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 31 Oct 2030, 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 #1AwardedRenewalPublished 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, 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, 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, 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, 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 innov…
- 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
- Yes (GPA)
- Recurring procurement
- Yes · next expected 31 Oct 2030
- First published
- 31 Oct 2025, 10:02 GMT
- Last source update
- 25 Mar 2026, 06:49 GMT
- Award evaluation window
- Submission end – 6 Feb 2026
- Authority reference
ID587- FTS notice number
2025/S 000-069959- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05d7a3Find 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
The principal risks that could affect satisfactory contract performance include:
- Non-compliance with statutory regulations (e.g., ACOP L8, HSG 274) leading to enforcement action or service failure.
- Insufficient staffing or loss of key technical personnel, resulting in reduced capacity to deliver the required inspection and monitoring programme.
- Delays in data entry or reporting within the C365 compliance management system, affecting statutory record accuracy.
- Supply-chain or subcontractor failure impacting responsiveness or sample turnaround times.
- Health & Safety incidents causing operational downtime or reputational damage.
- Failure to maintain quality standards or calibration of testing equipment, resulting in inaccurate results.
- Failure to meet KPIs such as completion rates, response times, and customer satisfaction targets.
Appropriate risk-mitigation measures are embedded within the specification, KPIs, and contract management framework.
How it was run
Official notice- Requests to participate (first stage)
- 28 Nov 2025, 12:00 GMT
- Submission deadline
- 28 Nov 2025, 12:00 GMT
- Clarification deadline
- 21 Nov 2025, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
31 Oct 2025 → 1 May 2026 · 8 dates- Tender notice published355 days ago31 Oct 2025, 10:02 GMT
- Clarification questions by334 days ago21 Nov 2025, 12:00 GMT
- Submission deadline327 days ago28 Nov 2025, 12:00 GMT
- Award decision expected by256 days ago6 Feb 2026, 23:59 GMT
- Assessment summaries sent250 days ago13 Feb 2026
- Standstill ends225 days ago9 Mar 2026, 23:59 GMT
- Latest notice published210 days ago25 Mar 2026, 06:49 GMT
- Contract starts173 days ago1 May 2026, 00:00 BST
Notice history
6 events · 3 releases on Find a Tender · since 31 Oct 2025- Tender notice published31 Oct 2025, 10:02 GMTUK4
- Contract award notice published26 Feb 2026, 14:36 GMTUK6
- Status changed to complete26 Feb 2026, 14:36 GMT
- Procurement method changed26 Feb 2026, 14:36 GMT
- Contract signature expected13 Mar 2026, 23:59 GMTscheduled
- Contract details notice published25 Mar 2026, 06:49 GMTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Franks Portlock Consulting LimitedSME1 May 2026 – 30 Apr 2029 · up to 30 Apr 2031Extensions: The contract will be let for an initial term of three (3) years, with the option to extend for up to two (2) further periods of twelve (12) months each (3+1+1). Any extension will be at the sole discretion of the Contracting Authority. Extensions may be applied where service performance has been satisfactory against agreed KPIs, where there remains an ongoing requirement for the services, where funding is available, and where continuity of service is desirable. Extensions may also be exercised to maintain statutory compliance and ensure alignment with wider procurement strategy. · Options: The contract includes options for up to two additional 12-month extensions (3 + 1 + 1) at the discretion of Trent & Dove Housing. No other options are foreseen. | £562,500 | 13 Feb 2026 | Awarded |
Contracts
Legionella Prevention - Water Safety · Franks Portlock Consulting LimitedSME
- Signed
- 24 Mar 2026
- Value
- £562,500
- Period
- 1 May 2026 – 30 Apr 2029 · up to 30 Apr 2031 with extensions
- Status
- active
- Extensions
- The contract will be let for an initial term of three (3) years, with the option to extend for up to two (2) further periods of twelve (12) months each (3+1+1). Any extension will be at the sole discretion of the Contracting Authority. Extensions may be applied where service performance has been satisfactory against agreed KPIs, where there remains an ongoing requirement for the services, where funding is available, and where continuity of service is desirable. Extensions may also be exercised to maintain statutory compliance and ensure alignment with wider procurement strategy.
- Options
- The right to additional purchases while the contract is valid. The contract includes options for up to two additional 12-month extensions (3 + 1 + 1) at the discretion of Trent & Dove Housing. No other options are foreseen.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 6final-stage tenders · 12 at stage one | 3 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- GBS Procure LimitedProcuring entitySummary
Bidders & participating suppliers
1 commercial party on the notice- Franks Portlock Consulting LimitedAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: The procurement documents will be made available electronically via the myTenders e-tendering platform shortly after publication of this notice. Interested suppliers should register or log in at https://www.mytenders.co.uk to access the documentation free of charge and to ensure they receive any subsequent clarifications or amendments. All communications, clarifications, and submissions must be made through the myTenders portal. Suppliers are advised to regularly check the portal for updates.
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