RHPS HVAC and BMS Servicing and Maintenance

{
  "buyer": {
    "id": "GB-PPON-PGLT-2499-PJTM",
    "name": "The Royal Household"
  },
  "date": "2025-10-21T16:05:07+01:00",
  "id": "067203-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05d0f6",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SW1A 1AA",
        "region": "UKI32",
        "streetAddress": "Buckingham Palace"
      },
      "contactPoint": {
        "email": "nik.vidler@royal.uk",
        "name": "Nik Vidler"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PGLT-2499-PJTM",
      "identifier": {
        "id": "PGLT-2499-PJTM",
        "scheme": "GB-PPON"
      },
      "name": "The Royal Household",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-04-03T23:59:59+01:00"
    },
    "description": "This procurement exercise consists of three lots:\nLot 1: London HVAC Servicing and Maintenance \u2013 Contract Reference: 0027/PPTO\nLot 2: Windsor HVAC Servicing and Maintenance \u2013 Contract Reference: 0026/PPTO\nLot 3: BMS Maintenance at the Windsor Estate \u2013 Contract Reference: 0051/PPTO\nTo view this notice, please click here: \nhttps://www.delta-esourcing.com/delta/viewNotice.html?noticeId=988402977",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-10-21T16:05:07+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "067203-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/067203-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-07T11:00:00+00:00"
    },
    "expressionOfInterestDeadline": "2025-11-14T11:00:00+00:00",
    "id": "RHPS0026",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "HVAC packages",
            "id": "42512300",
            "scheme": "CPV"
          },
          {
            "description": "Repair and maintenance services",
            "id": "50000000",
            "scheme": "CPV"
          }
        ],
        "id": "Lot 1",
        "relatedLot": "Lot 1"
      },
      {
        "additionalClassifications": [
          {
            "description": "HVAC packages",
            "id": "42512300",
            "scheme": "CPV"
          },
          {
            "description": "Repair and maintenance services",
            "id": "50000000",
            "scheme": "CPV"
          }
        ],
        "id": "Lot 2",
        "relatedLot": "Lot 2"
      },
      {
        "additionalClassifications": [
          {
            "description": "System maintenance services",
            "id": "50324100",
            "scheme": "CPV"
          }
        ],
        "id": "Lot 3",
        "relatedLot": "Lot 3"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "50%",
              "name": "Quality",
              "type": "quality"
            },
            {
              "description": "40%",
              "name": "Price",
              "type": "price"
            },
            {
              "description": "10%",
              "name": "Environment and Sustainability",
              "type": "quality"
            }
          ],
          "weightingDescription": "Indicative Stage 2 Weightings (subject to change)\nQuality 50%\nPrice 40%\nEnvironment and Sustainability 10%"
        },
        "contractPeriod": {
          "endDate": "2029-09-30T23:59:59+01:00",
          "maxExtentDate": "2031-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00"
        },
        "description": "The contract shall encompass sites within the London Estates. This includes Buckingham Palace, The \nKing\u2019s Gallery, Buckingham Palace Royal Mews, St James\u2019 Palace, Clarence House, Marlborough House \n(selected services only), Marlborough House Mews and Kensington Palace. \nApplicants must be technically able to deliver against the contract scope as follows:\na. Planned testing and maintenance of HVAC systems, including both domestic and commercial \ngas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, \nsystem controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air \nconditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories \nand associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, \nfiltration and dosing systems, expansion vessels etc), across all sites detailed above. \nb. Reactive maintenance and repairs of HVAC systems, including both domestic and commercial \ngas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, \nsystem controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air \nconditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories \nand associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, \nfiltration and dosing systems, expansion vessels etc), across all sites detailed above. \nc. Undertake asset verification dilapidation surveys and energy optimisation investigations. \nd. Full service contract management to provide, but not limited to, proactive scheduling \nmanagement of reactive programme and activities, stakeholder liaison, logistical support, \npermits to work, KPI tracking and monitoring, all provided through a dedicated on-site \ncontract manager. \ne. Carry out internal audits, both procedural and technical, to ensure alignment with contract \nKPIs, reporting outcomes to RHPS at regular intervals. \nf. Provide pre-booked standby support at planned events on site, and ability to attend a reactive \ncall-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours \u2013 24 \nhours a day, all year round. \ng. Receive, update and close out work using the RHPS CAFM system (INVIDA). \nh. Providing quotes on request for replacement parts for all items that are maintained within \nthis contract. \ni. Performance of all maintenance services in accordance with regulatory requirements and \nsystem requirements (e.g. O\u0026M manuals and manufacturer\u2019s recommendations). \nj. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and \nassociated parts and replacement consumables to ensure full compliance with statutory and \nlegislative minimum standards, European and British Standards, and relevant Building and Fire \nSafety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or \nan equivalent, and Gas Safe). \nk. Updating and maintaining asset schedules for plant and equipment covered by this contract \nthrough the RHPS\u2019 CAFM system (INVIDA). \nl. Identifying opportunities to reduce energy consumption and carbon emissions from operation \nand maintenance activities. \nm. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, \nthat would reflect improved value for money in the maintenance regime",
        "hasRenewal": true,
        "id": "Lot 1",
        "renewal": {
          "description": "2 One-Year Extension Options"
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "London HVAC Servicing and Maintenance",
        "value": {
          "amountGross": 3000000.0,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "50%",
              "name": "Quality",
              "type": "quality"
            },
            {
              "description": "40%",
              "name": "Price",
              "type": "price"
            },
            {
              "description": "10%",
              "name": "Environment and Sustainability",
              "type": "quality"
            }
          ],
          "weightingDescription": "Indicative Stage 2 Weightings (subject to change)\nQuality 50%\nPrice 40%\nEnvironment and Sustainability 10%"
        },
        "contractPeriod": {
          "endDate": "2029-09-30T23:59:59+01:00",
          "maxExtentDate": "2031-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00"
        },
        "description": "The contract shall contain sites within the Windsor Estate. The Estate includes Private and State \napartments, residential buildings, office space, workshops, stables, garages, gardens and grounds. The \nmajority of the buildings are classified either as Scheduled Ancient Monuments or Listed Buildings.\nPSQ Instructions\nCommercial in Confidence\nApplicants must be technically able to deliver against the contract scope as follows:\na. Planned testing and maintenance of HVAC equipment, including both domestic and \ncommercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning \nsystems, humidifiers, dehumidifiers, duct cleaning, fire damper testing, and plantroom \nequipment checks (including leak detection equipment), across all sites detailed above.\nb. Reactive maintenance and repairs of HVAC equipment, including both domestic and \ncommercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning \nsystems, humidifiers, dehumidifiers, duct cleaning, fire damper testing and plantroom \nequipment checks (including leak detection equipment), across all sites detailed above.\nc. Undertake asset verification dilapidations surveys and energy optimisation investigations.\nd. Full-service contract management to provide, but not limited to, proactive scheduling, \nmanaging reactive programme and activities, stakeholder liaison and logistical support, \npermits to work, KPI tracking and monitoring, statutory compliance and other reporting, all \nprovided through a dedicated on-site manager.\ne. Carry out internal audits, both procedural and technical, to ensure alignment with contract \nKPIs, reporting outcomes to RHPS at regular intervals.\nf. Standby support at all major planned events on site, and ability to attend a call-out from the \nRHPS to an in-scope site within 2 hours and make safe within 4 hours \u2013 24 hours a day, all year \nround.\ng. Receive, update and close out work using the RHPS CAFM system (INVIDA). \nh. Provide quotes on request for replacement parts for all items that are maintained within this \ncontract.\ni. Performance of all maintenance services in accordance with regulatory requirements and \nrecommendations (e.g. O\u0026M manuals and manufacturer\u2019s recommendations).\nj. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and \nassociated parts and replacement consumables to ensure full compliance with statutory and \nlegislative minimum standards, European and British Standards, and relevant Building and Fire \nSafety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or \nan equivalent, and Gas Safe). \nk. Updating and maintaining asset schedules for plant and equipment covered by this contract \nthrough the RHPS\u2019 CAFM system (INVIDA).\nl. Identifying opportunities to reduce energy consumption and carbon emissions from operation \nand maintenance activities.\nm. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, \nthat would reflect improved value for money in the maintenance regime.",
        "hasRenewal": true,
        "id": "Lot 2",
        "renewal": {
          "description": "2 One-Year Extension Options"
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Windsor HVAC Servicing \u0026 Maintenance",
        "value": {
          "amountGross": 3000000.0,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "50%",
              "name": "Quality",
              "type": "quality"
            },
            {
              "description": "40%",
              "name": "Price",
              "type": "price"
            },
            {
              "description": "10%",
              "name": "Environment and Sustainability",
              "type": "quality"
            }
          ],
          "weightingDescription": "Indicative Stage 2 Weightings (subject to change)\nQuality 50%\nPrice 40%\nEnvironment and Sustainability 10%"
        },
        "contractPeriod": {
          "endDate": "2029-09-30T23:59:59+01:00",
          "maxExtentDate": "2031-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00"
        },
        "description": "The contract shall contain sites within the Windsor Estate.\nApplicants must be technically able to deliver against the contract scope as follows:\na. Planned testing and maintenance of BMS equipment across all sites detailed above. \nb. Reactive maintenance and repairs of BMS equipment across all sites detailed above. \nc. Have an on-site weekly presence (Minimum 2 days) to carry out functionality checks and \nreporting.\nd. Receive, update and close out work using the RHPS CAFM system (INVIDA). \nPSQ Instructions\nCommercial in Confidence\ne. Providing quotes on request for replacement or new BMS equipment, where required.\nf. Undertake dilapidation surveys and produce costed life cycle plans for the upgrade and \ninstallation of BMS Systems across the Windsor Estate. \ng. Performance of all maintenance services in accordance with regulatory requirements and \nrecommendations (e.g. O\u0026M manuals and manufacturer\u2019s recommendations).\nh. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and \nassociated parts and replacement consumables to ensure full compliance with European and \nBritish Standards, Building and Fire Safety Regulations, and other statutory and legislative \nminimum standards (including TREND and SIEMENS qualifications). \ni. Updating and maintaining asset schedules for plant and equipment covered by this contract \nthrough the RHPS\u2019 CAFM system (INVIDA).\nj. Monitor and identify opportunities to reduce energy consumption and carbon emissions from \noperation and maintenance activities, liaising with HVAC contractor and in-house operatives \nto improve system efficiencies.\nk. Provide data storage within the BMS Systems for analysis and export and the production of \nregular reports.\nl. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, \nthat would reflect improved value for money in the maintenance regime.\nm. Actively contribute to the Decarbonisation Agenda at Windsor Castle, working alongside the \nProperty Section Projects team to reduce energy consumption (including attending meetings).",
        "hasRenewal": true,
        "id": "Lot 3",
        "renewal": {
          "description": "2 One-Year Extension Options"
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "BMS Maintenance at the Windsor Estate",
        "value": {
          "amountGross": 300000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "Competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023.\nStage 1: completion of PSQ, which must be completed and returned to the Royal Household no later than 14th November 2025 at 1100 hours. Up to the top five highest-scoring responses will then be invited to submit an ITT return.\nStage 2: ITT (for which the indicative award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 16th January 2026 at 1100 hours. (Dates for Stage 2 are provisional, and will be confirmed in the ITT documentation)."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "Tenderers will need to sign up to the Royal Household\u0027s e-Sourcing platform, Delta, in order to receive the ITT and able to submit clarification questions and tender returns.\nSign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier.\nAccess Code : AC44ZCZJ96\nTenderers will need to be registered on the Central Digital Platform (CDP) in order to complete the PSQ. The CDP is free to use and will mean tenderers should no longer have to re-enter this information for\neach public procurement. The CDP is available at https://www.gov.uk/find-tender.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed",
      "languages": [
        "en"
      ]
    },
    "title": "RHPS HVAC and BMS Servicing and Maintenance",
    "value": {
      "amountGross": 6300000.0,
      "currency": "GBP"
    }
  }
}