Official UK procurement notice
Legionella Prevention - Water Safety
Authority: Trent and Dove Housing (Public body)·On behalf of: GBS Procure Limited
What is being bought
Published requirement descriptionThe Contracting Authority is procuring a service contract for the provision of legionella prevention and water safety management across its property portfolio. The scope includes but is not limited to:
Risk assessments in line with HSE Approved Code of Practice L8 and relevant guidance (HSG274).
Regular water monitoring, inspection, and testing of systems (taps, outlets, tanks, calorifiers, etc.).
Sampling, analysis, and reporting of water quality results.
Provision of remedial works and interventions where required to ensure compliance.
Maintenance of accurate records and reporting to the Contracting Authority.
Emergency response in the event of positive results or suspected outbreaks.
Training, advice, and guidance to staff on water safety management.
The successful supplier will be required to provide a fully managed and compliant water safety service designed to minimise risks associated with legionella and other waterborne pathogens. Services must be delivered by competent personnel with relevant accreditations and supported by appropriate technology to provide accessible records, reporting, and audit trails.
The contract will be awarded for an initial term of five years, with the option to extend subject to performance. The estimated contract value is £135,000 per annum (£675,000 total).
Evaluation will be based on the Most Advantageous Tender, with submissions assessed on quality (60%) and price (40%). Quality criteria will focus on technical expertise, delivery approach, compliance, innovation, and social value.
- The authority expects to re-tender this requirement around 7 Nov 2025, 23:59 GMT.
- How the procedure runs: This procurement will be conducted using the Competitive Flexible Procedure under Section 20 of the Act. The process will be carried out in two stages: Stage 1 – Invitation to Participate (Selection) All suppliers must complete the Procurement Specific Questionnaire (PSQ). Submissions will be assessed against pass/fail criteria (financial capacity, insurance, legal capacity, technical ability, health and safety accreditation) and scored project-specific questions. The top five highest-scoring suppliers will be invited to progress to Stage 2. A sixth supplier may be invited if scores between 5th and 6th are within two percentage points. Stage 2 – Invitation to Submit a Tender (Award Stage) Shortlisted suppliers will be invited to submit full tenders. Responses will be evaluated on Quality (60%) and Price (40%), in line with the published award criteria. Quality will be assessed through written method statement responses, with areas covering service delivery, staffing competence, compliance, communication, technology integration, social value, and innovation. Price will be evaluated using a relative scoring model, with the lowest compliant bid achieving maximum marks. Moderation and Evaluation Each submission will be assessed individually by the Contracting Authority’s evaluation panel. Provisional scores will be moderated to agree a final consensus score. A non-scoring moderator will ensure accurate recording of the evaluation. Interviews and Due Diligence Interviews may be conducted to validate tender responses. The Authority may also undertake due diligence checks, including financial checks, reference site visits, and verification of technical competence. Scores may be adjusted based on interview outcomes. Contract Award The contract will be awarded to the supplier submitting the Most Advantageous Tender (MAT) following moderation, interviews (if applicable), and due diligence. The Authority will issue assessment summaries to all participants and observe the mandatory standstill period before contract award. Contract Details The successful supplier will enter into a JCT MTC 2024 contract, supported by service levels and KPIs. No negotiation on terms will be permitted, and supplier submissions will form part of the final contract.
CPV: Consulting services for water-supply and waste-water other than for construction · Health and safety consultancy services · Services related to water pollution · Transboundary water pollution management or control services
The lotProcurement structure
single lot · value publishedLot #1CancelledRenewalPublished value£562,500
- Economic & financial standing
Suppliers must demonstrate financial standing appropriate to the contract value, including minimum annual turnover of £385,714 (equivalent to 35% of annual contract value), evidence of financial stability, and confirmation of adequate insurances prior to award (minimum £10m Employers’ Liability, £10m Public Liability, and £5m Professional Indemnity).
- Technical & professional ability
Suppliers must demonstrate competence and relevant qualifications/accreditations for legionella prevention and water safety. This includes, but is not limited to, membership of the Legionella Control Association (LCA) or equivalent, ISO 9001 or equivalent quality management certification, UKAS accreditation where applicable, and personnel with suitable qualifications (e.g. BOHS Certificate of Competence, City & Guilds accredited risk assessors, or equivalent). Evidence of delivering similar contracts is required.
- Condition of participationshortlisting
Suppliers will be selected to tender through a two-stage process:
Stage 1 – Procurement Specific Questionnaire (PSQ):
Suppliers must complete a PSQ which includes both pass/fail criteria and scored criteria.
Conditions of participation include:
Financial capacity (minimum turnover of £385,714, equivalent to 35% of the annual contract value)
Adequate insurance cover.
Legal capacity to perform the contract.
Health & Safety accreditation (e.g. CHAS, SafeContractor, SSIP)
Mandatory organisational accreditations relevant to Legionella prevention and water safety (e.g. LCA membership, ISO 9001, UKAS accreditation)
Personnel competence, evidenced by qualifications and experience (e.g. BOHS Certificate of Competence, Water Treatment Diploma, LCA/City & Guilds Risk Assessor qualifications).
Suppliers must also confirm compliance with requirements such as sub-contractor management, Modern Slavery Act obligations, and technical competence.
Only the top five highest-scoring suppliers who meet all pass/fail conditions and achieve minimum scores on assessed PSQ questions will be shortlisted for Stage 2
Stage 2 – Invitation to Tender (ITT):
Shortlisted suppliers will be invited to submit detailed responses to quality and pricing questions.
The award will be made on the basis of Most Advantageous Tender, with the following weighting: Quality (60%) and Price (40%)
Quality assessment covers areas including service delivery, staffing competence, communication, resident engagement, social value, and innovation/environmental impact
Suppliers must achieve at least 60% of the overall quality score to remain in the process.
The selection process ensures that only suppliers with proven financial stability, compliance with statutory obligations, and the necessary technical competence in Legionella prevention and water safety will be invited to tender.
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: Assessment of tenderers’ proposals for service delivery, staffing competence, compliance with legislation and best practice, communication and reporting, use of technology, social value, and innovation. Evaluated through written method statements and supporting evidence.
- Price: Evaluation of total contract cost based on pricing schedule. Lowest compliant tender achieves maximum score, with other tenders scored proportionately.
- Economic & financial standing
Suppliers must demonstrate financial standing appropriate to the contract value, including minimum annual turnover of £385,714 (equivalent to 35% of annual contract value), evidence of financial stability, and confirmation of adequate insurances prior to award (minimum £10m Employers’ Liability, £10m Public Liability, and £5m Professional Indemnity).
- Technical & professional ability
Suppliers must demonstrate competence and relevant qualifications/accreditations for legionella prevention and water safety. This includes, but is not limited to, membership of the Legionella Control Association (LCA) or equivalent, ISO 9001 or equivalent quality management certification, UKAS accreditation where applicable, and personnel with suitable qualifications (e.g. BOHS Certificate of Competence, City & Guilds accredited risk assessors, or equivalent). Evidence of delivering similar contracts is required.
- Condition of participationshortlisting
Suppliers will be selected to tender through a two-stage process:
Stage 1 – Procurement Specific Questionnaire (PSQ):
Suppliers must complete a PSQ which includes both pass/fail criteria and scored criteria.
Conditions of participation include:
Financial capacity (minimum turnover of £385,714, equivalent to 35% of the annual contract value)
Adequate insurance cover.
Legal capacity to perform the contract.
Health & Safety accreditation (e.g. CHAS, SafeContractor, SSIP)
Mandatory organisational accreditations relevant to Legionella prevention and water safety (e.g. LCA membership, ISO 9001, UKAS accreditation)
Personnel competence, evidenced by qualifications and experience (e.g. BOHS Certificate of Competence, Water Treatment Diploma, LCA/City & Guilds Risk Assessor qualifications).
Suppliers must also confirm compliance with requirements such as sub-contractor management, Modern Slavery Act obligations, and technical competence.
Only the top five highest-scoring suppliers who meet all pass/fail conditions and achieve minimum scores on assessed PSQ questions will be shortlisted for Stage 2
Stage 2 – Invitation to Tender (ITT):
Shortlisted suppliers will be invited to submit detailed responses to quality and pricing questions.
The award will be made on the basis of Most Advantageous Tender, with the following weighting: Quality (60%) and Price (40%)
Quality assessment covers areas including service delivery, staffing competence, communication, resident engagement, social value,…
- 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
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA, CPTPP)
- Recurring procurement
- Yes · next expected 7 Nov 2025
- First published
- 18 Aug 2025, 11:19 BST
- Last source update
- 30 Oct 2025, 12:11 GMT
- Award evaluation window
- Submission end – 23 Jan 2026
- Authority reference
ID587- FTS notice number
2025/S 000-061330- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-058990Find a Tender
- How it runs
This procurement will be conducted using the Competitive Flexible Procedure under Section 20 of the Act. The process will be carried out in two stages:
Stage 1 – Invitation to Participate (Selection)
All suppliers must complete the Procurement Specific Questionnaire (PSQ). Submissions will be assessed against pass/fail criteria (financial capacity, insurance, legal capacity, technical ability, health and safety accreditation) and scored project-specific questions. The top five highest-scoring suppliers will be invited to progress to Stage 2. A sixth supplier may be invited if scores between 5th and 6th are within two percentage points.
Stage 2 – Invitation to Submit a Tender (Award Stage)
Shortlisted suppliers will be invited to submit full tenders. Responses will be evaluated on Quality (60%) and Price (40%), in line with the published award criteria. Quality will be assessed through written method statement responses, with areas covering service delivery, staffing competence, compliance, communication, technology integration, social value, and innovation. Price will be evaluated using a relative scoring model, with the lowest compliant bid achieving maximum marks.
Moderation and Evaluation
Each submission will be assessed individually by the Contracting Authority’s evaluation panel. Provisional scores will be moderated to agree a final consensus score. A non-scoring moderator will ensure accurate recording of the evaluation.
Interviews and Due Diligence
Interviews may be conducted to validate tender responses. The Authority may also undertake due diligence checks, including financial checks, reference site visits, and verification of technical competence. Scores may be adjusted based on interview outcomes.
Contract Award
The contract will be awarded to the supplier submitting the Most Advantageous Tender (MAT) following moderation, interviews (if applicable), and due diligence. The Authority will issue assessment summaries to all participants and observe the mandatory standstill period before contract award.
Contract Details
The successful supplier will enter into a JCT MTC 2024 contract, supported by service levels and KPIs. No negotiation on terms will be permitted, and supplier submissions will form part of the final contract.
- Risks
Key risks to contract performance include: failure to comply with statutory health and safety obligations (e.g. HSE ACOP L8 and HSG274), poor supplier performance leading to service disruption, insufficiently qualified staff, delays in reporting or remedial actions, financial instability of the supplier, and lack of responsiveness to emergency incidents. External risks include changes to legislation, unforeseen building conditions, or supply chain disruption. These risks will be managed through robust KPIs, performance monitoring, and contractual remedies.
How it was run
Official notice- Requests to participate (first stage)
- 29 Oct 2025, 12:00 GMT
- Submission deadline
- 29 Oct 2025, 12:00 GMT
- Clarification deadline
- 22 Oct 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
18 Aug 2025 → 1 May 2026 · 9 dates- Planning notice published18 Aug 2025, 11:19 BST
- Market engagement29 Aug 2025, 23:59 BST
Suppliers who wish to participate in this Preliminary Market Engagement are invited to follow the steps below:
Visit the GBS Procure website.
Navigate to the Pre-Market Engagement section. www.gbsprocure.com/premarket-engagement ↗
Locate the opportunity by clicking on the Trent & Dove Logo
www.gbsprocure.com/copy-of-two-rivers-h… ↗
Click on the associated document to download the PreMarket Engagement document for ID587 - Legionella Prevention - Water Safety
Complete the form in full.
Return the completed form by email to: [email protected]
All responses must be submitted by the stated deadline: 29/08/2025 at 12:00 Midday.
Please note: Late submissions may not be considered.
- Next notice expected398 days ago19 Sept 2025, 23:59 BST
- Tender notice published387 days ago1 Oct 2025, 13:37 BST
- Clarification questions by366 days ago22 Oct 2025, 12:00 BST
- Submission deadline359 days ago29 Oct 2025, 12:00 GMT
- Latest notice published358 days ago30 Oct 2025, 12:11 GMT
- Award decision expected by272 days ago23 Jan 2026, 23:59 GMT
- Contract starts175 days ago1 May 2026, 00:00 BST
Notice history
5 events · 2 releases on Find a Tender · since 18 Aug 2025- Preliminary market engagement notice published18 Aug 2025, 11:19 BSTUK2
- Tender notice published1 Oct 2025, 13:37 BSTUK4
- Status changed to active1 Oct 2025, 13:37 BST
- Procurement method changed1 Oct 2025, 13:37 BST
- Procurement termination notice published30 Oct 2025, 12:11 GMTUK12
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 30 Oct 2025 | CancelledTrent & Dove Housing has decided to abandon the current procurement in accordance with Appendix A, Paragraph 6 (Procurement Terms and Conditions) of the Information and Instructions Document (ITT), which permits cancellation of the process at any point. Following review of Stage 1 submissions, an insufficient number of compliant bids were received. Feedback indicated that the mandatory ISO 17020 accreditation requirement acted as a barrier to entry. This requirement will be amended from mandatory to preferred in a reissued tender to encourage wider competition. |
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- GBS Procure LimitedProcuring entityGBS Procure Limited act as the contracting authority\'s external procurement team, managing this procurement on their behalf, including preparation, tendering, moderating evaluation, and award in full compliance with applicable procurement regulations.
Official documents & specifications (10)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Document 3b - Proposed amendments to the Joint Contracts Tribunal Measured Term Contract 2024.
- Bidding documents and specifications Document 4 - Supplier Assessment Scheme
- Bidding documents and specifications Document 5b - Invitation to Submit a Tender - Stage 2 - Invitation to Tender
- Bidding documents and specifications Document 6 - Pricing Matrix
- Bidding documents and specifications Document 5a - Procurement Specific Questionnaire - Stage 1 - Invitation to Participate
- Bidding documents and specifications Document 1 - Information and Instructions
- Bidding documents and specifications Document 2 - Specification
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender