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Maintenance of Air Conditioning/Cooling Systems, Chilled Water Systems and Associated Plant Controls

Heriot-Watt University

This public procurement record has 1 release in its history.

Tender

05 Aug 2026 at 13:18

Tender Notice
Summary of the contracting process

Heriot-Watt University is procuring planned maintenance services for air-conditioning, cooling and chilled-water systems, associated plant controls and related mechanical services. The work covers the University’s main campus in Edinburgh, Panmure House in Edinburgh city centre, the Jean Muir Student Village in Galashiels and the High Mill Building. The estate includes three residential buildings at the student village. Equipment includes packaged chillers, VRV and VRF systems, split air-conditioning units, close-control units and DX coil systems, serving both comfort heating and cooling and process-cooling requirements. The procurement is classified as repair and maintenance services, including air-conditioning and refrigeration equipment. This is a single service requirement managed by Heriot-Watt University, with electronic ordering and payment arrangements available during delivery.

The procurement has reached tender: Heriot-Watt University invited offers through an open procedure, with electronic submission in English. The submission deadline is 4 September 2026 at 12:00 BST; bids are opened at the Edinburgh Campus at the same time. The contract is for 1,080 days, with an option to extend by two further one-year periods, potentially making the arrangement five years in total, subject to satisfactory performance and continuing need. The estimated value is £160,000. Evaluation is weighted 65% technical quality and 35% price. Variants are not permitted. The successful contractor must confirm compliance with the Modern Slavery Act 2015. Economic operators may be excluded under regulation 58(1) of the Public Contracts (Scotland) Regulations 2015.

This opportunity suits specialist building-services maintenance contractors with experience across varied air-conditioning, chilled-water and plant-control assets in occupied university, residential and commercial buildings. Suppliers should be able to deliver planned maintenance across multiple sites in Edinburgh and Galashiels, covering both comfort and process-cooling equipment. The requirement favours organisations holding authorisation or membership from BESA or REFCOM, or an equivalent body, and able to provide supporting evidence at award. Bidders must demonstrate suitable economic and financial standing and provide the names and qualifications of staff assigned to the contract. Businesses relying on subcontractors, consortium members or other bodies for selection capability or capacity must obtain a separate Single Procurement Document from each relied-on party. The successful supplier must also meet modern slavery and supply-chain conduct requirements.

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Notice Information

Notice Title

Maintenance of Air Conditioning/Cooling Systems, Chilled Water Systems and Associated Plant Controls

Notice Description

The University is seeking to appoint a Contractor to provide a planned maintenance service to the installed air conditioning/cooling systems, chilled water systems and associated plant control and services at its main Edinburgh campus, the Jean Muir Student Village in Galashiels, which consists of three residential buildings, and the High Mill Building. Also included is Panmure House, situated in Edinburgh city centre. Across these sites, the mechanical plant infrastructure includes a diverse mix of comfort heating and cooling systems as well as process-cooling equipment. Assets include packaged chillers, VRV/VRF systems, split air-conditioning units, close-control units, and DX coil systems.

Lot Information

Lot 1

The University is seeking to appoint a Contractor to provide a planned maintenance service to the installed air conditioning/cooling systems, chilled water systems and associated plant control and services at its main Edinburgh campus, the Jean Muir Student Village in Galashiels, which consists of three residential buildings, and the High Mill Building. Also included is Panmure House, situated in Edinburgh city centre. Across these sites, the mechanical plant infrastructure includes a diverse mix of comfort heating and cooling systems as well as process-cooling equipment. Assets include packaged chillers, VRV/VRF systems, split air-conditioning units, close-control units, and DX coil systems. Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58(1) of the Public Contracts (Scotland) Regulations 2015.

Renewal: The university reserves the right to extend the Agreement for a further two one-year periods essentially making this Contract five years (3+1+1), subject to satisfactory performance and continuation of the University's requirements.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06dc61
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/074192-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender 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

42 - Industrial machinery

50 - Repair and maintenance services

CPV Codes

42510000 - Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery

50000000 - Repair and maintenance services

Notice Value(s)

Tender Value
£160,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
5 Aug 20262 months ago
Submission Deadline
4 Sep 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Heriot-Watt University
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
RICCARTON, EDINBURGH
Postcode
EH14 4AS
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
Pentland Hills
Westminster Constituency
Edinburgh South West

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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