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Published 9 Jan 2026, 14:44 GMT

Official UK procurement notice

PRP291 Servicing and Repairs of Air Conditioning and Air Handling Units/ Heating Ventilation (HVAC)

Official notice

Authority: Derbyshire County Council (Local council)

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Repair & Maintenance (50) Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)
+6 moreEast Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)South West (UKK)
Published estimate£400,000≈ £400k / year · £480,000 inc. VAT
Submissions closed 10 Feb 2026awarded 13 Apr 2026
Awarded to William Freer Ltd2 awards
Contract term 1 yrends 30 Mar 2027 · starts 31 Mar 2026

What is being bought

Published requirement description

Contractor to carry out the servicing and maintenance of air conditioning and air handling units to all of their premises throughout the county of Derbyshire

  • The authority expects to re-tender this requirement around 30 Oct 2029, 23:59 GMT.

CPV: Repair and maintenance services of cooler groups

The lotProcurement structure

single lot · value published
Lot #1Awarded 1 yrSMEPublished value£400,000
Contract period: 31 Mar 2026 – 30 Mar 2027 (1 yr)Value: £400,000 exc. VAT · £480,000 inc. VAT
Delivery: East MidlandsEligibility: SME eligible
50730000 Repair and maintenance services of cooler groups

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
Quality: 60%Price: 40%
Published sub-criteria (2)
  • Technical Quality: 60%
  • Price: 40%
Published award criteria (2)
  • Price
  • Technical Quality
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
Unspecified in notice
Recurring procurement
Yes · next expected 30 Oct 2029
First published
9 Jan 2026, 14:44 GMT
Last source update
22 May 2026, 09:10 BST
Award evaluation window
Submission end – 6 Mar 2026
FTS notice number
2026/S 000-001934
Latest notice
Contract details notice (UK7)
Classification (CPV)
Repair and maintenance services of cooler groups
Delivery area
North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
+1 moreSouth West (UKK)
Official registry OCID
ocds-h6vhtk-060303 Find a Tender

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Submission deadline
10 Feb 2026, 11:00 GMT
Clarification deadline
23 Jan 2026, 11:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/Opportunities ↗

Timeline

9 Jan 2026 → 22 May 2026 · 7 dates
  1. Tender notice published286 days ago
    9 Jan 2026, 14:44 GMT
  2. Clarification questions by272 days ago
    23 Jan 2026, 11:00 GMT
  3. Submission deadline254 days ago
    10 Feb 2026, 11:00 GMT
  4. Award decision expected by229 days ago
    6 Mar 2026, 23:59 GMT
  5. Contract starts205 days ago
    31 Mar 2026, 00:00 BST
  6. Assessment summaries sent192 days ago
    13 Apr 2026, 00:00 BST
  7. Latest notice published153 days ago
    22 May 2026, 09:10 BST

Notice history

10 events · 6 releases on Find a Tender · since 9 Jan 2026
  1. Tender notice published
    9 Jan 2026, 14:44 GMT
    UK4
  2. Tender notice published
    4 Feb 2026, 16:03 GMT
    UK4
  3. Deadline moved to 10 Feb 2026, 11:00 GMT
    4 Feb 2026, 16:03 GMT
    +4 days · was 6 Feb 2026, 11:00 GMT
  4. Contract award notice published
    13 Apr 2026, 21:47 BST
    UK6
  5. Status changed to complete
    13 Apr 2026, 21:47 BST
  6. Contract signature expected
    24 Apr 2026, 23:59 BST
    scheduled
  7. Procurement termination notice published
    8 May 2026, 10:13 BST
    UK12
  8. Contract award notice published
    11 May 2026, 16:36 BST
    UK6
  9. Contract signature expected
    21 May 2026, 23:59 BST
    scheduled
  10. Contract details notice published
    22 May 2026, 09:10 BST
    UK7
Published amendments (1)

Changes to TUPE information - extension to tender deadline

Routine re-releases (6)
  • 2026-04: 1 release · 13 Apr 2026
  • 2026-02: 1 release · 4 Feb 2026
  • 2026-01: 1 release · 9 Jan 2026

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £449,4242 awards exc. VAT
Bids received 1414 from SMEs
Contracts signed 2latest 20 May 2026
Awarded toValueDateStatus
William Freer LtdSME1 May 2026 – 31 Mar 2027£124,71213 Apr 2026Awarded
William Freer LtdSME21 May 2026 – 31 Mar 2027 · up to 31 Mar 2030Extensions: 3 number 12 month extension available, to align with LGR and departmental co terminus contract end dates£324,71213 Apr 2026Awarded

Contracts

  • Contract 2 · William Freer LtdSME

    Signed
    20 May 2026
    Value
    £324,712
    Period
    21 May 2026 – 31 Mar 2027 · up to 31 Mar 2030 with extensions
    Status
    active
    Extensions
    3 12 month extensions

    No agreed KPIs: KPI's have been set but due to value these do not need to be published

  • Contract 1 · William Freer LtdSME

    Signed
    date not published
    Value
    —
    Period
    … – 30 Mar 2027
    Status
    cancelled (8 May 2026), incorrect contract value submitted

Bid statistics published by the authority

BidsSMEVCSEValid bid range
14final-stage tenders · 18 at stage one140—

Contracting authority & participating public bodies

Derbyshire County Council

Contracting authorityPublic authority - sub-central government GB-PPON: PWZQ-2162-JJQL County Hall, Matlock, East Midlands, DE4 3AGContact email

Bidders & participating suppliers

1 commercial party on the notice
  • WILLIAM FREER LIMITEDAwarded supplierGB-COH: 00229334GB-PPON: PGCM-9386-JGVV 360 Melton Road, Leicester, East Midlands, LE4 7SLContact email

Official documents & specifications (7)

Official links; attachments are not copied

Tender pack and attachments

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
  • Procurement termination notice tenderProcurement termination noticeUK12Procurement termination 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
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender