Contract 2024 Edition and Pricing Schedules.

Renewal: The Contract may be extended beyond the Initial Term on a maximum of 3 (three) occasions, for a period of up to 1 (one) year on each occasion (each a "Renewal Period") at the Council's sole discretion, by the Council giving the Successful Supplier not less than 3 (three) months' notice prior to the expiry of the Initial Term or the Renewal Period (as applicable).

Planning Information

Early Market Engagement: Southend-on-Sea City Council wishes to receive information and market knowledge from potential suppliers within the air conditioning and ventilation servicing and maintenance sector. The Market Engagement Documents can be accessed via: https://procontract.due-north.com/Advert?advertId=690ee163-8d98-f011-813a-005056b64545&p=b16526a7-7dbd-e611-8118-000c29c9ba21 The deadline for receipt of clarification requests or further information requests, relating to this process is: 18:00 on Wednesday 8th October 2025. The deadline for submission of completed responses relating to this process is: 12:00 noon on Tuesday 14th October 2025. Procurement reference: DN791548.

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05a079
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/047359-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

45 - Construction work

50 - Repair and maintenance services


CPV Codes

42500000 - Cooling and ventilation equipment

45331000 - Heating, ventilation and air-conditioning installation work

50700000 - Repair and maintenance services of building installations

Notice Value(s)

Tender Value
£540,000 £500K-£1M
Lots Value
£540,000 £500K-£1M
Awards Value
£354,528 £100K-£500K
Contracts Value
£354,528 £100K-£500K

Notice Dates

Publication Date
21 May 20261 months ago
Submission Deadline
28 Jan 2026Expired
Future Notice Date
12 Nov 2025Expired
Award Date
1 Apr 20262 months ago
Contract Period
31 May 2026 - 31 May 2029 3-4 years
Recurrence
2031-12-01

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
SOUTHEND-ON-SEA CITY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
SOUTHEND-ON-SEA
Postcode
SS2 6FA
Post Town
Southend-on-Sea
Country
England

Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH3 Essex
Small Region (ITL 3)
TLH31 Southend-on-Sea
Delivery Location
TLH31 Southend-on-Sea

Local Authority
Southend-on-Sea
Electoral Ward
Victoria
Westminster Constituency
Southend East and Rochford

Supplier Information

Number of Suppliers
1
Supplier Name

R & A MECHANICAL SERVICES

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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