Official UK procurement notice
PS-25-08 - Mechanical Ventilation (Air Con - HVAC) Service & Maintenance MTC
Authority: East Ayrshire Council (Local council)
What is being bought
Published requirement descriptionName: Mechanical Ventilation Service & Maintenance Term Contract.
Nature: The nature of the works envisaged within this contract relates to both the planned inspection, servicing, testing & certification, and to emergency/reactive repairs of air conditioning/air handling/heat pump equipment. It is anticipated that the majority of work will be carried out during normal working hours (excluding the activities listed as Specialist Term Contracts as listed in Appendix 2 of the contract Appendices document).
Location: Properties listed in Appendix 5 – Premises List of the contract Appendices document.
Contract length: 2 years plus option of two 1 year extensions.
- Recurrence: 2 years
CPV: Air-conditioning installation work · Air-conditioning installations · Central-heating installation work · Cooling and ventilation equipment · Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery · Heating, ventilation and air-conditioning installation work · Partial air-conditioning installation work · Repair and maintenance services of electrical and mechanical building installations · Ventilation and air-conditioning installation work · Ventilation installation work
The lotProcurement structure
single lot · no lot value publishedLot #1AwardedRenewal
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: 30
- Price: 70
- Suitability
For the purpose of this Contract, the Contractor (including any Sub-Contractors if appropriate) must be on the current F-Gas company certification register, as appointed by the Department for the Environment, Food and Rural Affairs (DEFRA) under the 2015 no310 UK Fluorinated Greenhouse Gases Regulations throughout the entire Contract period.
For the purpose of this Contract, all Contractors (including any Sub-Contractors if appropriate) must be a member of the Building Engineering Services Association (BESA) throughout the entire Contract period.
- Economic & financial standing
Financial Standing
The Council shall commission an independent third party Risk Report from Experian using the Company Registration number supplied by the Tenderer. Any Tenderer who does not meet the minimum threshold of a Commercial Delphi Score of 25 out of 100 will have their submission regarded as a “Fail” and will not be considered further. Where a Tenderer receives a Commercial Delphi Score of between 25 - 50 out of 100, the Council reserves the right to request further financial information to determine the risk to the Council. In the event that such additional measures are requested, the Council shall, in its sole discretion, determine the terms of those measures that it deems as acceptable. If Tenderers cannot provide measures to the satisfaction of the Council then their submission may be rejected
Risk or Credit reports from other agencies will not be considered.
It is the Tenderers responsibility to ensure that all information held by Experian is current and accurate when submitting their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their Experian scores are accurate by the due submission date.
Insurances
It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded Contract, the insurances indicated below.
Public & Products Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims.
Employers (Compulsory) Lia…
- Price carries 70 of 100 points: a 10% discount moves about 7 points. This one is won on the number: sharpen the price before polishing the prose.
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
- Awarded
- 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
- Yes · 2 years
- First published
- 4 Mar 2025, 09:26 GMT
- Last source update
- 11 Sept 2025, 15:35 BST
- Award evaluation window
- 7 Mar 2025 – …
- FTS notice number
2025/S 000-055895- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04db0cFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: (SC Ref:810040)
How it was run
Official notice- Submission deadline
- 14 Mar 2025, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 90 days from the deadline
- Bids opened
- 7 Mar 2025, 12:00 GMT
Timeline
7 Mar 2025 → 11 Sept 2025 · 3 dates- Bids opened7 Mar 2025, 12:00 GMT
- Submission deadline14 Mar 2025, 12:00 GMT
- Notice published11 Sept 2025, 15:35 BST
Notice history
2 events · 3 releases on Find a Tender · since 4 Mar 2025- Deadline moved to 14 Mar 2025, 12:00 GMT4 Mar 2025, 09:26 GMT+7 days · was 7 Mar 2025, 12:00 GMT
- Status changed to complete11 Sept 2025, 15:35 BST
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit · IV.2.2 | 7 Mar 2025 | 14 Mar 2025 | +7 d |
| — | Bid openingConditions for opening of tenders · IV.2.7 | 7 Mar 2025 | 14 Mar 2025 | +7 d |
1 week Extension
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Ayrshire Refrigeration Ltd.SME | £519,766 † | — | Awarded |
Contracts
Contract 055895-2025-1 · Ayrshire Refrigeration Ltd.SME
- Signed
- 11 Jun 2025
- Value
- £519,766
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 8bids · 8 electronic · 8 from abroad | 8 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Kilmarnock Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Ayrshire Refrigeration Ltd.Awarded supplier
Official documents & specifications (1)
Official links; attachments are not copiedTender pack and attachments
- Technical selection criteria