Servicing & Maintenance of L&Q Ventilation Systems

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                "description": "The PME questionnaire is available here https://in-tendhost.co.uk/lqsupplychainmanagement/aspx/ProjectManage/1928 L&Q are undertaking this preliminary market engagement (PME) to inform the design of a single procurement exercise comprising two separate Lots, with the intention of appointing one contractor per Lot. Purpose of this PME The purpose of this PME is to validate the proposed Lot-based procurement strategy; assess market capability, capacity, and readiness; and identify key risks, dependencies, and considerations associated with the safe and compliant delivery of ventilation servicing and maintenance. This PME is not intended to form part of any tender evaluation or selection process. Responses will be used solely to refine the procurement approach, specification, contractual framework and evaluation methodology prior to issuing the ITT. Feedback received through this PME will be used solely to refine the procurement approach and will not be used to assess supplier eligibility or advantage in any subsequent tender process. How will we set this out? L&Q intends to undertake a single tender exercise structured into two technical Lots aligned to different ventilation system types. Each Lot will be awarded to a separate contractor. This approach is designed to align specialist capability with defined scopes of work, reduce delivery and compliance risk and support a diverse and competitive supply chain. The PME uses a structured Yes / No / Maybe response format, with light operational prompts included for context only.",
                "dueDate": "2026-02-17T23:59:59Z",
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            "id": "GB-COH-IP030441",
            "name": "LONDON & QUADRANT HOUSING TRUST",
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            "contactPoint": {
                "name": "Morris Williams",
                "email": "morriswilliams@lqgroup.org.uk",
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            "id": "2023/54",
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        "title": "Servicing & Maintenance of L&Q Ventilation Systems",
        "description": "Procurement Title Servicing and Maintenance of L&Q Ventilation Systems (MVHR and Communal & Car Park) Procurement Description London & Quadrant Housing Trust (L&Q) invites tenders from suitably qualified and experienced suppliers for the provision of servicing, maintenance and reactive repair services for ventilation systems across its housing stock. The requirement covers Mechanical Ventilation with Heat Recovery (MVHR) systems and Communal and Car Park ventilation systems and includes planned servicing, responsive repairs, out-of-hours response, compliance activities and associated reporting. The procurement is being conducted as a single exercise under the Open Procedure in accordance with the Procurement Act 2023 and is structured into two technical Lots aligned to different ventilation system types: Lot 1 - Mechanical Ventilation with Heat Recovery (MVHR) systems Lot 2 - Communal and Car Park ventilation systems Bidders may submit a Tender for one Lot or both Lots; however, a supplier may be awarded a maximum of one Lot. Each Lot will be evaluated independently. There are cross-Lot operational requirements which will apply where relevant, including unified reporting, Arena defect logging, first-touch make-safe obligations and escalation service level agreements. Procedure Type Open Procedure under the Procurement Act 2023. Lots This procurement is divided into Lots. Lot 1: Mechanical Ventilation with Heat Recovery (MVHR) systems Lot 2: Communal and Car Park ventilation systems Each Lot will be evaluated and awarded separately. A supplier may be awarded a maximum of one Lot. Estimated Contract Values The estimated total contract values (inclusive of all extensions) are: Lot 1: PS4,550,000 Lot 2: PS900,000 These values are indicative only and do not constitute a commitment by the Authority. Contract Duration The anticipated contract durations are: Lot 1: Initial term of three (3) years, with the option to extend by up to two (2) further periods of one (1) year each. Lot 2: Initial term of five (5) years, with the option to extend by up to two (2) further periods of two (2) years each. Extensions are at the sole discretion of L&Q. Form of Contract JCT Measured Term Contract 2024, with Lot-specific contract documentation issued as part of the tender pack. Award Criteria The contract(s) will be awarded on the basis of the Most Advantageous Tender. Evaluation will be based on a combination of quality and price criteria. Submission Information Tender documents are available electronically via the Authority's e-tendering portal. Suppliers must submit responses in accordance with the instructions set out in the Invitation to Tender.",
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                    {
                        "scheme": "CPV",
                        "id": "45331210",
                        "description": "Ventilation installation work"
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        "procurementMethodDetails": "Open procedure",
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                "id": "1",
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                "title": "MVHR Servicing & Maintenance",
                "description": "Lot 1 relates to the provision of servicing, maintenance and reactive repair services for Mechanical Ventilation with Heat Recovery (MVHR) systems installed across London & Quadrant Housing Trust's residential properties. The services under this Lot include the planned servicing, inspection, testing, fault diagnosis, repair and replacement of MVHR systems and associated components, together with responsive and emergency call-out services, to ensure systems remain safe, compliant, and operational in accordance with applicable legislation, manufacturers' requirements and industry standards. The scope includes, but is not limited to: Routine and cyclical servicing of MVHR units and associated ductwork, vents, filters, controls and ancillary equipment. Responsive and emergency repairs, including first-touch make-safe attendance and follow-on remedial works. Inspection, testing and certification activities required to demonstrate compliance with statutory, regulatory and contractual obligations. Fault diagnosis, reporting and rectification of ventilation performance issues within residential dwellings. Replacement of components and consumable items where required to maintain system operation. Record keeping, reporting and data input in accordance with L&Q's asset and compliance systems, including the Arena defect management system. Cooperation with L&Q, residents and other contractors to coordinate access, minimise disruption and maintain service levels. Services will be delivered across L&Q's housing stock within the Authority's operational geography. The Contractor will be required to operate in occupied residential properties and must demonstrate appropriate systems for resident engagement, health and safety, safeguarding, and quality assurance. There are cross-Lot operational requirements which apply where relevant, including unified reporting, common escalation procedures and service level agreements. However, this Lot services MVHR systems only and does not include communal or car park ventilation systems. The contract for this Lot will be awarded to a single supplier.",
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                            "description": "Bidders must meet the Authority's legal and financial conditions of participation as set out in the Procurement Specific Questionnaire (PSQ), including compliance with all applicable legal requirements and exclusion grounds under the Procurement Act 2023. Bidders must demonstrate sufficient financial standing to deliver the Lot(s) for which they are bidding. This includes meeting the minimum annual turnover requirements specified for each Lot in the PSQ and confirming that they are not subject to insolvency, administration, liquidation or similar proceedings. Financial standing will be assessed on the basis of bidder self-certification at tender stage, with supporting evidence to be requested from the preferred bidder prior to contract award."
                        },
                        {
                            "type": "technical",
                            "description": "Bidders must demonstrate the technical ability and professional competence required to deliver the services in accordance with the Procurement Specific Questionnaire (PSQ). This includes confirming relevant experience, competence and capability in servicing, maintaining and repairing ventilation systems within residential and communal environments. Bidders must confirm compliance with the technical and operational requirements set out in the PSQ, including quality management, environmental management, health and safety arrangements, working at height competence and relevant industry standards or demonstrable equivalents. Compliance will be assessed on a pass/fail basis through bidder self-certification at tender stage, with verification of supporting evidence undertaken prior to contract award where required."
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                    ]
                },
                "renewal": {
                    "description": "Lot 1 - The Contract will be for an initial term of 3 years extendable at L&Q's sole option for a period of 1 + 1 years, giving a total of 5 years. Lot 2 - The contract will be for an initial term of 5 years extendable at L&Q's sole option for a period of 2+2 years, giving a total of 9 years ."
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                "title": "Communal and Car Park Ventilation Servicing & Maintenance",
                "description": "Lot 2 relates to the provision of servicing, maintenance and reactive repair services for communal and car park ventilation systems across London & Quadrant Housing Trust's residential estates and associated properties. The services under this Lot include the planned servicing, inspection, testing, fault diagnosis, repair and replacement of communal and car park ventilation systems, together with responsive and emergency attendance, to ensure systems remain safe, compliant and fully operational. The scope includes, but is not limited to: * Routine and cyclical servicing of communal and car park ventilation plant, fans, ductwork, controls, sensors and associated infrastructure. * Responsive and emergency repairs, including first touch make safe attendance and follow on corrective works. * Inspection, testing and certification of systems to meet statutory, regulatory and contractual compliance requirements. * Fault diagnosis and rectification of ventilation failures, performance issues or safety concerns within communal or car park environments. * Replacement of system components, plant and consumables as required to maintain system integrity and performance. * Out of hours attendance where required to address urgent defects or safety critical failures. * Digital record keeping, reporting and defect management using L&Q's systems, including Arena, and provision of management information to support compliance and asset planning activities. Services will be delivered across L&Q's housing stock within the Authority's operational geography and will typically involve work in communal areas and car parking facilities associated with residential developments. The Contractor will be required to coordinate with L&Q, residents, managing agents and other contractors to ensure safe access, effective programming of works and continuity of service. There are cross Lot operational requirements which apply where relevant, including unified reporting, escalation procedures, data standards and service level agreements. However, this Lot is limited to communal and car park ventilation systems and does not include MVHR systems within individual dwellings. The contract for this Lot will be awarded to a single supplier.",
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                            "description": "Bidders must demonstrate the technical ability and professional competence required to deliver the services in accordance with the Procurement Specific Questionnaire (PSQ). This includes confirming relevant experience, competence and capability in servicing, maintaining and repairing ventilation systems within residential and communal environments. Bidders must confirm compliance with the technical and operational requirements set out in the PSQ, including quality management, environmental management, health and safety arrangements, working at height competence and relevant industry standards or demonstrable equivalents. Compliance will be assessed on a pass/fail basis through bidder self-certification at tender stage, with verification of supporting evidence undertaken prior to contract award where required."
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