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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 01:00

OJEU - F2 - Contract Notice
Summary of the contracting process

Heriot-Watt University is procuring planned maintenance services for air-conditioning, cooling, chilled-water systems and associated plant controls. The work covers the University’s main campus in Edinburgh, the Jean Muir Student Village in Galashiels, including its three residential buildings, the High Mill Building and Panmure House in Edinburgh city centre. The systems include comfort heating and cooling equipment, process-cooling equipment, packaged chillers, VRV and VRF systems, split air-conditioning units, close-control units and DX coil systems. This is a building-services maintenance opportunity for a contractor able to inspect, service and maintain varied mechanical plant across university, residential and city-centre premises. The buyer is Heriot-Watt University, and the procurement is for services rather than equipment supply, construction or installation works.

The process has reached tender: Heriot-Watt University invited offers through an open procedure, with electronic submission. The tender deadline set by the buyer is 4 September 2026 at 12:00 UK time, with bid opening at the Edinburgh Campus at the same time. The contract is for 1,080 days, with an option for two further one-year extensions, creating a possible five-year term. Its estimated value is £160,000. There is one lot. Evaluation is based on technical quality at 65% and commercial price at 35%. Variants are not allowed. Bidders must submit in English, and the tender requires confirmation of relevant authorisation or membership, supporting evidence when requested, and staff names and qualifications. Electronic payment and ordering apply, with electronic invoicing allowed.

This opportunity suits specialist refrigeration, air-conditioning and mechanical-services contractors with planned-maintenance capability across mixed commercial and residential estates. Relevant experience includes maintaining packaged chillers, VRV or VRF systems, split systems, close-control units, DX coils, chilled-water equipment and plant controls. Suppliers should be able to organise qualified staff across several sites and provide the names and qualifications of personnel assigned to the work. The requirement specifically calls for authorisation or membership from BESA or REFCOM, or an equivalent, so firms with recognised industry standing will be well placed. Consortia and subcontractors can be used, but any organisation whose capability or capacity supports the selection criteria must provide its own selection documentation. The successful contractor must also comply with the Modern Slavery Act 2015.

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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.. 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-r6ebe6-0000839254
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG561654
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract 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

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG561654
    Maintenance of Air Conditioning/Cooling Systems, Chilled Water Systems and Associated Plant Controls - 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.

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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