Planning

Preliminary Market Engagement For Responsive and Scheduled Maintenance of Air Conditioning Units, Air Handling Units, Dehumidifiers

SWINDON BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Planning

02 Dec 2025 at 16:49

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Swindon Borough Council is currently in the planning stage of a procurement process titled "Preliminary Market Engagement For Responsive and Scheduled Maintenance of Air Conditioning Units, Air Handling Units, Dehumidifiers." This project falls under the industry categories of air-conditioning installations, heating, ventilation, air-conditioning installation work, and miscellaneous repair and maintenance services. Located in the South West of England (region UKK14), the procurement seeks feedback from potential suppliers on the maintenance needs of air conditioning and handling units across its sheltered housing schemes and corporate civic buildings. The Council has scheduled a preliminary market engagement exercise to garner insights into market interest, contract length, capacity, and timescales. Stakeholders are invited to participate by 15:00 on 7th January 2026. The planned contract, valued at £200,000 with a gross amount of £240,000, is expected to commence on 1st May 2026 and could last until 30th April 2029, with potential renewals extending to 2031.

This tender represents a robust opportunity for businesses specialising in HVAC systems and building installations to expand their portfolio by engaging with a sub-central government authority like Swindon Borough Council. Companies offering comprehensive service and maintenance solutions, including emergency response capabilities and efficient repair services, would be particularly well-suited to compete. With approximately 180 assets requiring regular upkeep and compliance with British Standards, this engagement allows firms to showcase their expertise and propose innovative solutions for operational efficiency. Additionally, the requirement for services across weekends and Bank Holidays indicates a need for reliability and flexibility, making it a promising venture for businesses that can offer dedicated and timely service responses.

How relevant is this notice?

Notice Information

Notice Title

Preliminary Market Engagement For Responsive and Scheduled Maintenance of Air Conditioning Units, Air Handling Units, Dehumidifiers

Notice Description

Swindon Borough Council invites you to contribute to preliminary market engagement in relation to providing responsive and scheduled annual, bi-annual and quarterly maintenance of its air conditioning/air handling units and dehumidifier systems/units within our properties (6 Sheltered Housing schemes & 20 Corporate Civic buildings) comprising of approximately 180 assets. The Council intends on tendering a service and maintenance contract complying with all relevant British Standards and regulations with regards to air conditioning, air handling units and dehumidifiers systems which would also include repairing any faulty system/unit as and when required. This contract is proposed to include all call outs, fault investigations, repairs, labour, materials and travel related costs and will be required 24 hours, 7 days a week (including weekends and Bank Holidays). Reported daytime faults between 8-5pm Monday to Friday must attended within 24hrs/next working day, first time fix is expected where possible. Any reported fault to the computer suite (including weekends and bank holidays) must be attended within 4 hours, first time fix expected where possible. The purpose of this preliminary market engagement is to gain market insight into the following aspects of the project: - ? Market Interest ? Contract Length. ? Capacity ? Timescales. To participate in the Preliminary Market Engagement Suppliers will need to Register as a Supplier with ProContract, www.supplyingthesouthwest.org.uk, then Register an Interest before obtaining access to the PME documents. This preliminary market engagement exercise will close 15:00 7th January 2026, following this all responses will be reviewed by Swindon Borough Council.

Planning Information

Swindon Borough Council invites you to contribute to preliminary market engagement in relation to providing responsive and scheduled annual, bi-annual and quarterly maintenance of its air Conditioning/air handling units and dehumidifier systems/units within our properties (6 Sheltered Housing schemes & 20 Corporate Civic buildings) comprising of approximately 180 assets. The Council intends on tendering a service and maintenance contract complying with all relevant British Standards and regulations with regards to air conditioning, air handling units and dehumidifiers systems which would also include repairing any faulty system/unit as and when required. This contract is proposed to include all call outs, fault investigations, repairs, labour, materials and travel related costs and will be required 24 hours, 7 days a week (including weekends and Bank Holidays). Reported daytime faults between 8-5pm Monday to Friday must attended within 24hrs/next working day, first time fix is expected where possible. Any reported fault to the computer suite (including weekends and bank holidays) must be attended within 4 hours, first time fix expected where possible. The purpose of this preliminary market engagement is to gain market insight into the following aspects of the project: -  Market Interest  Contract Length.  Capacity  Timescales. This preliminary market engagement exercise will close 15:00 7th January 2026, following this all responses will be reviewed by Swindon Borough Council.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05ed5e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079096-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

45 - Construction work

50 - Repair and maintenance services

CPV Codes

42113161 - Dehumidifiers

42512000 - Air-conditioning installations

45331000 - Heating, ventilation and air-conditioning installation work

50700000 - Repair and maintenance services of building installations

50800000 - Miscellaneous repair and maintenance services

Notice Value(s)

Tender Value
£200,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
2 Dec 20252 days ago
Submission Deadline
Not specified
Future Notice Date
7 Jan 20262 months to go
Award Date
Not specified
Contract Period
30 Apr 2026 - 30 Apr 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SWINDON BOROUGH COUNCIL
Contact Name
Ms Jodie Wakefield
Contact Email
jwakefield@swindon.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
SWINDON
Postcode
SN1 2JH
Post Town
Swindon
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK7 Gloucestershire and Wiltshire
Small Region (ITL 3)
TLK71 Swindon
Delivery Location
TLK14 Swindon
Local Authority
Swindon
Electoral Ward
Eastcott
Westminster Constituency
Swindon South

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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