Official UK procurement notice
Framework Agreement for the provision of Service and Testing of Air Conditioning and Ventilation Systems
Authority: Staffordshire County Council (Local council)
What is being bought
Published requirement descriptionThis contract is for the both the planned preventative and the responsive maintenance of Air Conditioning & Ventilation equipment, included but not limited to Air Conditioning, Air Handling Units, Heat Recovery Systems and Extract Systems and all associated ducting and dampers.
There is also a requirement to carry out TM44 Energy Surveys at sites which have air conditioning and ventilation systems exceeding 12kW of cooling. As required by Article 9 of the Energy Performance of Buildings (Certificates and Inspections) Regulation 2007 these will be surveyed and assessed for operation and performance.
A 24/7 callout facility is required to deliver responsive maintenance with a 4-hour response limit.
This framework is to enable the servicing of Staffordshire County Council's Corporate properties and LEA Maintained Schools. Additionally, should it be beneficial, the Contract Managing Agent may use the framework for some or all of its customers' 200+ Academy, Fire Service and other properties.
There are currently approximately 188 properties on contract that are expected to be transferred to this framework. Most are in Staffordshire, with a small number located in Cheshire, Lancashire, Derbyshire and the West Midlands.
The properties include all types of buildings operated by a Local Authority including educational, residential care homes, civic buildings, offices, fire stations, enterprise centres and small industrial units.
- Not divided into lots: Staffordshire County Council are looking to award one supplier
- The authority expects to re-tender this requirement around 1 Feb 2030, 23:59 GMT.
CPV: Air-conditioning installation work · Inspection of ventilation system · Repair and maintenance services · Ventilation and air-conditioning installation work
How this framework works
From the published notice- Type
- Open framework
- Call-offs
- call-offs are awarded directly to appointed suppliers, without further competition
- Places
- up to 1 suppliers · 13 bids received (13.0 per place) · 1 appointed (full)
- Framework period
- 2 yrs · up to 4 yrs from 1 Jul 2026
- Supplier levy on call-offs (max %)
- 0.30% of call-off value · Please review the Framework Agreement, clause 12.
Who may buy through it
Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council may call off from the Framework once awarded.
Published description of the framework
Direct Award as this will be a single supplier Framework.
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,400,000
- Technical & professional ability
Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework:
- To have a compliant Health & Safety accreditation performed by a Safety Schemes in Procurement ('SSIP'). For more information refer to the link ssip.org.uk/members/ ↗
2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service.
Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas
Note 2 - where brand names are mentioned, the Authority will consider equivalents
Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award
Competency requirements:
3: Written confirmation of certificates of competency from the principal manufacturers of equipment in the UK to the effect that the Contractor's staff have received adequate training. The Contractor will be required to provide, if requested evidence that regular training sessions are held to ensure that supervisors and operatives are continually updated in safe working practices to meet new legislation.
4: Engineers and managers must have a thorough knowledge of the implications and significance of the 18th Edition of the IEE Regulations, and of test procedures necessary to identify inadequacies of operation, unsafe conditions and unauthorised alterations which constitute potential hazards.
5: Details of the servicing staff including numbers, trade, and level of expertise. All servicing staff shall be able to demonstrate a detailed working knowledge of commercial equipment.
6: Any personnel utilised on this contract must have undertaken asbestos awareness training within the past 12 months accredited by UKATA, IATP or equivalent.
7: Any personnel utilised on this contract must evidence recent training for working at heights (within 5 years).
8: Any personnel utilised on this contract must evidence recent training for any specific working at heights equipment such as ladders, scaffold towers, MEWP's or safe use of lanyard and harnesses as required by the site conditions and bespoke risk assessment (within 5 years).
9: Any personnel utilised on this contract working on Gas Equipment and Installations shall hold the necessary category of qualification under the Gas Safe Register scheme. Engineers working on all Gas equipment must carry a valid Gas Safe card.
10: Any personnel utilised on this contract are required to have qualifications (e.g. C& G Level 2 2079) to meet the legal requirements for working with Fluorinated Gases or F-Gases and with ozone depleting substances.
11: Any personnel utilised on this contract working on 3 phase supplies and appliances must be suitably qualified i.e. to C&G NVQ level 3 2357 (or an earlier version thereof) and C&G 2380/1/2 (18th Edition).
12: Any personnel utilised on this contract working on electrical equipment must be suitably qualified to do so.
Any personnel utilised on this contract must have an Enhanced DBS check
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 sub-criteria (8)
- Contract Management / Process: 5%
- Health and Safety: 5%
- Communication: 4%
- Breakdown / Emergency Callout Procedures: 4%
- Service Costs: 50%
- Filters: 15%
- Day Works: 15%
- Environmental: 2%
Published award criteria (8)
- Contract Management / Process
- Health and Safety
- Communication
- Breakdown / Emergency Callout Procedures
- Environmental
- Service Costs
- Filters
- Day Works
- Technical & professional ability
Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework:
- To have a compliant Health & Safety accreditation performed by a Safety Schemes in Procurement ('SSIP'). For more information refer to the link ssip.org.uk/members/ ↗
2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service.
Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas
Note 2 - where brand names are mentioned, the Authority will consider equivalents
Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award
Competency requirements:
3: Written confirmation of certificates of competency from the principal manufacturers of equipment in the UK to the effect that the Contractor's staff have received adequate training. The Contractor will be required to provide, if requested evidence that regular training sessions are held to ensure that supervisors and operatives are continually updated in safe working practices to meet new legislation.
4: Engineers and managers must have a thorough knowledge of the implications and significance of the 18th Edition of the IEE Regulations, and of test procedures necessary to identify ina…
- Price carries 80 of 100 points: a 10% discount moves about 8 points. This one is won on the number: sharpen the price before polishing the prose.
- “Framework Agreement for the provision of Service and Testing of Air…” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract, and call-offs are awarded directly: getting appointed is the whole game.
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
- Framework agreement
- Who may use this agreement
- Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council may call off from the Framework once awarded.
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 1 Feb 2030
- First published
- 17 Mar 2026, 13:12 GMT
- Last source update
- 30 Jun 2026, 11:02 BST
- Award evaluation window
- Submission end – 26 May 2026
- Authority reference
IA3804- FTS notice number
2026/S 000-024041- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-066c31Find a Tender
- Risks
Local Government Re-organisation
1.1 In December 2024 the Government issued a White Paper on Local Government Re-Organisation entitled the "English Devolution White Paper".
1.2 In March 2025 Staffordshire County Council submitted their suggested re-organisation plan to the Government and are awaiting a response.
1.3 Final proposals will be submitted in November 2025 and implementation of the changes is expected by Government to be by 2028 at the earliest.
1.4 Whilst the expected impact of most changes to Local Government will be settled at Government Level (Change in Law) please be aware that it may be government policy or expedient that any affected party will be recommended to agree bi-lateral or multi-lateral changes to their existing contractual arrangements.
1.5 Updates on proposals and changes can be found on the Staffordshire County Council Website and at other media outlets
2 The parties agree that in the event of a Local Government Re-organisation:-
2.1 that reorganisation of local authorities may result in the transfer assignment or novation of this Agreement in whole or in part to a successor authority or successor authorities. Such transfer assignment or novation shall not constitute a breach or require consent and the [contracting party] consents to the transfer assignment or novation of this Agreement in whole or in parts to any successor authority(ies) established under the local government reorganisation legislation and that as a consequence the obligations and rights under this Agreement shall continue to apply and be enforceable by or against any successor authority(ies) following a local government reorganisation; and
2.2 the parties acknowledge that if applicable the Transfer of Undertakings (Protection of Employment) Regulations 2006 may apply and agree to comply with all consequential and reasonable obligations arising thereunder
2.3 the parties acknowledge that any new organisation(s) may utilise or create and manage all and any existing or required framework agreements relating to the provision of the [goods and] services provided under this current agreement.
How it was run
Official notice- Appointment period ends
- 20 Apr 2026, 12:00 BST
- Clarification deadline
- 13 Apr 2026, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
- call-off levy · 0.30% of call-off value · Please review the Framework Agreement, clause 12.
The tender documents are available through Staffordshire County Councils e-tendering system 'Proactis'.
supplierlive.proactisp2p.com ↗
All bids must be submitted back to Proactis prior to the tender deadline. Any questions regarding the tender must go through the e-tendering system via the message function.
Timeline
17 Mar 2026 → 1 Jul 2026 · 8 dates- Tender notice published224 days ago17 Mar 2026, 13:12 GMT
- Clarification questions by197 days ago13 Apr 2026, 23:59 BST
- Admission / appointment period ends190 days ago · period end, not a bid countdown20 Apr 2026, 12:00 BST
- Award decision expected by154 days ago26 May 2026, 23:59 BST
- Assessment summaries sent140 days ago10 Jun 2026, 00:00 BST
- Standstill ends127 days ago22 Jun 2026, 23:59 BST
- Latest notice published119 days ago30 Jun 2026, 11:02 BST
- Contract starts119 days ago1 Jul 2026, 00:00 BST
Notice history
5 events · 3 releases on Find a Tender · since 17 Mar 2026- Tender notice published17 Mar 2026, 13:12 GMTUK4
- Contract award notice published10 Jun 2026, 11:58 BSTUK6
- Status changed to complete10 Jun 2026, 11:58 BST
- Contract signature expected23 Jun 2026, 23:59 BSTscheduled
- Contract details notice published30 Jun 2026, 11:02 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| KEY INTEGRATED SERVICES (MAINTENANCE) LIMITED1 Jul 2026 – 30 Jun 2028 · up to 30 Jun 2030Extensions: 2 x 1 years to extend to 30th June 2029 and 30th June 2030 | £1,400,000 | 10 Jun 2026 | Awarded |
Contracts
Contract 1 · KEY INTEGRATED SERVICES (MAINTENANCE) LIMITED
- Signed
- 30 Jun 2026
- Value
- £1,400,000
- Period
- 1 Jul 2026 – 30 Jun 2028 · up to 30 Jun 2030 with extensions
- Status
- active
- Extensions
- 2 x 1 years to extend to 30th June 2029 and 30th June 2030
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 13final-stage tenders · 14 at stage one | 12 | 0 | — |
Contracting authority & participating public bodies
Framework contractors & participating bidders
1 commercial party on the notice- KEY INTEGRATED SERVICES (MAINTENANCE) LIMITEDFramework contractor
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications SCC eTendering Portal User Guide
- Bidding documents and specifications How to Register Your Organisation in CDP
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