Official UK procurement notice
Ductwork & Fire Dampers Inspection & Maintenance
Authority: Lothian NHS Board (NHS & healthcare)
What is being bought2 lots · detail below
Published requirement descriptionNHS Lothian require to appoint a suitably qualified and experienced contractor to undertake all inspections to ensure the satisfactory operation of the ductwork and fire dampers for all system types within all locations throughout NHS Lothian.
- Recurrence: 2025/26
CPV: Repair and maintenance services of building installations · Repair and maintenance services of mechanical building installations
Lots and requirements (2)Procurement structure
2 lots · no lot values published · same evaluation weights on every lotLot #1Ductwork Annual Inspection & MaintenanceAwardedRenewal
NHS Lothian require to appoint a suitably qualified and experienced contractor to undertake annual inspections to ensure the satisfactory operation of ductwork plus any maintenance within all locations throughout NHS Lothian.
The Contractor shall ensure full compliance with all current and relevant legislation and guidance including, without limitation, all relevant SHTM/HTM/British Standards, Codes of Practice as required in Scotland, and that Services are performed by Skilled Persons.
Lot #2Fire Damper Annual Inspection & MaintenanceAwardedRenewal
NHS Lothian require to appoint a suitably qualified and experienced contractor to undertake annual inspections to ensure the satisfactory operation of fire dampers within all locations throughout NHS Lothian.
The Contractor shall ensure full compliance with all current and relevant legislation and guidance including, without limitation, all relevant SHTM/HTM/British Standards, Codes of Practice as required in Scotland, and that Services are performed by Skilled Persons.
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: 60
- Price: 40
- Economic & financial standing
[4B1b] Bidders are required to provide their average yearly turnover for the last 3 years.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
[4B5b] - Employer's (Compulsory) Liability Insurance of 5 million GBP
[4B5c] - Public Liability Insurance of 10 million GBP
Professional indemnity insurance 5 million GBP
[4B6] Where the Bidder is providing a submission on behalf of a subsidiary company, upon request, the Bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.
Minimum: [4B1b] Bidders will be required to have an average yearly turnover of a minimum of 290,000 GBP for the last 3 years. Bidders should be able to provide financial accounts when requested. Should these not be available, or should this show financial instability of the organisation, … - Technical & professional ability
[4C1.1/4C1.2] Bidders must provide two examples for each Lot of services carried out during the past three years that demonstrate experience to deliver the services described in part II.2.4 of the Contract Notice and the ITT, and in particular:
- a similarly complex estate; &
- with a similar volume of assets, and value of contract.
Examples must demonstrate experience in non-reactive maintenance.
Bidders’ examples should include the following details:
- Detailed description and location of the service.
- Value of the contract/service
- Contract period
- Complexity of estate managed
- Details of multi/complex stakeholder engagement
- Contact details of a reference (this may be used for information purposes only)
This is a pass/fail question, if relevant previous experience and correct level of service is not demonstrated this will result in your tender being rejected.
[4C6] Bidders must demonstrate that they have the relevant qualifications, continued professional development and competence within their team, to deliver contracts similar in size and complexity to this contract. Your response should include information the number of Engineers and Account Managers are developed and supported in their role.
This is a pass/fail question, if demonstrable and clear evidence is not provided your tender will be rejected.
[4C10] Bidders are required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. If the bidder has decided to subcontract a…
- 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 · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · 2025/26
- First published
- 13 Sept 2023, 10:28 BST
- Last source update
- 20 Aug 2025, 15:59 BST
- Award evaluation window
- 13 Oct 2023 – …
- Authority reference
LOTL346-23- FTS notice number
2025/S 000-050288- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03fc49Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015. Objective criteria for ensuring the selection of suitably qualified candidates: This procedure will be conducted via the Public Contracts Scotland-Tender (PCS-T) Portal. All queries must be made via the PCS-T messaging system. For further instructions, please refer to the SPD Guidance document attached to this project in PCS-T. We will apply a single stage process: Pre-Qualification via the SPD. The SPD asks bidders general questions; when completing, bidders must have regard for the statements in this Notice that detail specific requirements. Bidders must: a) Pass the Minimum Standards in SPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in Sections III.1.1, III.1.2, and III.1.3 of this Notice. TUPE will not apply. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23981. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/ A summary of the expected community benefits has been provided as follows: Voluntary Community Benefits as described within the procurement documents. (SC Ref:708959) (SC Ref:807798)
How it was run
Official notice- Submission deadline
- 13 Oct 2023, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Participation fee
- document
- Bid validity
- 90 days from the deadline
- Bids opened
- 13 Oct 2023, 12:00 BST
Timeline
13 Oct 2023 → 20 Aug 2025 · 3 dates- Submission deadline13 Oct 2023, 12:00 BST
- Bids opened13 Oct 2023, 12:00 BST
- Notice published20 Aug 2025, 15:59 BST
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete20 Aug 2025, 15:59 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Ductwork Annual Inspection & Maintenance1 award | |||
| Perfect Service Solutions LtdSME | £375,000 † | — | Awarded |
| Lot 2 · Fire Damper Annual Inspection & Maintenance1 award | |||
| H&V Commissioning Services LtdSME | £250,000 † | — | Awarded |
Contracts
Ductwork Annual Inspection & Maintenance · Perfect Service Solutions LtdSME
- Signed
- 8 Jan 2024
- Value
- £375,000
- Status
- active
Fire Damper Annual Inspection & Maintenance · H&V Commissioning Services LtdSME
- Signed
- 8 Jan 2024
- Value
- £250,000
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Ductwork Annual Inspection & Maintenance | 2bids · 2 electronic · 2 from abroad | 2 | — | — |
| 2 · Fire Damper Annual Inspection & Maintenance | 4bids · 4 electronic · 4 from abroad | 4 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff Court and Justice of the Peace CourtReview body
Bidders & participating suppliers
2 commercial parties on the notice- H&V Commissioning Services LtdAwarded supplier
- Perfect Service Solutions LtdAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.