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RHPS HVAC and BMS Servicing and Maintenance

The Royal Household

This public procurement record has 4 releases in its history.

Award

04 Jun 2026 at 15:46

UK6 - Contract Award Notice
TenderUpdate

29 Oct 2025 at 14:05

UK4 - Tender Notice
TenderUpdate

21 Oct 2025 at 19:05

UK4 - Tender Notice
Tender

21 Oct 2025 at 16:05

UK4 - Tender Notice
Summary of the contracting process

The Royal Household in the United Kingdom has completed the procurement process for the RHPS HVAC and BMS Servicing and Maintenance, a services category tender. The project covers sites in London and Windsor, with lots focusing on HVAC and Building Management Systems maintenance. The procurement was conducted using an open, competitive flexible procedure. Key milestones included the completion status date of 4th June 2026, with contract start expected on 1st October 2026, running through 30th September 2029, plus options for two additional one-year extensions. The total contract value is spread over three lots, with Lot 1 awarded to Forth Building Services Ltd for London HVAC services and Lot 2 for Windsor HVAC services, while CBRE Managed Services Ltd secured Lot 3 for BMS maintenance at the Windsor Estate. Contracts are set to follow required standards, including statutory compliance and sustainability metrics.

This contract offers significant business growth opportunities for companies within HVAC and facilities management sectors. Small to medium-sized enterprises (SMEs) with expertise in HVAC systems, and large firms with skills in BMS maintenance, could benefit from participating in such tenders due to sizeable contract values exceeding the threshold. The demand for specialised technical knowledge in maintaining critical heritage and modern systems across high-profile sites like Buckingham Palace and Windsor Estate further underscores the importance of these contracts. Businesses capable of delivering comprehensive service management, energy optimisation, and alignment with stringent compliance requirements could find substantial opportunities in future government tenders.

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Notice Information

Notice Title

RHPS HVAC and BMS Servicing and Maintenance

Notice 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

Lot Information

London HVAC Servicing and Maintenance

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

Renewal: 2 One-Year Extension Options

Windsor HVAC Servicing & Maintenance

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.

Renewal: 2 One-Year Extension Options

BMS Maintenance at the Windsor Estate

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).

Renewal: 2 One-Year Extension Options

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05d0f6
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/052962-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

50 - Repair and maintenance services

CPV Codes

42512300 - HVAC packages

50000000 - Repair and maintenance services

50324100 - System maintenance services

Notice Value(s)

Tender Value
£8,700,000 £1M-£10M
Lots Value
£8,700,000 £1M-£10M
Awards Value
£9,137,297 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
4 Jun 20262 months ago
Submission Deadline
7 Nov 2025Expired
Future Notice Date
Not specified
Award Date
4 Jun 20262 months ago
Contract Period
1 Oct 2026 - 30 Sep 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The Royal Household
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SW1A 1AA
Postcode Area
South West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified
Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

Supplier Information

Number of Suppliers
2
Supplier Names

CBRE Managed Services Ltd

Forth Building Services Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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