---
title: "Provision of Planned & Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)"
ocid: "ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "UNIVERSITY OF SOUTHAMPTON"
published: "2021-06-08"
---

# Provision of Planned & Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)

Buyer: UNIVERSITY OF SOUTHAMPTON  
Current stage: Award  
OCID: ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5

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## Summary

The University of Southampton is seeking providers for the "Provision of Planned & Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)" at its Highfield Campus and satellite sites. This procurement process is currently at the award stage, with the contract value set at £2.625 million and a minimum value of £2.31 million. The contract period will commence from 1st August 2021 and is expected to last until 31st July 2026. The procurement method employed is a selective tendering procedure, aimed at ensuring quality and compliance in line with current regulations.

This tender presents significant opportunities for businesses specialising in maintenance services, particularly those experienced in electrical and mechanical installations as well as building energy management systems. Small and medium enterprises (SMEs) with expertise in HVAC systems, emergency call-out services, and comprehensive maintenance solutions would be particularly well-suited to compete. Successful bidders will engage in a dynamic working relationship with the university, contributing to the efficiency of its energy management infrastructure while adhering to strict quality and safety standards.

## Notice

Provision of day to day reactive maintenance and planned servicing work carried out at the University of Southampton on its BEMS infrastructure, Highfield Campus and all Satellite Sites. This will include maintenance and upkeep of 3 x IQ Vision servers, 1 x 963 server and 1 x 963 lite for HVAC alarms, this could be subject to change. Throughout the BEMS infrastructure, there are approximately 850 Trend controllers ranging from IQ 1 - IQ 4 of varying size and capacity. The BEMS contractor shall provide cover for all BEMS installations, based on the full schedules of work which are designed to act in addition to the BEMS contractors set of procedures for having the best level of preventative and optimal service care. The contract as set out also requires full breakdown cover throughout the full 24 hours of each and every day, including all public holidays. Calls will always be logged by the Universities help desk or an authorised representative. The BEMS contractor will also be required to keep up to date the clients Planon management system with regards to closing out all planned and reactive works such as maintenance, repairs and call outs. Strict deadlines will need to be met by the BEMS Contractor to ensure the Planon system is kept up to date. Potential Providers are advised that the premises covered by this document are multi-tenanted and there may be strict security procedures may be in operation to gain access to the buildings in general and plant rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University Rules as may apply. The whole of the work covered by the contract will be subject to Quality Audits at unannounced intervals and it will be seen that the services to be provided include for formal meetings between the BEMS contractor and the Employer, during which all matters of business associated with the BEMS may be discussed. These meetings will be formally minuted and the BEMS Contractor will be required to address all matters raised for their attention. The University requires the Contractor to execute the work in a safe and workmanlike manner, to University standards and always with total compliance with the CDM 2015 regulations (and any updates thereto). The work undertaken by the Contractor shall cover: (i) Reactive maintenance as directed by the Contract Administrator, to a maximum value of PS5,000.00 per order (excluding VAT). (ii) Planned Maintenance Servicing (including minor repairs and renewals) to a maximum value of PS25,000 per order (excluding VAT). (iii) Order of spare parts to a maximum value of PS75,000 per order (excluding VAT). (iv) 24 hour Call-out service. (v) 24 hour Bureau service for fault finding and first response. Additional information: In-Tend: https://in-tendhost.co.uk/universityofsouthampton The University is utilising an electronic tendering tool (In-Tend: https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the In-Tend portal. Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder. If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation. Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking 'Express Interest'. Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal. Further instructions for the submission of Invitation to Tender responses are below. To submit your return, please follow the instructions below: 1. Log In 2. Click 'Tenders' 3. Locate the relevant project 4. View Details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the "My Tender Return" panel. The system will only permit your organisation to make one return. 8. Click the red "Submit Return" button. Please note that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal. In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University. Due to the nature of this project, it has been deemed unsuitable for division into lots. The risk of dividing the requirement would render the execution of the contract excessively technically difficult, not cost effective and would undermine the proper execution of the contract.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/51f8ed21-d370-46ca-93e2-6d2cd7cef9bb |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Restricted procedure (above threshold) |
| Tender suitability | SME |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 8 Jun 2021 |
| Submission deadline | 9 Mar 2020 |
| Future notice date | Not specified |
| Award date | 19 Mar 2021 |
| Contract period | 31 Jul 2021 - 31 Jul 2026 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £2,625,000 |
| Lots value | Not specified |
| Awards value | £2,625,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY OF SOUTHAMPTON |
| Locality | SOUTHAMPTON |
| Post town | Southampton |
| Postcode | SO17 1BJ |
| Country | England |
| ITL 1 | TLJ South East (England) |
| ITL 2 | TLJ3 Hampshire and Isle of Wight |
| ITL 3 | TLJ32 Southampton |
| Local authority | Southampton |
| Electoral ward | Portswood |
| Westminster constituency | Southampton Test |
| Delivery location | TLJ South East (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | PILLINGER CONTROLS |

## CPV Codes

### Divisions

- 50 - Repair and maintenance services

### Codes

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

## Release History

- 8 Jun 2021 at 11:54 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/51f8ed21-d370-46ca-93e2-6d2cd7cef9bb
- 7 Feb 2020 at 11:44 - TenderAmendment - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/3767c6ab-a364-492b-84c8-5d7b12ada3c1
- 6 Feb 2020 at 14:19 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/3767c6ab-a364-492b-84c8-5d7b12ada3c1

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/51f8ed21-d370-46ca-93e2-6d2cd7cef9bb
  8th June 2021 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/3767c6ab-a364-492b-84c8-5d7b12ada3c1
  7th February 2020 - Opportunity notice on Contracts Finder

## Notice URLs

- https://in-tendhost.co.uk/universityofsouthampton
- https://in-tendhost.co.uk/universityofsouthampton/aspx/Tenders/Current

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-d2a6a2ac-d953-4205-908e-873f5fc665c5.json.