RHPS HVAC and BMS Servicing and Maintenance

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05d0f6-2025-10-29T14:05:15Z",
    "date": "2025-10-29T14:05:15Z",
    "ocid": "ocds-h6vhtk-05d0f6",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PGLT-2499-PJTM",
            "name": "The Royal Household",
            "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": "nik.vidler@royal.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PGLT-2499-PJTM",
        "name": "The Royal Household"
    },
    "tender": {
        "id": "RHPS0026",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "RHPS HVAC and BMS Servicing and Maintenance",
        "description": "This procurement exercise consists of three lots: Lot 1: London HVAC Servicing and Maintenance - Contract Reference: 0027/PPTO Lot 2: Windsor HVAC Servicing and Maintenance - Contract Reference: 0026/PPTO Lot 3: BMS Maintenance at the Windsor Estate - Contract Reference: 0051/PPTO To view this notice, please click here: https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=990508940",
        "status": "active",
        "items": [
            {
                "id": "Lot 1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "42512300",
                        "description": "HVAC packages"
                    },
                    {
                        "scheme": "CPV",
                        "id": "50000000",
                        "description": "Repair and maintenance services"
                    }
                ],
                "relatedLot": "Lot 1"
            },
            {
                "id": "Lot 2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "42512300",
                        "description": "HVAC packages"
                    },
                    {
                        "scheme": "CPV",
                        "id": "50000000",
                        "description": "Repair and maintenance services"
                    }
                ],
                "relatedLot": "Lot 2"
            },
            {
                "id": "Lot 3",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50324100",
                        "description": "System maintenance services"
                    }
                ],
                "relatedLot": "Lot 3"
            }
        ],
        "value": {
            "amountGross": 8700000,
            "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 14th November 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 indicative award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 16th January 2026 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. Access Code : AC44ZCZJ96 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": "2025-11-14T11:00:00+00:00",
        "enquiryPeriod": {
            "endDate": "2025-11-07T11:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-04-03T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "Lot 1",
                "title": "London HVAC Servicing and Maintenance",
                "description": "The contract shall encompass sites within the London Estates. This includes Buckingham Palace, The King's Gallery, Buckingham Palace Royal Mews, St James' Palace, Clarence House, Marlborough House (selected services only), Marlborough House Mews and Kensington Palace. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of HVAC systems, including both domestic and commercial gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, filtration and dosing systems, expansion vessels etc), across all sites detailed above. b. Reactive maintenance and repairs of HVAC systems, including both domestic and commercial gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, filtration and dosing systems, expansion vessels etc), across all sites detailed above. c. Undertake asset verification dilapidation surveys and energy optimisation investigations. d. Full service contract management to provide, but not limited to, proactive scheduling management of reactive programme and activities, stakeholder liaison, logistical support, permits to work, KPI tracking and monitoring, all provided through a dedicated on-site contract manager. e. Carry out internal audits, both procedural and technical, to ensure alignment with contract KPIs, reporting outcomes to RHPS at regular intervals. f. Provide pre-booked standby support at planned events on site, and ability to attend a reactive call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours - 24 hours a day, all year round. g. Receive, update and close out work using the RHPS CAFM system (INVIDA). h. Providing quotes on request for replacement parts for all items that are maintained within this contract. i. Performance of all maintenance services in accordance with regulatory requirements and system requirements (e.g. O&M manuals and manufacturer's recommendations). j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with statutory and legislative minimum standards, European and British Standards, and relevant Building and Fire Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or an equivalent, and Gas Safe). k. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS' CAFM system (INVIDA). l. Identifying opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities. m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime",
                "status": "active",
                "value": {
                    "amountGross": 3500000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Indicative Stage 2 Weightings (subject to change) Quality 50% Price 40% Environment and Sustainability 10%",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "50%"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "40%"
                        },
                        {
                            "type": "quality",
                            "name": "Environment and Sustainability",
                            "description": "10%"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2029-09-30T23:59:59+01:00",
                    "maxExtentDate": "2031-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "2 One-Year Extension Options"
                }
            },
            {
                "id": "Lot 2",
                "title": "Windsor HVAC Servicing & Maintenance",
                "description": "The contract shall contain sites within the Windsor Estate. The Estate includes Private and State apartments, residential buildings, office space, workshops, stables, garages, gardens and grounds. The majority of the buildings are classified either as Scheduled Ancient Monuments or Listed Buildings. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of HVAC equipment, including both domestic and commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing, and plantroom equipment checks (including leak detection equipment), across all sites detailed above. b. Reactive maintenance and repairs of HVAC equipment, including both domestic and commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing and plantroom equipment checks (including leak detection equipment), across all sites detailed above. c. Undertake asset verification dilapidations surveys and energy optimisation investigations. d. Full-service contract management to provide, but not limited to, proactive scheduling, managing reactive programme and activities, stakeholder liaison and logistical support, permits to work, KPI tracking and monitoring, statutory compliance and other reporting, all provided through a dedicated on-site manager. e. Carry out internal audits, both procedural and technical, to ensure alignment with contract KPIs, reporting outcomes to RHPS at regular intervals. f. Standby support at all major planned events on site, and ability to attend a call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours - 24 hours a day, all year round. g. Receive, update and close out work using the RHPS CAFM system (INVIDA). h. Provide quotes on request for replacement parts for all items that are maintained within this contract. i. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer's recommendations). j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with statutory and legislative minimum standards, European and British Standards, and relevant Building and Fire Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or an equivalent, and Gas Safe). k. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS' CAFM system (INVIDA). l. Identifying opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities. m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime.",
                "status": "active",
                "value": {
                    "amountGross": 4900000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Indicative Stage 2 Weightings (subject to change) Quality 50% Price 40% Environment and Sustainability 10%",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "50%"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "40%"
                        },
                        {
                            "type": "quality",
                            "name": "Environment and Sustainability",
                            "description": "10%"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2029-09-30T23:59:59+01:00",
                    "maxExtentDate": "2031-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "2 One-Year Extension Options"
                }
            },
            {
                "id": "Lot 3",
                "title": "BMS Maintenance at the Windsor Estate",
                "description": "The contract shall contain sites within the Windsor Estate. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of BMS equipment across all sites detailed above. b. Reactive maintenance and repairs of BMS equipment across all sites detailed above. c. Have an on-site weekly presence (Minimum 2 days) to carry out functionality checks and reporting. d. Receive, update and close out work using the RHPS CAFM system (INVIDA). e. Providing quotes on request for replacement or new BMS equipment, where required. f. Undertake dilapidation surveys and produce costed life cycle plans for the upgrade and installation of BMS Systems across the Windsor Estate. g. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer's recommendations). h. 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 TREND and SIEMENS qualifications). i. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS' CAFM system (INVIDA). j. Monitor and identify opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities, liaising with HVAC contractor and in-house operatives to improve system efficiencies. k. Provide data storage within the BMS Systems for analysis and export and the production of regular reports. l. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime. m. Actively contribute to the Decarbonisation Agenda at Windsor Castle, working alongside the Property Section Projects team to reduce energy consumption (including attending meetings).",
                "status": "active",
                "value": {
                    "amountGross": 300000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Indicative Stage 2 Weightings (subject to change) Quality 50% Price 40% Environment and Sustainability 10%",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "50%"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "40%"
                        },
                        {
                            "type": "quality",
                            "name": "Environment and Sustainability",
                            "description": "10%"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2029-09-30T23:59:59+01:00",
                    "maxExtentDate": "2031-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "2 One-Year Extension Options"
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "067203-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/067203-2025",
                "datePublished": "2025-10-21T16:05:07+01:00",
                "format": "text/html"
            },
            {
                "id": "067281-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/067281-2025",
                "datePublished": "2025-10-21T19:05:04+01:00",
                "format": "text/html"
            },
            {
                "id": "069402-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069402-2025",
                "datePublished": "2025-10-29T14:05:15Z",
                "format": "text/html"
            }
        ],
        "amendments": [
            {
                "id": "069402-2025",
                "description": "Estimated contract values have been amended to: Lot 1: London HVAC - PS3.5m Lot 2: Windsor HVAC PS4.9m Lot 3: Windsor BMS PS300k"
            }
        ]
    },
    "language": "en"
}