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Find a TenderAwardedContract details notice
Published 17 Jun 2025, 12:08 BST

Official UK procurement notice

Provision of Air conditioning Servicing and Maintenance

Official notice

Authority: Norfolk County Council (Local council)·On behalf of: Turner & Townsend Cost Management Limited

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Repair & Maintenance (50)Cleaning & Environmental Services (90) Delivery listed: Norfolk Island (NF)East of England (UKH15)
Published estimate£653,251≈ £218k / year · £783,901 inc. VAT56.1% above published estimate
Submissions closed 4 Sept 2025awarded 2 Jul 2026
Awarded to Anaco Air Conditioning Ltd
Contract term 3 yrsends 4 Dec 2028 · up to 4 Dec 2030 with extensions · starts 1 Dec 2025

What is being bought

Published requirement description

NCC have appointed a provider who can carry out the planned preventative maintenance (PPM), inspection, and servicing of all air conditioning systems, including split systems, multi-split, VRF/VRV systems, and packaged or ducted AC units installed across the Council's property portfolio.

Please note that the values in this notice are an indication for the full 5 year term of the contract including extension Options.

  • The authority expects to re-tender this requirement around 4 Dec 2029, 23:59 GMT.
  • How the procedure runs: NCCT43217 Provision of Air conditioning Servicing and Maintenance We reserve the right during subsequent stages of the Competitive Flexible procedure to refine the award and or assessment criteria and may alter the relative importance of the award and or assessment criteria. Any amendments will therefore be communicated in full at the appropriate time. The structure of this Competitive Flexible Process is detailed below. Bidders will be invited to complete all schedules of the ITT Documentation pack and submit their initial bids including their Quality & Price submissions. Once bidders return their initial bid submissions via INTEND the first level of assessment will be a compliance check against the ITT instructions contained in this whole document. Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. . NCC does however reserve the right not to dialogue at the pricing assessment stage and proceed to award . All parties that Pass the Quality Threshold score will progress to having their Price scoring added to the Quality to determine a rank order of eligible bidders. The highest scoring bidder will be awarded the contract subject to effective conclusion of standstill at NCC discretion. Annex 4 Form F Quality Evaluation is weighted 50% Each Quality Question has been broken down comprising a total weighting available of the 50% amongst each of the questions. The formula for calculation will be Weighting for each question divided by Maximum Mark available x Score received. Annex 3 Form G Pricing Evaluation is weighted 50% Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. One total price will be summed as representative for the three years of the committed contract. For Price we will then use the formula Lowest Price divided by Bid Price x 50 to calculate the Price Final Score. Where bidders pricing is incomplete and this is not able to resolved / corrected within a calendar week of notifying them then they will score a zero for their pricing submission and their tender submission will be disregarded and not eligible for award. The Quality and Price will then be added together to give a score out of 100% and bidders ranked accordingly. NCC reserve the right to undertake dialogue as part of pricing assessments if it elects to do so. Bidders will be notified during the process if this will take pace. Full tender instructions can be found in the ITT Document.

CPV: Air quality management · Miscellaneous repair and maintenance services · Repair and maintenance services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£653,251
Contract period: 1 Dec 2025 – 4 Dec 2028 (3 yrs) · up to 4 Dec 2030 with extensionsValue: £653,251 exc. VAT · £783,901 inc. VAT
Delivery listed: Norfolk Island (NF), East of EnglandEligibility: SME eligible
Extensions: 2 x12 month options to extend have been included at the discretion of Norfolk County Council.
50000000 Repair and maintenance services50800000 Miscellaneous repair and maintenance services90731100 Air quality management

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
  • Simple description: NCCT43217 Provision of Air conditioning Servicing and Maintenance We reserve the right during subsequent stages of the Competitive Flexible procedure to refine the award and or assessment criteria and may alter the relative importance of the award and or assessment criteria. Any amendments will therefore be communicated in full at the appropriate time. The structure of this Competitive Flexible Process is detailed below. Bidders will be invited to complete all schedules of the ITT Documentation pack and submit their initial bids including their Quality & Price submissions. Once bidders return their initial bid submissions via INTEND the first level of assessment will be a compliance check against the ITT instructions contained in this whole document. Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. . NCC does however reserve the right not to dialogue at the pricing assessment stage and proceed to award . All parties that Pass the Quality Threshold score will progress to having their Price scoring added to the Quality to determine a rank order of eligible bidders. The highest scoring bidder will be awarded the contract subject to effective conclusion of standstill at NCC discretion. Annex 4 Form F Quality Evaluation is weighted 50% Each Quality Question has been broken down comprising a total weighting available of the 50% amongst each of the questions. The formula for calculation will be Weighting for each question divided by Maximum Mark available x Score received. Annex 3 Form G Pricing Evaluation is weighted 50% Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. One total price will be summed as representative for the three years of the committed contract. For Price we will then use the formula Lowest Price divided by Bid Price x 50 to calculate the Price Final Score. Where bidders pricing is incomplete and this is not able to resolved / corrected within a calendar week of notifying them then they will score a zero for their pricing submission and their tender submission will be disregarded and not eligible for award. The Quality and Price will then be added together to give a score out of 100% and bidders ranked accordingly. NCC reserve the right to undertake dialogue as part of pricing assessments if it elects to do so. Bidders will be notified during the process if this will take pace. Full tender instructions can be found in the ITT Document.

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 4 Dec 2029
First published
17 Jun 2025, 12:08 BST
Last source update
20 Jul 2026, 14:18 BST
Award evaluation window
Submission end – 8 Oct 2025
Authority reference
NCCT43217
FTS notice number
2025/S 000-045576
Latest notice
Contract details notice (UK7)
Classification (CPV)
Air quality managementMiscellaneous repair and maintenance servicesRepair and maintenance services
Delivery area in notice
Norfolk Island (NF)East of England (UKH15)
Official registry OCID
ocds-h6vhtk-054e24 Find a Tender
How it runs

NCCT43217 Provision of Air conditioning Servicing and Maintenance

We reserve the right during subsequent stages of the Competitive Flexible procedure to refine the award and or assessment criteria and may alter the relative importance of the award and or assessment criteria.

Any amendments will therefore be communicated in full at the appropriate time.

The structure of this Competitive Flexible Process is detailed below.

Bidders will be invited to complete all schedules of the ITT Documentation pack and submit their initial bids including their Quality & Price submissions. Once bidders return their initial bid submissions via INTEND the first level of assessment will be a compliance check against the ITT instructions contained in this whole document. Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. . NCC does however reserve the right not to dialogue at the pricing assessment stage and proceed to award .

All parties that Pass the Quality Threshold score will progress to having their Price scoring added to the Quality to determine a rank order of eligible bidders. The highest scoring bidder will be awarded the contract subject to effective conclusion of standstill at NCC discretion.

Annex 4 Form F Quality Evaluation is weighted 50%

Each Quality Question has been broken down comprising a total weighting available of the 50% amongst each of the questions. The formula for calculation will be Weighting for each question divided by Maximum Mark available x Score received.

Annex 3 Form G Pricing Evaluation is weighted 50%

Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. One total price will be summed as representative for the three years of the committed contract.

For Price we will then use the formula Lowest Price divided by Bid Price x 50 to calculate the Price Final Score. Where bidders pricing is incomplete and this is not able to resolved / corrected within a calendar week of notifying them then they will score a zero for their pricing submission and their tender submission will be disregarded and not eligible for award.

The Quality and Price will then be added together to give a score out of 100% and bidders ranked accordingly.

NCC reserve the right to undertake dialogue as part of pricing assessments if it elects to do so. Bidders will be notified during the process if this will take pace.

Full tender instructions can be found in the ITT Document.

Review and risk notes
Risks

The right to additional purchases during the contract life above that of the value stated as an approximate forecasted value.

10 Known Risks – In accordance with the Procurement Act Norfolk County Council has published within the Tender Notice and ITT Documentation the presence of a Known Risk. This known risk relates to the non availability of all asset information associated with the portfolio which may impact and require revisions and updated information to be gathered during the contract life. This may also result in modifications to the contract and or pricing schedules that may be required when the asset information becomes known.

11 Known Risk - NCC from time to time acquire and or dispose of properties which are no longer needed by services. New acquisitions will be added to contracts via a formal change control and will be subject to rates as part of this tender, while any properties which are removed will also be subject to formal change control. This may result in modifications to the contract and or pricing schedules but with no financial penalties accepted by Norfolk County Council.

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Submission deadline
4 Sept 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

To express an interest and participate in this procurement applicants must first be registered on the system at in-tendhost.co.uk/norfolkcc ↗. Full instructions for registration and use of the system can be found at in-tendhost.co.uk/norfolkcc/aspx/Buyer… ↗. Once registered you will be able to see the procurement project under the `tenders` section and `express an interest` to view the documentation. If you encounter any difficulties whilst using the system you can contact the In-tend support team by phoning +44 8442728810 or e-mailing [email protected].

Tenders must be submitted via in-tendhost.co.uk/norfolkcc ↗

Timeline

17 Jun 2025 → 20 Jul 2026 · 9 dates
  1. Planning notice published
    17 Jun 2025, 12:08 BST
  2. Next notice expected
    29 Jul 2025, 00:59 BST
  3. Market engagement
    29 Jul 2025, 00:59 BST

    Teams Market Engagement Event for 1 hour will be hosted by Norfolk County Council. Please register on INTEND in-tendorganiser.co.uk ↗ and register for this project under reference NCCT43217 and send a message on the facility to register your desire to attend the market engagement event and a time and date will be sent to you. If you encounter any difficulties whilst using the system you can contact the In-Tend support team by phoning 0845 557 8079 or +44 (0) 114 407 0065 or by emailing [email protected].

  4. Tender notice published
    4 Aug 2025, 11:39 BST
  5. Submission deadline
    4 Sept 2025, 12:00 BST
  6. Award decision expected by377 days ago
    8 Oct 2025, 23:59 BST
  7. Contract starts324 days ago
    1 Dec 2025
  8. Assessment summaries sent111 days ago
    2 Jul 2026, 00:00 BST
  9. Latest notice published92 days ago
    20 Jul 2026, 14:18 BST

Notice history

9 events · 4 releases on Find a Tender · since 17 Jun 2025
  1. Preliminary market engagement notice published
    17 Jun 2025, 12:08 BST
    UK2
  2. Tender notice published
    4 Aug 2025, 11:39 BST
    UK4
  3. Status changed to active
    4 Aug 2025, 11:39 BST
  4. Procurement method changed
    4 Aug 2025, 11:39 BST
  5. Deadline published: 4 Sept 2025, 12:00 BST
    4 Aug 2025, 11:39 BST
  6. Contract award notice published
    2 Jul 2026, 14:21 BST
    UK6
  7. Status changed to complete
    2 Jul 2026, 14:21 BST
  8. Contract signature expected
    17 Jul 2026, 23:59 BST
    scheduled
  9. Contract details notice published
    20 Jul 2026, 14:18 BST
    UK7
Routine re-releases (4)
  • 2025-06: 1 release · 17 Jun 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £1,019,5351 award exc. VAT
Bids received 66 from SMEs
Contracts signed 1latest 20 Jul 2026
Awarded toValueDateStatus
Anaco Air Conditioning LtdSME1 Aug 2026 – 31 Jul 2029 · up to 31 Jul 2031Extensions: Two 12 month extensions may be granted at the discretion of Norfolk County Council.£1,019,5352 Jul 2026Awarded

Contracts

  • Contract 1 · Anaco Air Conditioning LtdSME

    Signed
    20 Jul 2026
    Value
    £1,019,535
    Period
    1 Aug 2026 – 31 Jul 2029 · up to 31 Jul 2031 with extensions
    Status
    active
    Extensions
    Two 12 month extensions may be granted at the discretion of Norfolk County Council.

    No agreed KPIs: The contract is below the required threshold.

Bid statistics published by the authority

BidsSMEVCSEValid bid range
6final-stage tenders · 9 at stage one60—

Contracting authority & participating public bodies

2 public bodies on the notice

Norfolk County Council

Contracting authorityPublic authority - sub-central government GB-PPON: PDYH-3246-XWTR County Hall, Martineau Lane, Norwich, East of England, NR1 2DHContact name, email

Other public bodies

Bidders & participating suppliers

1 commercial party on the notice
  • ANACO AIR CONDITIONING LIMITEDAwarded supplierGB-COH: 04117360GB-PPON: PNCZ-1736-CWQH The Old Dairy, Mill Road, Barnham Broom, East of England, NR9 4DEContact email

Official documents & specifications (19)

Official links; attachments are not copied

Tender pack and attachments

Show 7 more documents

Notices published for this procedure