Official UK procurement notice
Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea
Authority: Southend-on-Sea City Council (Local council)
What is being bought
Published requirement descriptionSouthend on Sea City Council is seeking to engage an experienced and qualified supplier to fulfil low value installations, servicing, maintenance and responsive repairs to air conditioning and ventilation equipment within Public Buildings (excluding Housing Stock) and delegated properties (i.e. Schools and Community Buildings). The contract will a 24-hour response to call outs with a 1-hour response time in respect to some buildings. The contract will include a planned service and maintenance schedule and schedule of rates for repairs and new works.
All potential contractors must hold F-Gas Certification. The duration of the contract is for 3 years with the option to extend for up to an additional 3 years. The contract will be let under a JCT Measured Term Contract
- The authority expects to re-tender this requirement around 1 Dec 2031, 23:59 GMT.
CPV: Cooling and ventilation equipment · Heating, ventilation and air-conditioning installation work · Repair and maintenance services of building installations
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£540,000
- Technical & professional ability
F Gas Certification is a mandatory requirement.
Engineers must hold NVQ Level 2 qualification in refrigeration and ventilation (or equivalent)
Industry membership to an accredited trade association relating to air conditioning and ventilation.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (2)
- Quality
- Price
- Technical & professional ability
F Gas Certification is a mandatory requirement.
Engineers must hold NVQ Level 2 qualification in refrigeration and ventilation (or equivalent)
Industry membership to an accredited trade association relating to air conditioning and ventilation.
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 1 Dec 2031
- First published
- 23 Sept 2025, 16:47 BST
- Last source update
- 21 May 2026, 16:32 BST
- Award evaluation window
- Submission end – 1 Apr 2026
- Authority reference
DN791548- FTS notice number
2025/S 000-082296- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05a079Find a Tender
How it was run
Official notice- Submission deadline
- 28 Jan 2026, 12:00 GMT
- Clarification deadline
- 19 Jan 2026, 23:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
The procurement will be conducted electronically via the Council's e-tender facility Pro-Contract procontract.due-north.com ↗.
Your organisation will need to register on the e-tender system where registration is free of charge. Once you have registered you will need to express an interest in this opportunity (E-Tender Project ID: DN791548), then look at 'My Opportunities' where you will be able to view all the tender documents. Any tender queries in relation to this project must be raised as a clarification request via the messaging portal on the e-tender facility.
Timeline
23 Sept 2025 → 1 Jun 2026 · 11 dates- Planning notice published400 days ago23 Sept 2025, 16:47 BST
- Market engagement379 days ago14 Oct 2025, 23:59 BST
Early Market Engagement:
Southend-on-Sea City Council wishes to receive information and market knowledge from potential suppliers within the air conditioning and ventilation servicing and maintenance sector.
The Market Engagement Documents can be accessed via:
procontract.due-north.com/Advert ↗
The deadline for receipt of clarification requests or further information requests, relating to this process is: 18:00 on Wednesday 8th October 2025.
The deadline for submission of completed responses relating to this process is: 12:00 noon on Tuesday 14th October 2025.
Procurement reference: DN791548.
- Next notice expected350 days ago12 Nov 2025, 23:59 GMT
- Tender notice published321 days ago12 Dec 2025, 09:38 GMT
- Clarification questions by282 days ago19 Jan 2026, 23:00 GMT
- Submission deadline274 days ago28 Jan 2026, 12:00 GMT
- Award decision expected by210 days ago1 Apr 2026, 23:59 BST
- Assessment summaries sent198 days ago14 Apr 2026, 00:00 BST
- Standstill ends187 days ago24 Apr 2026, 23:59 BST
- Latest notice published161 days ago21 May 2026, 16:32 BST
- Contract starts150 days ago1 Jun 2026, 00:00 BST
Notice history
10 events · 4 releases on Find a Tender · since 23 Sept 2025- Preliminary market engagement notice published23 Sept 2025, 16:47 BSTUK2
- Tender notice published12 Dec 2025, 09:38 GMTUK4
- Published value updated12 Dec 2025, 09:38 GMT
- Status changed to active12 Dec 2025, 09:38 GMT
- Procurement method changed12 Dec 2025, 09:38 GMT
- Deadline published: 28 Jan 2026, 12:00 GMT12 Dec 2025, 09:38 GMT
- Contract award notice published14 Apr 2026, 16:01 BSTUK6
- Status changed to complete14 Apr 2026, 16:01 BST
- Contract signature expected8 May 2026, 23:59 BSTscheduled
- Contract details notice published21 May 2026, 16:32 BSTUK7
Routine re-releases (4)
- 2025-09: 1 release · 23 Sept 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| R & A Mechanical Services LtdSME1 Jun 2026 – 31 May 2029 · up to 31 May 2032Extensions: The Contract may be extended beyond the Initial Term on a maximum of 3 (three) occasions, for a period of up to 1 (one) year on each occasion (each a "Renewal Period") at the Council's sole discretion, by the Council giving the Successful Supplier not less than 3 (three) months' notice prior to the expiry of the Initial Term or the Renewal Period (as applicable). · Options: At the request of the Council the addition / omission of sites, replacement equipment all in accordance with the JCT Measured Term Contract 2024 Edition and Pricing Schedules. | £354,528 | 2 Apr 2026 | Awarded |
Contracts
Provision of the servicing and maintenance of air conditioning and ventilation equipment throughout the City of Southend-on-Sea · R & A Mechanical Services LtdSME
- Signed
- 21 May 2026
- Value
- £354,528
- Period
- 1 Jun 2026 – 31 May 2029 · up to 31 May 2032 with extensions
- Status
- active
- Extensions
- The Contract may be extended beyond the Initial Term on a maximum of 3 (three) occasions, for a period of up to 1 (one) year on each occasion (each a "Renewal Period") at the Council's sole discretion, by the Council giving the Successful Supplier not less than 3 (three) months' notice prior to the expiry of the Initial Term or the Renewal Period (as applicable).
- Options
- At the request of the Council the addition / omission of sites, replacement equipment all in accordance with the JCT Measured Term Contract 2024 Edition and Pricing Schedules.
No agreed KPIs: The estimated contract value is below £5 million; therefore the requirement under section 52 of the Procurement Act 2023 to set and publish KPIs does not apply
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 11final-stage tenders | 11 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- R & A MECHANICAL SERVICES LTDAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications The procurement will be conducted electronically via the Council's e-tender facility Pro-Contract https://procontract.due-north.com. Your organisation will need to register on the e-tender system where registration is free of charge. Once you have registered you will need to expr…
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender