Find a TenderAwardedContract details notice

Published 6 Jun 2025, 12:26 BST

Official UK procurement notice

008808 - Contract for Servicing, Repairs & Maintenance of Air Conditioning Units & Air Source Heat Pumps

Authority: Newcastle City Council (Local council)

ServicesOpen procedureAbove thresholdSME suitable

Sectors: Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products (39)Industrial machinery (42)Repair & Maintenance (50) Delivery: North East (UKC)

Published estimate£200,000≈ £100k / year · £240,000 inc. VAT26% below published estimate

Submissions closed 11 Jul 2025awarded 1 Oct 2025

Awarded to COOL BREEZE FM LIMITED

Contract term 2 yrsends 12 Oct 2027 · up to 12 Oct 2029 with extensions · starts 13 Oct 2025

What is being bought

Published requirement description

It is Newcastle City Council's intention to put into place a new contract for the Servicing and Repairs & Maintenance of Air Conditioning Units and Air Source Heat Pumps. The contract period is for 24 months with options to extend for a further 2 x 12 months. This procurement includes all of the items detailed in the pricing schedule.

CPV: Air-conditioning appliances · Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery · Miscellaneous repair and maintenance services · Repair and maintenance services of cooler groups

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 2 yrsPublished value£200,000

Contract period: 13 Oct 2025 – 12 Oct 2027 (2 yrs) · up to 12 Oct 2029 with extensionsValue: £200,000 exc. VAT · £240,000 inc. VAT

Delivery: North East

Extensions: 2 x 12 month options to extend

39717200 Air-conditioning appliances 42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery 50730000 Repair and maintenance services of cooler groups 50800000 Miscellaneous repair and maintenance services

What it takes to win
i
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 more

How bids were scored

Quality: 40%Price: 60%

Published award criteria (2)

Quality
Price

What this means for your bid

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: Unspecified in notice
First published: 6 Jun 2025, 12:26 BST
Last source update: 13 Oct 2025, 11:13 BST
Award evaluation window: Submission end – 1 Sept 2025
FTS notice number: 2025/S 000-030555
Latest notice: Contract details notice (UK7)
Classification (CPV): Air-conditioning appliancesHeat-exchange units, air-conditioning and refrigerating equipment, and filtering machineryMiscellaneous repair and maintenance servicesRepair and maintenance services of cooler groups
Delivery area: North East (UKC)
Official registry OCID: ocds-h6vhtk-05445b Find a Tender

How it was run

Official notice

Submission deadline: 11 Jul 2025, 12:00 BST
Clarification deadline: 8 Jul 2025, 12:00 BST
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

All documents can be accessed at www.open-uk.org ↗

Timeline

6 Jun 2025 → 13 Oct 2025 · 7 dates

Tender notice published
6 Jun 2025, 12:26 BST
Clarification questions by
8 Jul 2025, 12:00 BST
Submission deadline
11 Jul 2025, 12:00 BST
Award decision expected by
1 Sept 2025, 23:59 BST
Assessment summaries sent387 days ago
1 Oct 2025, 00:00 BST
Contract starts375 days ago
13 Oct 2025, 00:00 BST
Latest notice published374 days ago
13 Oct 2025, 11:13 BST

Notice history

5 events · 3 releases on Find a Tender · since 6 Jun 2025

Tender notice published
6 Jun 2025, 12:26 BST
UK4
Contract award notice published
1 Oct 2025, 12:44 BST
UK6
Status changed to complete
1 Oct 2025, 12:44 BST
Contract signature expected
11 Oct 2025, 23:59 BST
scheduled
Contract details notice published
13 Oct 2025, 11:13 BST
UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £148,0001 award exc. VAT

Bids received 74 from SMEs

Contracts signed 1latest 13 Oct 2025

Awarded to	Value	Date	Status
COOL BREEZE FM LIMITED13 Oct 2025 – 12 Oct 2027 · up to 12 Oct 2029Extensions: 2 x 12 month options to extend	£148,000	1 Oct 2025	Awarded

Contracts

Contract 1 · COOL BREEZE FM LIMITED
Signed
13 Oct 2025
Value
£148,000
Period
13 Oct 2025 – 12 Oct 2027 · up to 12 Oct 2029 with extensions
Status
active
Extensions
2 x 12 month options to extend
3 agreed KPIs: N/A · N/A · N/A
- N/A
- N/A
- N/A

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
7final-stage tenders	4	0	—

Contracting authority & participating public bodies

Newcastle City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PBHM-6848-TWYG Civic Centre, Newcastle Upon Tyne, North East, NE1 8QHContact email

Bidders & participating suppliers

1 commercial party on the notice

COOL BREEZE FM LIMITEDAwarded supplierGB-COH: 06288006GB-PPON: PCCY-7332-MGGQ Unit A1 The Avenues Eleventh Avenue, Gateshead, North East, NE11 0NJContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender13 Oct 2025, 11:13 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender1 Oct 2025, 12:44 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender6 Jun 2025, 12:26 BST