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Provision of Planned Preventative Maintenance for the Chillers, AC Systems and Refrigeration

THE PIRBRIGHT INSTITUTE

This public procurement record has 2 releases in its history.

TenderUpdate

14 Aug 2026 at 11:24

UK4 - Tender Notice
Tender

12 Aug 2026 at 18:30

UK4 - Tender Notice
Summary of the contracting process

The Pirbright Institute is seeking a single supplier for planned preventative maintenance, servicing and repairs for chillers, air-conditioning systems, refrigeration equipment, freezers and associated plant at its facilities in Woking, Surrey. The service covers all listed equipment and buildings, with visits arranged around F-gas regulations, site requirements and insurance inspection schedules. The supplier must provide service reports, test certificates, advice on equipment condition and remedial works, including urgent notifications and quotations for non-critical work. The requirement also includes supplying dedicated refrigeration tools for use in restricted areas, basic access tasks such as lifting ceiling panels, emergency call-outs and engineering support for pressure systems inspections on chillers.

The process has reached tender: the buyer invited offers through an open procedure. Bids must be submitted electronically by 21 September 2026 at 12:00. The award decision is due by 22 October 2026 at 23:59. The contract is expected to run from 1 November 2026 to 31 October 2029, with an optional one-year extension to 31 October 2030. The estimated value is £177,666 excluding VAT, or £213,200 including VAT. This is a single-lot services contract. Tenders will be evaluated on quality at 60% and price at 40%. The supplier must provide a 24-hour emergency call-out service with engineer attendance within four hours, and allow for up to five days of inspection support each year.

This opportunity suits established refrigeration and HVAC maintenance contractors able to service and repair chillers, air-conditioning and refrigeration systems across a complex scientific site. Suppliers should have engineers competent to work under F-gas requirements and support pressure systems safety inspections, with the technical capacity to deliver planned visits, emergency attendance within four hours and annual insurance inspection assistance. The contract requires reliable reporting, including same-day service reports, test certificates within one week and rapid escalation of critical remedial work. Experience working in restricted or contained environments would be relevant, as the supplier must manage access, decontamination-sensitive tools and equipment kept on site. Contractors must also supply their own access equipment and prepare a critical spares list.

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Notice Information

Notice Title

Provision of Planned Preventative Maintenance for the Chillers, AC Systems and Refrigeration

Notice Description

Contract Background The contract is for single supplier for the provision of Chillers, Air Conditioning Systems and Refrigeration Maintenance Contract at The Pirbright Institute. Scope of works Work Package 1 - Chillers, Air Conditioning & Refrigeration Equipment This works package is for a single supplier to service and or repair all refrigeration, air conditioning and associated systems at The Pirbright Institute. Service visits should be arranged according to F gas regulations, site requirements and insurance inspections schedules. The attached schedule (Schedule 5.C - Refrigeration Plant List) details the buildings, the details of the Chillers, Freezers and Air conditioning equipment and frequency of service visits required. A site plan showing the locations and relative sizes of these buildings is included in Schedule 5.D - Site Plan. The contractor will be expected to advise on the condition of the equipment and provide details of any remedial works required following each service. Critical remedial works should be advised to Pirbright on the same day. Quotations for non-critical remedial works should be provided to Pirbright within 1 week of a service visit. The contractor should also allow for the supply of: * 1 x vacuum pump * 1 x recovery machine * 1 x set of gauges * 1 x refrigerant leak detector These will be kept in our restricted areas and will only be used by the contractor. These can be taken out of containment and returned to contractor at the end of the contract. This is to prevent the unnecessary passage and time-consuming decontamination for contractor's tools when work is being done on our contained systems. Within the first 6 months of the contract the contractor will be expected to provide a critical spares list and an itemised quotation for all systems. Service reports should be left on site or received by site on the day of the service and test certificates should be received by site within one week of the service visit. In addition to providing their own access equipment, it is expected that the supplier will include in their works, performing basic tasks required to access equipment such as lifting ceiling panels. Work Package 2 - Emergency Call out Service The supplier of works package 1 must also provide a 24-hour emergency call out service. With an engineer site attendance time of under 4 hours. All specification requirements that are associated with work package 1 also apply this work package. Work Package 3 - Insurance Inspection Facilitation The contractor will need to allow for the supply of an engineer to aid our insurance inspector with PSSR inspections on chillers. This can take up to 5 days per year.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06e318
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/077601-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - 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

39 - Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products

42 - Industrial machinery

45 - Construction work

50 - Repair and maintenance services

CPV Codes

39717200 - Air-conditioning appliances

42512000 - Air-conditioning installations

42943100 - Refrigeration coils

45259000 - Repair and maintenance of plant

45331200 - Ventilation and air-conditioning installation work

45331220 - Air-conditioning installation work

45331231 - Installation work of refrigeration equipment

50730000 - Repair and maintenance services of cooler groups

Notice Value(s)

Tender Value
£177,666 £100K-£500K
Lots Value
£177,666 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Aug 20261 weeks ago
Submission Deadline
21 Sep 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Nov 2026 - 31 Oct 2029 3-4 years
Recurrence
2029-08-12

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE PIRBRIGHT INSTITUTE
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WOKING
Postcode
GU24 0NF
Postcode Area
Guildford
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ25 West Surrey
Delivery Location
Not specified
Local Authority
Guildford
Electoral Ward
Normandy & Pirbright
Westminster Constituency
Surrey Heath

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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