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Trend BEMS Comprehensive Maintenance, Replacement and Upgrade Works

University Of Edinburgh

This public procurement record has 2 releases in its history.

Tender

05 Aug 2026 at 16:37

Tender Notice
Planning

22 Jun 2026 at 16:58

Planning Notice
Summary of the contracting process

The University of Edinburgh is seeking a single supplier for comprehensive planned and reactive maintenance of its Trend building energy management systems (BEMS) and associated control equipment. The work includes diagnosing faults, supplying, replacing and commissioning faulty BEMS items, and delivering planned upgrade works when required. Replacement equipment and upgrades are optional at the University’s discretion. The service covers the University’s estate, approximately 47 sites, 1,226 controllers and 18,952 hardware points, in Edinburgh. This is a building energy-management and control-systems maintenance service, classified under CPV 50700000 for repair and maintenance services of building installations, with energy-management services as an additional classification. The arrangement is intended to support the University’s operational estate through one contracted service provider.

The procurement has reached tender: the University invited competitive offers through an open procedure. There is one lot and electronic bids are submitted through the PCS-Tender portal. The tender submission deadline was 7 September 2026 at 12:00 BST, with bid opening and the award period starting at the same time. The initial contract period is 720 days, with four optional one-year extensions, giving a possible 2+1+1+1+1-year term. The estimated total value over six years is £2,500,000 excluding VAT: £1,000,000 for maintenance and £1,500,000 for planned upgrade works. These are estimates without guaranteed spend or order volumes. Evaluation is 80% technical and 20% price; technical responses must achieve at least 50% of the technical score. Bids must remain valid for 120 days, and variants are not allowed.

This opportunity suits specialist BEMS and building-controls maintenance contractors able to provide both planned and reactive support across a sizeable multi-site estate. Bidders need at least three Trend Expert Engineers accredited in IQ Vision Building Management Systems, with Trend Engineering, SET Engineering, Cyber Security and IQVision Operator and Engineering training. Operatives must be competent to modify low-voltage and extra-low-voltage control panels and replace components. The supplier must hold IQVision and SET software licences from the installed-systems manufacturer. Recognised quality, health and safety, and environmental management credentials are required, such as ISO 9001, ISO 45001 or SSIP, and ISO 14001 or EMAS, with equivalent documented arrangements accepted in specified circumstances. The contract also includes subcontracting provisions and community benefits, so bidders should be able to manage supply-chain partners and deliver wider local value.

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Notice Information

Notice Title

Trend BEMS Comprehensive Maintenance, Replacement and Upgrade Works

Notice Description

The University of Edinburgh will very shortly be publishing an Invitation to Tender (ITT) via an Open Procedure to invite competitive tenders to establish contracting arrangements with a single supplier for a fully comprehensive planned and reactive maintenance service for the UoE Trend building energy management system (BEMS) and associated control equipment. Fully comprehensive includes for supply, replacement and commissioning of faulty items associated with the BEMS. In addition, the Contract includes the provision for planned upgrade works. The purchase of replacement equipment and provision for planned upgrades shall remain optional, at the sole discretion of the University, throughout the Contract Term. The Contract is across the entire University of Edinburgh estate, which includes approximately 47 sites, 1226 controllers, and 18952 hardware points. It is intended that the contract will in place for an initial term of 2 years with four options to extend for periods of 1-year each (2+1+1+1+1). Estimated Total Contract Value (over 6 years): 2,500,000 GBP excluding VAT Maintenance Services Estimated Total Value (over 6 years): 1,000,000 GBP excluding VAT Planned Upgrade Works Estimated Total Value (over 6 years): 1,500,000 GBP excluding VAT It is important to note that these values are estimates only. The University will not guarantee these spend levels or any volume of business under this Contract. There shall be no obligation on the part of The University of Edinburgh to issue orders in relation to replacement equipment and provision for planned upgrade works aspects of this Contract to the appointed Service Provider. Full requirements are detailed in the tender documents.

Lot Information

Lot 1

The University of Edinburgh has a requirement to establish contracting arrangements with a single supplier to provide fully comprehensive maintenance for Trend building energy management system (BEMS), including replacement works and planned upgrade works, throughout the University's estate. This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T). It is proposed this procurement will be conducted through the use of the Open Procedure. The evaluation will be contain three stages as follows. Stage 1 - the SPD (Scotland) will include a series of Minimum Standards in relation to mandatory and discretionary criteria which govern the public sector and this specific requirement. These are pass/fail requirements and failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process. In addition, project specific technical minimum standards apply. Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation. Stage 2 - Technical questions are allocated a total weighting of 80 percent. Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example if a question is weighted 10 percent and the submission scores 3 points out of 4 for that question then the score achieved will be 7.5 percent out of a possible 10 percent. Bidders will be required to achieve a minimum score of 50 percent (40 percent after technical weightings are applied) or more of the technical score. Each supplier achieving a score greater or equal to 50 percent will only then progress through to the commercial evaluation. Stage 3 - Commercial (Price) shall be allocated a total weighting of 20 percent. The bidder who submits the lowest price will be awarded the maximum score for the associated cost area, and all other bids awarded a score pro rata, in relation to the lowest bid. Both Technical and Commercial scores will be added together at the end of the evaluation process to calculate the most economically advantageous tender, to be recommended as the winning bidder.

Renewal: Initial contract period of 2 years with the option to extend for a period of up to 4 years in total (2+1+1+1+1).

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ba7a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/074377-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

71 - Architectural, construction, engineering and inspection services

CPV Codes

50700000 - Repair and maintenance services of building installations

71314200 - Energy-management services

Notice Value(s)

Tender Value
£2,500,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
5 Aug 20263 weeks ago
Submission Deadline
7 Sep 20262 weeks to go
Future Notice Date
3 Aug 2026Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Tendering process for renewal of this contract is likely to be approx. 6 to 9 months prior to the expiry of the contract.

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
University Of Edinburgh
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

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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