Award

Annual Maintenance and Reactive Repairs Maintenance Services for existing Heating Installations

SOUTHSIDE HOUSING ASSOCIATION LTD

This public procurement record has 3 releases in its history.

Award

08 Jul 2025 at 00:00

TenderUpdate

09 Apr 2025 at 00:00

Tender

18 Mar 2025 at 00:00

Summary of the contracting process

The procurement process is led by Southside Housing Association Ltd, headquartered in Glasgow, and involves the provision of "Annual Maintenance and Reactive Repairs Maintenance Services for existing Heating Installations". The project falls under the housing and community amenities category, with the services taking place in the Cardonald and Pollokshields areas of Glasgow. The procurement method is an open procedure for services, with a contract duration of two years from 1st July 2025 to 30th June 2027, potentially extendable up to five years. The procurement has transitioned from tendering to award stage, culminating in a contract signed on 19th June 2025, with James Frew Ltd as the awarded supplier. Furthermore, the tender period was recently extended to accommodate bidder requests, with critical dates revised to close submissions by 1st May 2025.

This tender offers significant business growth opportunities, particularly attractive to companies involved in heating systems maintenance and repair, especially those experienced with Air Source Heat Pump and Unvented Cylinder technologies. Businesses that hold certifications such as MCS Service, FGas, or membership to NICEIC or SELECT will be well-suited to compete, provided they have a minimum yearly turnover of £148,000 and requisite insurance coverage. The contract, valued initially at £370,000, ensures consistent work over its duration, encouraging staff development and fostering relationships within the community through mandated benefits. Suppliers with robust technical capabilities in handling out-of-hours emergency repairs are crucial for fulfilling contract specifications and enhancing their service portfolios.

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Notice Title

Annual Maintenance and Reactive Repairs Maintenance Services for existing Heating Installations

Notice Description

1.1 The Contract primarily involves providing an annual maintenance service and 24 hour a day 365 days a year reactive repairs maintenance service to existing heating installations throughout tenant occupied properties within the Cardonald and Pollokshields areas of Glasgow. The Contract duration is two years (twenty-four months) from the commencement date of 1st July 2025 until 30th June 2027, and will primarily include; - Annual maintenance servicing of Air Source Heat Pump heating installations; - Annual maintenance servicing of Unvented Cylinder Heating installations; - Operation and Condition Check of interconnected smoke detectors and heat alarms which shall be replaced by the Contractor where existing alarms are missing; and - A reactive maintenance repairs service to properties with Air Source Heat Pump heating systems (refer ASHP Properties address list incorporated within Tender Document 4). The reactive maintenance repairs service shall include replacement of defective parts and components including any part or components requiring replacement that are identified during the annual maintenance service visits to Air Source Heat Pump installations only. The reactive maintenance repairs service will be provided by the Contractor on a 24 hours a day 365 days a year basis incorporating reactive maintenance repairs notified by Southside Housing Association's customers during normal working hours and out with normal working hours. The reactive repairs service will also include an Out of Hours call handling service provided by the Contractor who shall receive calls directly from the customers of Southside Housing Association out with normal working hours and the Contractor will thereafter make safe or complete all emergency repairs notified by customers of Southside Housing Association out with normal working hours. Subject to satisfactory performance of the Contractor, which will be assessed through measurement of the Key Performance Indicator's (Refer Tender Document 8) it is intended that the Contract will be further extended annually in twelve months increments up to a maximum of three years and an overall maximum contract period of five years.

Lot Information

Lot 1

Single Stage Tendering in accordance with Regulations 28 (Open Procedure) of the Public Contracts (Scotland) Regulations 2015. Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. SPD Question 2D.1.2- Bidders must provide a separate SPD response (Sections A and B of this Part and Part III) for each subcontractor.

Renewal: May take up option of twelve month extensions up to a maximum of three further years (2027-2030) at an estimated value 74000 GBP (excluding VAT) per annum. Southside Housing Association's estimated annual budget for the contract is 74000 GBP excluding VAT.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000793675
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL534183
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

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

42 - Industrial machinery

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

45 - Construction work

50 - Repair and maintenance services

71 - Architectural, construction, engineering and inspection services


CPV Codes

39715000 - Water heaters and heating for buildings; plumbing equipment

39715200 - Heating equipment

39721310 - Air heaters

42131110 - Central-heating radiator valves

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

42511110 - Heat pumps

42530000 - Parts of refrigerating and freezing equipment and heat pumps

42533000 - Parts of heat pumps

44115200 - Plumbing and heating materials

44115220 - Heating materials

44163121 - Heating pipes

44620000 - Central-heating radiators and boilers and parts

44621110 - Central-heating radiators

44621112 - Parts of central-heating radiators

45259300 - Heating-plant repair and maintenance work

45311100 - Electrical wiring work

45331000 - Heating, ventilation and air-conditioning installation work

50710000 - Repair and maintenance services of electrical and mechanical building installations

50721000 - Commissioning of heating installations

71314310 - Heating engineering services for buildings

Notice Value(s)

Tender Value
£370,000 £100K-£500K
Lots Value
£370,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£65,591 Under £100K

Notice Dates

Publication Date
8 Jul 20257 months ago
Submission Deadline
17 Apr 2025Expired
Future Notice Date
Not specified
Award Date
19 Jun 20258 months ago
Contract Period
Not specified - Not specified
Recurrence
2027 at the earliest if the optional 12 month extensions are not applied

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
SOUTHSIDE HOUSING ASSOCIATION LTD
Contact Name
Paul McColgan, Sonia Mehmi
Contact Email
pmccolgan@southside-ha.co.uk, smehmi@southside-ha.co.uk
Contact Phone
+44 1414221112

Buyer Location

Locality
GLASGOW
Postcode
G51 4EB
Post Town
Glasgow
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM3 West Central Scotland
Small Region (ITL 3)
TLM32 Glasgow City
Delivery Location
TLM82 Glasgow City

Local Authority
Glasgow City
Electoral Ward
Cardonald
Westminster Constituency
Paisley and Renfrewshire North

Supplier Information

Number of Suppliers
1
Supplier Name

JAMES FREW

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR526279
    Annual Maintenance and Reactive Repairs Maintenance Services for existing Heating Installations - 1.1 The Contract primarily involves providing an annual maintenance service and 24 hour a day 365 days a year reactive repairs maintenance service to existing heating installations throughout tenant occupied properties within the Cardonald and Pollokshields areas of Glasgow. The Contract duration is two years (twenty-four months) from the commencement date of 1st July 2025 until 30th June 2027, and will primarily include; - Annual maintenance servicing of Air Source Heat Pump heating installations; - Annual maintenance servicing of Unvented Cylinder Heating installations; - Operation and Condition Check of interconnected smoke detectors and heat alarms which shall be replaced by the Contractor where existing alarms are missing; and - A reactive maintenance repairs service to properties with Air Source Heat Pump heating systems (refer ASHP Properties address list incorporated within Tender Document 4). The reactive maintenance repairs service shall include replacement of defective parts and components including any part or components requiring replacement that are identified during the annual maintenance service visits to Air Source Heat Pump installations only. The reactive maintenance repairs service will be provided by the Contractor on a 24 hours a day 365 days a year basis incorporating reactive maintenance repairs notified by Southside Housing Association's customers during normal working hours and out with normal working hours. The reactive repairs service will also include an Out of Hours call handling service provided by the Contractor who shall receive calls directly from the customers of Southside Housing Association out with normal working hours and the Contractor will thereafter make safe or complete all emergency repairs notified by customers of Southside Housing Association out with normal working hours. Subject to satisfactory performance of the Contractor, which will be assessed through measurement of the Key Performance Indicator's (Refer Tender Document 8) it is intended that the Contract will be further extended annually in twelve months increments up to a maximum of three years and an overall maximum contract period of five years.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL534183
    Annual Maintenance and Reactive Repairs Maintenance Services for existing Heating Installations - 1.1 The Contract primarily involves providing an annual maintenance service and 24 hour a day 365 days a year reactive repairs maintenance service to existing heating installations throughout tenant occupied properties within the Cardonald and Pollokshields areas of Glasgow. The Contract duration is two years (twenty-four months) from the commencement date of 1st July 2025 until 30th June 2027, and will primarily include; - Annual maintenance servicing of Air Source Heat Pump heating installations; - Annual maintenance servicing of Unvented Cylinder Heating installations; - Operation and Condition Check of interconnected smoke detectors and heat alarms which shall be replaced by the Contractor where existing alarms are missing; and - A reactive maintenance repairs service to properties with Air Source Heat Pump heating systems (refer ASHP Properties address list incorporated within Tender Document 4). The reactive maintenance repairs service shall include replacement of defective parts and components including any part or components requiring replacement that are identified during the annual maintenance service visits to Air Source Heat Pump installations only. The reactive maintenance repairs service will be provided by the Contractor on a 24 hours a day 365 days a year basis incorporating reactive maintenance repairs notified by Southside Housing Association's customers during normal working hours and out with normal working hours. The reactive repairs service will also include an Out of Hours call handling service provided by the Contractor who shall receive calls directly from the customers of Southside Housing Association out with normal working hours and the Contractor will thereafter make safe or complete all emergency repairs notified by customers of Southside Housing Association out with normal working hours. Subject to satisfactory performance of the Contractor, which will be assessed through measurement of the Key Performance Indicator's (Refer Tender Document 8) it is intended that the Contract will be further extended annually in twelve months increments up to a maximum of three years and an overall maximum contract period of five years.

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