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

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05a079-2026-04-14T16:01:10+01:00",
    "date": "2026-04-14T16:01:10+01:00",
    "ocid": "ocds-h6vhtk-05a079",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PJDT-6566-GZNX",
            "name": "Southend-on-Sea City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJDT-6566-GZNX"
            },
            "address": {
                "streetAddress": "Civic Centre, Victoria Avenue, Southend On Sea, Essex",
                "locality": "Southend-on-Sea",
                "postalCode": "SS2 6FA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH31"
            },
            "contactPoint": {
                "email": "procurementops@southend.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-06818928",
            "name": "R & A MECHANICAL SERVICES LTD",
            "identifier": {
                "scheme": "GB-COH",
                "id": "06818928"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PXXV-6889-HPNW"
                }
            ],
            "address": {
                "streetAddress": "2nd Floor Finance House",
                "locality": "Southend On Sea",
                "postalCode": "SS2 6UN",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH37"
            },
            "contactPoint": {
                "email": "russ@randamechanical.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PJDT-6566-GZNX",
        "name": "Southend-on-Sea City Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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.",
                "dueDate": "2025-10-14T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "059022-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/059022-2025",
                "datePublished": "2025-09-23T16:47:59+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DN791548",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea",
        "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",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "42500000",
                        "description": "Cooling and ventilation equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "45331000",
                        "description": "Heating, ventilation and air-conditioning installation work"
                    },
                    {
                        "scheme": "CPV",
                        "id": "50700000",
                        "description": "Repair and maintenance services of building installations"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-06-01T00:00:00+01:00",
                    "endDate": "2029-05-31T23:59:59+01:00",
                    "maxExtentDate": "2032-05-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "complete",
                "value": {
                    "amountGross": 540000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "technical",
                            "description": "F Gas Certification is a mandatory requirement. Engineers must hold NVQ Level 2 qualification in refrigeration and ventilation (or equivalent) Industry membership to an accredited trade association relating to air conditioning and ventilation."
                        }
                    ]
                },
                "renewal": {
                    "description": "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)."
                },
                "hasOptions": true,
                "options": {
                    "description": "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."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-11-12T23:59:59Z"
        },
        "status": "complete",
        "value": {
            "amountGross": 540000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "The procurement will be conducted electronically via the Council's e-tender facility Pro-Contract https://procontract.due-north.com. Your organisation will need to register on the e-tender system where registration is free of charge. Once you have registered you will need to express an interest in this opportunity (E-Tender Project ID: DN791548), then look at 'My Opportunities' where you will be able to view all the tender documents. Any tender queries in relation to this project must be raised as a clarification request via the messaging portal on the e-tender facility.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-01-28T12:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2026-01-19T23:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2026-04-01T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "The procurement will be conducted electronically via the Council's e-tender facility Pro-Contract https://procontract.due-north.com. Your organisation will need to register on the e-tender system where registration is free of charge. Once you have registered you will need to express an interest in this opportunity (E-Tender Project ID: DN791548), then look at 'My Opportunities' where you will be able to view all the tender documents. Any tender queries in relation to this project must be raised as a clarification request via the messaging portal on the e-tender facility.",
                "url": "https://procontract.due-north.com/"
            },
            {
                "id": "082296-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/082296-2025",
                "datePublished": "2025-12-12T09:38:41Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2031-12-01T23:59:59Z"
                }
            ]
        }
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 11,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "finalStageBids",
                "value": 11,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "smeFinalStageBids",
                "value": 11,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "title": "Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea",
            "status": "pending",
            "date": "2026-04-02T00:00:00+01:00",
            "value": {
                "amountGross": 425433.6,
                "amount": 354528,
                "currency": "GBP"
            },
            "mainProcurementCategory": "services",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-COH-06818928",
                    "name": "R & A MECHANICAL SERVICES LTD"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "42500000",
                            "description": "Cooling and ventilation equipment"
                        },
                        {
                            "scheme": "CPV",
                            "id": "45331000",
                            "description": "Heating, ventilation and air-conditioning installation work"
                        },
                        {
                            "scheme": "CPV",
                            "id": "50700000",
                            "description": "Repair and maintenance services of building installations"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKH31",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "standstillPeriod": {
                "endDate": "2026-04-24T23:59:59+01:00"
            },
            "contractPeriod": {
                "startDate": "2026-06-01T00:00:00+01:00",
                "endDate": "2029-05-31T23:59:59+01:00",
                "maxExtentDate": "2032-05-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "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)."
            },
            "hasOptions": true,
            "options": {
                "description": "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."
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "033902-2026",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/033902-2026",
                    "datePublished": "2026-04-14T16:01:10+01:00",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2026-04-14T00:00:00+01:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2026-05-08T23:59:59+01:00",
                    "status": "scheduled"
                }
            ]
        }
    ]
}