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Find a TenderAwardedContract details notice
Published 9 May 2025, 14:41 BST

Official UK procurement notice

Provision of Mechanical & Plant Servicing & Repairs

Official notice

Authority: Academies for Character & Excellence (Central government)·On behalf of: PHP Law LLP

3 lotsServicesOpen procedureAbove thresholdSME suitable
Sectors: Repair & Maintenance (50) Delivery listed: Ireland (IE053)South West (UKK)
Published estimate£250,000envelope for 3 lots · £300,000 inc. VAT
Submissions closed 9 Jun 2025awarded 8 Jul 2025
Awarded to I J Cannings & Son Ltd2 awards
Contract term 3 yrsends 1 Sept 2028 · up to 1 Sept 2030 with extensions · starts 1 Sept 2025

What is being bought3 lots · detail below

Published requirement description

The proposed contract will encompass delivering the following services to the Trust:

a. Statutory compliance maintenance and planned preventative maintenance to all mechanical & plant equipment listed in Document 8. Asset Lists.

b. Reactive maintenance in accordance with the approval process laid out in Document 2. Specification of Requirement.

c. Provision of technical support and management of all specialist contracts and subcontracts as part of this Contract.

d. Provision of 24-hour operations support.

  • No preliminary market engagement: The Trust did not carry out preliminary market engagement (PME) prior to tender publication to prepare for this procurement. Tenderers shall be aware that under the Act, the Trust is not obligated to carry out PME. The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.

CPV: Repair and maintenance services · Repair and maintenance services for pumps, valves, taps and metal containers and machinery · Repair and maintenance services of boilers · Repair and maintenance services of mechanical building installations · Repair and maintenance services of pumps, valves, taps and metal containers

Lots and requirements (3)Procurement structure

3 lots · all with a published value (£250,000 together) · same evaluation weights on every lot
Lot #1SomersetAwardedRenewal South West 3 yrsSMEPublished value£150,000

To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Ashill Community Primary School Baltonsborough Church of England VC Primary School Buckland St Mary Church of England Primary School Castle Cary Community Primary School Hatch Beauchamp Church of England Primary School Holy Trinity Church of England Primary School Milborne Port Primary School Stoberry Park School Stockland Church of England Primary Academy Winsham Primary School

Contract period: 1 Sept 2025 – 1 Sept 2028 (3 yrs) · up to 1 Sept 2030 with extensionsValue: £150,000 exc. VAT · £180,000 inc. VAT
Delivery: South WestEligibility: SME eligible
Extensions: Option of 2 further 1 year extensions
50000000 Repair and maintenance services50500000 Repair and maintenance services for pumps, valves, taps and metal containers and machinery50531100 Repair and maintenance services of boilers50712000 Repair and maintenance services of mechanical building installations
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    A financial appraisal will be based upon a credit check

  • Technical & professional ability

    Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: a. Gas Safe Registration and the provision of Gas Safe registered engineers b. F Gas Registration and the provision of F Gas qualified engineers c. OFTEC Registration and the provision of OFTEC qualified engineers

Lot #2Devon & TorbayAwardedRenewal Ireland (IE053) 3 yrsSMEPublished value£100,000

To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Berry Pomeroy Parochial CofE Primary School Brixham Church of England Primary School Collaton St Mary Church of England Primary School Galmpton Church of England Primary School Newtown Primary School Shaldon Primary School St Gabriel's CofE Primary School Torre Church of England Academy Totnes St John's Church of England Primary School Trinity CofE Primary and Nursery School

Contract period: 1 Sept 2025 – 1 Sept 2028 (3 yrs) · up to 1 Sept 2030 with extensionsValue: £100,000 exc. VAT · £120,000 inc. VAT
Delivery listed: Ireland (IE053)Eligibility: SME eligible
Extensions: Option of 2 further 1 year extensions
50000000 Repair and maintenance services50510000 Repair and maintenance services of pumps, valves, taps and metal containers50531100 Repair and maintenance services of boilers50712000 Repair and maintenance services of mechanical building installations
Pre-qualification & selection criteria (PQQ)1
  • Technical & professional ability

    Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: a. Gas Safe Registration and the provision of Gas Safe registered engineers b. F Gas Registration and the provision of F Gas qualified engineers c. OFTEC Registration and the provision of OFTEC qualified engineers

Lot #3All SchoolsAwardedRenewal South West 3 yrsSMEPublished value£0

To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Ashill Community Primary School Baltonsborough Church of England VC Primary School Buckland St Mary Church of England Primary School Castle Cary Community Primary School Hatch Beauchamp Church of England Primary School Holy Trinity Church of England Primary School Milborne Port Primary School Stoberry Park School Stockland Church of England Primary Academy Winsham Primary School Berry Pomeroy Parochial CofE Primary School Brixham Church of England Primary School Collaton St Mary Church of England Primary School Galmpton Church of England Primary School Newtown Primary School Shaldon Primary School St Gabriel's CofE Primary School Torre Church of England Academy Totnes St John's Church of England Primary School Trinity CofE Primary and Nursery School

Contract period: 1 Sept 2025 – 1 Sept 2028 (3 yrs) · up to 1 Sept 2030 with extensions
Delivery: South WestEligibility: SME eligible
Extensions: Option of 2 further 1 year extensions
50000000 Repair and maintenance services50510000 Repair and maintenance services of pumps, valves, taps and metal containers50531100 Repair and maintenance services of boilers50712000 Repair and maintenance services of mechanical building installations
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    A financial appraisal will be based upon a credit check

  • Technical & professional ability

    Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: a. Gas Safe Registration and the provision of Gas Safe registered engineers b. F Gas Registration and the provision of F Gas qualified engineers c. OFTEC Registration and the provision of OFTEC qualified engineers

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 · same split on all 3 lots
Quality: 60%Price: 40%
Published sub-criteria (7)
  • Service Offer: 30%
  • Contractor Staff: 5%
  • Contract Support, Monitoring & Management: 20%
  • Mobilisation: 5%
  • Total Annual Service Cost: 30%
  • Remedial & Reactive Works - Skilled Labour Rate: 5%
  • Remedial & Reactive Costs - Material Mark-Up: 5%
Published award criteria (7)
  • Service Offer
  • Contractor Staff
  • Contract Support, Monitoring & Management
  • Mobilisation
  • Total Annual Service Cost
  • Remedial & Reactive Works - Skilled Labour Rate
  • Remedial & Reactive Costs - Material Mark-Up
What this means for your bid
  • 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
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
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
9 May 2025, 14:41 BST
Last source update
19 Aug 2025, 16:54 BST
Award evaluation window
Submission end – 15 Jul 2025
Authority reference
ACE01.60
FTS notice number
2025/S 000-020111
Latest notice
Contract details notice (UK7)
Classification (CPV)
Repair and maintenance servicesRepair and maintenance services for pumps, valves, taps and metal containers and machineryRepair and maintenance services of boilersRepair and maintenance services of mechanical building installationsRepair and maintenance services of pumps, valves, taps and metal containers
Delivery area in notice
Ireland (IE053)South West (UKK)
Official registry OCID
ocds-h6vhtk-050fd7 Find a Tender
Contract terms summary

1The Contractor shall submit invoices and associated documentation by email to [email protected] Each invoice produced by the Contractor must include, as a minimum, the following details: a. School name b. Purchase Order c. Date d. Brief details of activity undertaken (e.g. replacement of broken boiler) e. Sub-contractor (where relevant) f. Cost to school/Trust (ex VAT) g. VAT and total cost including VAT h. Job code Copies of Service Sheets and Daywork Sheets shall substantiate all applications for payment to the Trust for all work. Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.

Review and risk notes
Risks

Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with local fire safety regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Inadequate maintenance or servicing of fire and security systems can result in system failures, compromising the safety of students and staff. Delays in response times for emergency services or repairs can exacerbate safety risks. Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.

How it was run

Official notice
Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free · 5–10 minutes
Submission deadline
9 Jun 2025, 12:00 BST
Clarification deadline
30 May 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

9 May 2025 → 1 Sept 2025 · 8 dates
  1. Tender notice published
    9 May 2025, 14:41 BST
  2. Clarification questions by
    30 May 2025, 12:00 BST
  3. Submission deadline
    9 Jun 2025, 12:00 BST
  4. Assessment summaries sent
    8 Jul 2025, 00:00 BST
  5. Award decision expected by
    15 Jul 2025, 00:59 BST
  6. Standstill ends
    30 Jul 2025, 23:59 BST
  7. Latest notice published
    19 Aug 2025, 16:54 BST
  8. Contract starts
    1 Sept 2025

Notice history

6 events · 3 releases on Find a Tender · since 9 May 2025
  1. Tender notice published
    9 May 2025, 14:41 BST
    UK4
  2. Contract award notice published
    21 Jul 2025, 10:59 BST
    UK6
  3. Status changed to complete
    21 Jul 2025, 10:59 BST
  4. Buyer details updated
    21 Jul 2025, 10:59 BST
  5. Contract signature expected
    4 Aug 2025, 23:59 BST
    scheduled
  6. Contract details notice published
    19 Aug 2025, 16:54 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £250,0001 award exc. VAT
Bids received 54 from SMEs
Contracts signed 1latest 7 Aug 2025
Awarded toValueDateStatus
Lot 3 · All Schools1 award
I J Cannings & Son LtdSMELot 3 All Schools1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030Extensions: Two further 12 months (3+1+1)£250,0008 Jul 2025Awarded
Across several lots1 award
supplier not published—8 Jul 2025Awarded

Contracts

  • Lot 3 All Schools · I J Cannings & Son LtdSME

    Signed
    7 Aug 2025
    Value
    £250,000
    Period
    1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030 with extensions
    Status
    active
    Extensions
    Two further years in 12 month increments
    Options
    To enable schools to be added who join the Trust
    5 agreed KPIs: Planned Servicing · Critical defect response · Statutory Compliance …
    • Planned Servicing, 100% of scheduled completed within agreed timeframe.
    • Critical defect response, 100% of critical failures response within 4 hours and resolution within 24 hours.
    • Statutory Compliance, 100% of servicing certificates and remedial action records kept up to date and available
    • First Time Fix Rate, Target: 90% of reactive call-outs resolved on first visit.
    • Customer Satisfaction, Target: 95% satisfaction on quarterly surveys of school site teams or headteachers

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
3 · All Schools5final-stage tenders · 6 at stage one40—

Contracting authority & participating public bodies

3 public bodies on the notice

Academies for Character & Excellence

Contracting authorityPublic authority - sub-central government GB-PPON: PYNM-4868-XBBN Pathfields, Totnes, South West, TQ9 5TZContact name, email

Consortium members and other public bodies

  • PHP Law LLPProcess contact pointProcuring entityProcurement ConsultantGB-PPON: PPRM-9434-VNYQ Totnes, South WestContact name, email, phone
  • THE ACADEMIES FOR CHARACTER AND EXCELLENCEContracting authorityPublic authority - sub-central governmentGB-COH: 10098444GB-PPON: PYNM-4868-XBBN Totnes, South WestContact email

Bidders & participating suppliers

1 commercial party on the notice
  • I.J. CANNINGS & SON LIMITEDAwarded supplierGB-COH: 01889679GB-PPON: PMXL-2718-QZZP Redlands Exmouth Road, Exeter, South West, EX5 1ARContact email

Official documents & specifications (4)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender