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Published 26 Feb 2024, 14:24 GMT

Official UK procurement notice

HVAC Maintenance and Repair Contract

Official notice

Authority: Gentoo Group Limited (Public body)

ServicesOpen procedure
Sectors: Repair & Maintenance (50) Delivery: North East (UKC2)
Published estimate£141,000≈ £47k / year · 1 value update47.2% above published estimate
Submissions closed 3 Apr 2024awarded 4 Jul 2024
Awarded to DFP Services Ltd
Contract term 3 yrsends 7 Jul 2027 · extension options published · starts 8 Jul 2024

What is being bought

Published requirement description

HVAC Maintenance and Repair Contract

CPV: Repair and maintenance services

The lotProcurement structure

single lot · no lot value published
Lot #1Gentoo has a number of offices, depots and blocks within the boundaries of Sunderland,…Awarded 3 yrs

Gentoo has a number of offices, depots and blocks within the boundaries of Sunderland, Houghton, Hetton and Washington – Tyne and Wear. Many of these premises have heating ventilation and cooling (HVAC) systems installed within them.

he Group is currently seeking to procure a Contractor to deliver preventative maintenance services to all of those systems. This will be undertaken by carrying out regular inspections of all equipment in a planned manner, identifying current or potential future issues and then carrying out any necessary repairs to ensure the systems continue to operate effectively.

In addition to the above, the Provider will also be required to attend and rectify the systems as and when they fail to operate effectively or break down completely. This work is responsive, and will be required to be completed within pre-set timeframes. Effectively, this tender is to procure Providers to control all maintenance and repair works required to these systems.

It is the intention of Gentoo to appoint one Provider to deliver these works.

Contract period: 8 Jul 2024 – 7 Jul 2027 (3 yrs)
Delivery: North East · Across the city of Sunderland.
Extensions: 2 x 12 month optional extensions.Variant bids: not allowed

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: 50%
Published award criteria (2)
  • Quality: 50
  • Price: 50
What this means for your bid
  • Price carries 50 of 100 points: a 10% discount moves about 5 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
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
Unspecified in notice
Recurring procurement
No (one-off requirement)
First published
26 Feb 2024, 14:24 GMT
Last source update
17 Jul 2024, 15:25 BST
Award evaluation window
3 Apr 2024 – …
FTS notice number
2024/S 000-022081
Classification (CPV)
Repair and maintenance services
Delivery area
North East (UKC2)
Official registry OCID
ocds-h6vhtk-043cdc Find a Tender

How it was run

Official notice
Run through: Panacea
Supplier login requiredLanguage: EN
Access & registration note: Free
Submission deadline
3 Apr 2024, 17:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
3 Apr 2024, 17:30 BST
Detailed submission instructions & authority contactsFrom official release

app.panacea-software.com/gentoo/default.aspx ↗

Timeline

28 Feb 2024 → 17 Jul 2024 · 5 dates
  1. Next notice expected
    28 Feb 2024
  2. Submission deadline
    3 Apr 2024, 17:00 BST
  3. Bids opened
    3 Apr 2024, 17:30 BST
  4. Contract starts
    8 Jul 2024, 00:00 BST
  5. Notice published
    17 Jul 2024, 15:25 BST

Notice history

5 events · 3 releases on Find a Tender · since 1 Mar 2024
  1. Published value published: £141,000
    1 Mar 2024, 09:32 GMT
  2. Status changed to active
    1 Mar 2024, 09:32 GMT
  3. Procurement method changed
    1 Mar 2024, 09:32 GMT
  4. Deadline published: 3 Apr 2024, 17:00 BST
    1 Mar 2024, 09:32 GMT
  5. Status changed to complete
    17 Jul 2024, 15:25 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £207,6121 contract exc. VAT
Bids received 2
Contracts signed 1latest 4 Jul 2024
Awarded toValueDateStatus
DFP Services LtdSME£207,612 †—Awarded

Contracts

  • Contract 022081-2024-1 · DFP Services LtdSME

    Signed
    4 Jul 2024
    Value
    £207,612
    Period
    … – 7 Jul 2027
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2bids———

Contracting authority & participating public bodies

Gentoo Group

Contracting authorityPublic bodyBody governed by public lawHousing and community amenities Emperor House, 2 Emperor Way, Sunderland, North East, SR3 3XRContact name, email Published organisation website ↗

Bidders & participating suppliers

1 commercial party on the notice
  • DFP Services LtdAwarded supplier One West Durham, St John’s Road, Meadowfield, County Durham, North East, DH78RD

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.