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Find a TenderAwardedContract details notice
Published 16 Jun 2025, 19:05 BST

Official UK procurement notice

Catering Equipment Servicing and Maintenance

Official notice

Authority: Buckingham Palace (Public body)

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Repair & Maintenance (50) Delivery: Delivery location not published
Published estimate£650,000≈ £217k / year · £780,000 inc. VAT22.3% above final estimate
Submissions closed 21 Jul 2025awarded 6 Jan 2026
Awarded to McFarlane Telfer Ltd
Contract term 3 yrsends 11 Jan 2029 · up to 11 Jan 2031 with extensions · starts 12 Jan 2026

What is being bought

Published requirement description

The Royal Household is seeking a supplier to service and maintain all catering equipment across the London and Windsor estates: Buckingham Palace, St James’s Palace, Clarence House, Kensington Palace and Windsor Castle.

The scope of this contract includes:

a. Planned testing and maintenance of catering equipment across all sites detailed above.

b. Reactive maintenance of catering equipment across all sites detailed above.

c. Standby support at all major planned events on site, and ability to attend a call-out from the Royal Household Property Section (RHPS) to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year round.

d. Providing quotes on request for replacement catering equipment, including electric equivalent appliances where the current appliance is gas fired.

e. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer’s recommendations).

f. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with European and British Standards, Building and Fire Safety Regulations, and other statutory and legislative minimum standards (including F-Gas REFCOM, or an equivalent, and Gas Safe).

g. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA).

This tender notice is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. The procedure in this instance will consist of completion of a Procurement-Specific Questionnaire (PSQ) (stage 1) and an Invitation to Tender (stage 2).

Tenderers will need to email the Royal Household Procurement team ([email protected]) to request access to the PSQ. Tenderers will need to sign up to the Royal Household’s e-Sourcing platform, Delta, in order to access and return the PSQ in stage 1 and the ITT in stage 2, as well as submit clarification questions. Sign up link: www.delta-esourcing.com/delta/signup.html ↗.

Note that only up to the five highest-scoring responses in stage 1 will be invited to participate in stage 2.

This tender will not be split into lots.

  • How the procedure runs: Competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. Stage 1: completion of PSQ, which must be completed and returned to the Royal Household no later than 21st July 2025 at 1100 hours. The deadline for submission of clarification questions is 11th July 2025 at 1100 hours. Up to the top five highest-scoring responses will then be invited to submit an ITT return. Stage 2: ITT (for which the award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 8th September 2025 at 1100 hours. The deadline for submission of clarification questions will be 29th August 2025 at 1100 hours. (Dates for Stage 2 are provisional, and will be confirmed in the ITT documentation).

CPV: Miscellaneous repair and maintenance services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£650,000
Contract period: 12 Jan 2026 – 11 Jan 2029 (3 yrs) · up to 11 Jan 2031 with extensionsValue: £650,000 exc. VAT · £780,000 inc. VAT
Eligibility: SME eligible
Extensions: The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement).
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: 50%Price: 40%Environmental: 10%
Published sub-criteria (3)
  • Quality: 50%
  • Price: 40%
  • Environment and Sustainability: 10%
Published award criteria (3)
  • Price
  • Quality
  • Environment and Sustainability
What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible 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
16 Jun 2025, 19:05 BST
Last source update
29 Apr 2026, 11:05 BST
Award evaluation window
Submission end – 30 Oct 2025
Authority reference
PPTO_0007
FTS notice number
2025/S 000-032771
Latest notice
Contract details notice (UK7)
Classification (CPV)
Miscellaneous repair and maintenance services
Delivery area
Not published
Official registry OCID
ocds-h6vhtk-054dd3 Find a Tender
How it runs

Competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023.

Stage 1: completion of PSQ, which must be completed and returned to the Royal Household no later than 21st July 2025 at 1100 hours. The deadline for submission of clarification questions is 11th July 2025 at 1100 hours. Up to the top five highest-scoring responses will then be invited to submit an ITT return.

Stage 2: ITT (for which the award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 8th September 2025 at 1100 hours. The deadline for submission of clarification questions will be 29th August 2025 at 1100 hours. (Dates for Stage 2 are provisional, and will be confirmed in the ITT documentation).

How it was run

Official notice
Run through: Delta eSourcing · Who buys & how to bid on Delta
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free Select account; no DUNS asked at signup
Requests to participate (first stage)
21 Jul 2025, 10:00 BST
Submission deadline
21 Jul 2025, 10:00 BST
Clarification deadline
11 Jul 2025, 10:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Tenderers will need to sign up to the Royal Household’s e-Sourcing platform, Delta, in order to receive the ITT and able to submit clarification questions and tender returns.

Sign up link: www.delta-esourcing.com/delta/signup.html ↗.

Tenderers 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

each public procurement. The CDP is available at www.gov.uk/find-tender ↗.

Timeline

16 Jun 2025 → 29 Apr 2026 · 8 dates
  1. Tender notice published
    16 Jun 2025, 19:05 BST
  2. Clarification questions by
    11 Jul 2025, 10:00 BST
  3. Submission deadline
    21 Jul 2025, 10:00 BST
  4. Award decision expected by356 days ago
    30 Oct 2025, 23:59 GMT
  5. Assessment summaries sent289 days ago
    6 Jan 2026
  6. Contract starts283 days ago
    12 Jan 2026
  7. Standstill ends279 days ago
    15 Jan 2026, 23:59 GMT
  8. Latest notice published176 days ago
    29 Apr 2026, 11:05 BST

Notice history

5 events · 3 releases on Find a Tender · since 16 Jun 2025
  1. Tender notice published
    16 Jun 2025, 19:05 BST
    UK4
  2. Contract award notice published
    6 Jan 2026, 19:05 GMT
    UK6
  3. Status changed to complete
    6 Jan 2026, 19:05 GMT
  4. Contract signature expected
    18 Jan 2026, 23:59 GMT
    scheduled
  5. Contract details notice published
    29 Apr 2026, 11:05 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value (inc. VAT) £795,0001 award inc. VAT; no net value published
Bids received 22 from SMEs
Contracts signed 1latest 18 Jan 2026
Awarded toValueDateStatus
McFarlane Telfer LtdSME19 Jan 2026 – 17 Jan 2029 · up to 17 Jan 2031Extensions: The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement).£795,000 inc. VAT6 Jan 2026Awarded

Contracts

  • Contract 1 · McFarlane Telfer LtdSME

    Signed
    18 Jan 2026
    Value
    £795,000 inc. VAT
    Period
    19 Jan 2026 – 17 Jan 2029 · up to 17 Jan 2031 with extensions
    Status
    active
    Extensions
    The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement).

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2final-stage tenders · 4 at stage one20—

Contracting authority & participating public bodies

Buckingham Palace

Contracting authorityPublic authority - sub-central government GB-PPON: PGLT-2499-PJTM Buckingham Palace, London, London, SW1A 1AAContact name, email

Bidders & participating suppliers

1 commercial party on the notice
  • McFarlane Telfer LtdAwarded supplierGB-COH: 03646063 Unit B5 Westacott Business Centre, Westacott Way, Littlewick Green, Maidenhead, South East, SL6 3RTContact name, 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 Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender