Official UK procurement notice
Maintenance of Air Conditioning/Cooling Systems, Chilled Water Systems and Associated Plant Controls
Authority: Heriot-Watt University (Education)
What is being bought
Published requirement descriptionThe University is seeking to appoint a Contractor to provide a planned maintenance service to the installed air conditioning/cooling systems, chilled water systems and associated plant control and services at its main Edinburgh campus, the Jean Muir Student Village in Galashiels, which consists of three residential buildings, and the High Mill Building. Also included is Panmure House, situated in Edinburgh city centre.
Across these sites, the mechanical plant infrastructure includes a diverse mix of comfort heating and cooling systems as well as process‑cooling equipment. Assets include packaged chillers, VRV/VRF systems, split air‑conditioning units, close‑control units, and DX coil systems.
CPV: Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery · Repair and maintenance services
The lotProcurement structure
single lot · no lot value publishedWhat 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 (2)
- Technical: 65%
- price: 35%
Published award criteria (2)
- Technical: 65
- Price: 35
- Suitability
Bidders must confirm if they hold the authorisation or memberships. This includes the requirement of authorisation or membership from BESA or REFCOM, or equivalent.
Bidders must confirm they can provide the following supporting evidence at point of award.
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 35 of 100 points: a 10% discount moves about 3.5 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 · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 5 Aug 2026, 13:18 BST
- Last source update
- 5 Aug 2026, 13:18 BST
- Award evaluation window
- 4 Sept 2026 – …
- Authority reference
HWU-UK-2526-270-00- FTS notice number
2026/S 000-074192- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06dc61Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58(1) of the Public Contracts (Scotland) Regulations 2015. The ratio for this procurement exercise is Technical 65% and Commercial 35%. Detail on this award criteria can be found in Section 3 of the ITT. Tenderers will be asked to complete the following forms in the Technical Questionnaire in PCS-Tender: Form of Tender; Bona Fide Tender; Freedom of Information; Supply Chain Code of Conduct; and General Code of Safety Rules. Please note that these forms are for information only and will not be scored. The successful Contractor must confirm they comply with Modern Slavery Act 2015. Where the capability & capacity of a subcontractor, members of a consortia or any other body will be relied on to meet the selection criteria, a separate SPD is required from each of those other parties relied on. Where subcontractors are to be used but their capability & capacity are not relied on, the University may choose to request a separate SPD. Bidders are not required to produce supporting documentary evidence at the time of submitting the SPD. However, where it is necessary to ensure the integrity and proper conduct of the procurement process, the University can request the evidence any time during the procurement process, all or part of the supporting documents from bidders. It is a discretionary ground for exclusion for a bidder not to be able to provide the SPD supporting documents, or to withhold or misrepresent such information. More details on this can be found in the exclusion stage. There must be no qualification or contra-indication from any evidence provided in support of the Contractor’s economic and financial standing. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 32480. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 (SC Ref:839254)
How it was run
Official notice- Submission deadline
- 4 Sept 2026, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bids opened
- 4 Sept 2026, 12:00 BST
Timeline
5 Aug 2026 → 4 Sept 2026 · 3 dates- Notice published78 days ago5 Aug 2026, 13:18 BST
- Submission deadline48 days ago4 Sept 2026, 12:00 BST
- Bids opened48 days ago4 Sept 2026, 12:00 BST
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sherriff CourtReview body
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria