Official UK procurement notice
Reactive & Planned Maintenance
Authority: South Western Ambulance Service NHS Foundation Trust (Central government)
What is being bought13 lots · detail below
Published requirement descriptionThere are 13 lots:
Lot 1 - Mechanical Technical Requirements
Lot 2 - Air Conditioning & Ventilation
Lot 3 - Inspection & Testing of Fixed Electrical Installations (EICR) Technical Requirements
Lot 4 - Fire detection, Alarm & Suppression Systems Technical Requirements
Lot 5 CCTV Technical Requirements
Lot 6 Technical Requirements - Access Control PPM
Lot 7 Intruder Alarm Planned Preventative Maintenance & Installation
Lot 8 Building Fabric - Technical Requirements
Lot 9 Fuel Dispensing & Fuel Tanks
Lot 10 Solar PV PPM
Lot 11 Technical Requirements - Building Energy Management System
Lot 12 Technical Requirements - Fire Door Inspection
Lot 13 Estate Restoration Requirements
- The authority expects to re-tender this requirement around 1 Mar 2030, 23:59 GMT.
- How the procedure runs: There are 3 steps plus a Best and Final Offer. Stage 1 is the issue of the ITT Pack and the submission of a Tender by each Tenderer wishing to participate in this process and the Intermediate Assessment of each Tender submission received by the Contracting Authority in accordance with this ITT Pack. The top 3 Tenderers per lot who have, following assessment of their Tender submissions against the Award Criteria, been evaluated as scoring the highest % of the score available following such assessment, shall be invited to participate in a presentation / Interview to the Contracting Authority (Stage 2). Stage 2 Those Tenderers selected following the Intermediate Assessment of the Tenders submitted at Stage 1 of this procurement process shall be invited to attend a presentation/interview as further described in this Document 1 of the ITT Pack. After Presentations the scoring for the initial tender responses will be confirmed / corroborated and adjusted if applicable to reflect the extra information supplied during the Stage 2 process. The top scoring suppliers (a maximum of 2 suppliers per lot) after scores have been adjusted, will be invited to stage 3. This stage may not be required for all Lots. Stage 3 Those Tenderers selected (maximum 2 per Lot) following the Intermediate Assessment of the Tenders submitted at Stage 1 and verified at Stage 2 of this procurement process shall be invited to attend one or more negotiation/dialogue meetings as further described in this Document 1 of the ITT Pack, in order to assist Tenderers to understand the Specification and to refine their solutions. This stage will not be subject to an Intermediate Assessment, but will allow a Best and Final Offer to be submitted. This stage may not be required for all Lots. Followed by a Best and Final Offer from the 2 highest scoring tenderers per lot after stage 3.
CPV: Repair and maintenance services
Lots and requirements (13)Procurement structure
13 lots · all with a published value (£10,983,750 together) · same evaluation weights on every lotLot #1Mechanical Technical RequirementsAwardedRenewalPublished value£4,875,000
Mechanical Reactive & Planned Maintenance to all SWAST sites
Lot #2Ventilation & Air ConditioningAwardedRenewalPublished value£1,023,750
Ventilation & Air Conditioning Planned & Reactive Maintenance to all relevant SWAST sites
Lot #3ElectricalAwardedRenewalPublished value£1,792,500
Electrical (Emergency Lighting, 'PAT Testing', Fixed Wiring) to all SWAST sites
Lot #4Fire Detection, Alarm & Suppression Systems (FDASS)AwardedRenewalPublished value£251,250
Fire Detection, Alarm & Suppression Systems (FDASS) Maintenance to all relevant SWAST sites
Lot #5CCTVAwardedRenewalPublished value£243,750
CCTV Reactive & Planned Maintenance to all relevant SWAST sites
Lot #6Access ControlAwardedRenewalPublished value£243,750
Access Control Reactive & Planned Maintenance to all relevant SWAST sites
Lot #7Security AlarmsAwardedRenewalPublished value£56,250
Security Alarms Reactive & Planned Maintenance to all relevant SWAST sites
Lot #8Building FabricAwardedRenewalPublished value£967,500
Building Fabric Reactive & Planned Maintenance to all relevant SWAST sites
Lot #9Fuel Dispensing EquipmentAwardedRenewalPublished value£847,500
Fuel Dispensing Equipment & Fuel Tank Assessments to all SWAST fuel tanks
Lot #10Solar PV ServicingAwardedRenewalPublished value£97,500
Solar PV Servicing to SWAST sites as required
Lot #11Building Energy Management System MaintenanceAwardedRenewalPublished value£146,250
Building Energy Management System Maintenance Where appropriate
Lot #12Fire Door Inspection & MaintenanceAwardedRenewalPublished value£195,000
Fire Door Inspection & Maintenance for relevant SWAST sites
Lot #13Estates Restoration WorkAwardedRenewalPublished value£243,750
Estates Restoration Work as required
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 sub-criteria (3)
- Technical Questionnaire: 40%
- Commercial Questionnaire: 50%
- Social Value: 10%
Published award criteria (3)
- Technical Questionnaire: Technical questions that are either pass / fail or marked. There are standard questions for the tender and lot specific questions.
- Commercial Questionnaire: Costs associated with the planned maintenance and an hourly rate for the reactive work as needed.
- Social Value: Questions marked for social value
- Price carries 50 of 100 points: a 10% discount moves about 5 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- 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
- Unspecified in notice
- Recurring procurement
- Yes · next expected 1 Mar 2030
- First published
- 27 Oct 2025, 13:11 GMT
- Last source update
- 29 Oct 2025, 10:21 GMT
- Award evaluation window
- Submission end – 17 Sept 2025
- Authority reference
SWAST-5000-E- FTS notice number
2025/S 000-011863- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04fa4eFind a Tender
- How it runs
There are 3 steps plus a Best and Final Offer.
Stage 1 is the issue of the ITT Pack and the submission of a Tender by each Tenderer wishing to participate in this process and the Intermediate Assessment of each Tender submission received by the Contracting Authority in accordance with this ITT Pack. The top 3 Tenderers per lot who have, following assessment of their Tender submissions against the Award Criteria, been evaluated as scoring the highest % of the score available following such assessment, shall be invited to participate in a presentation / Interview to the Contracting Authority (Stage 2).
Stage 2 Those Tenderers selected following the Intermediate Assessment of the Tenders submitted at Stage 1 of this procurement process shall be invited to attend a presentation/interview as further described in this Document 1 of the ITT Pack. After Presentations the scoring for the initial tender responses will be confirmed / corroborated and adjusted if applicable to reflect the extra information supplied during the Stage 2 process. The top scoring suppliers (a maximum of 2 suppliers per lot) after scores have been adjusted, will be invited to stage 3. This stage may not be required for all Lots.
Stage 3 Those Tenderers selected (maximum 2 per Lot) following the Intermediate Assessment of the Tenders submitted at Stage 1 and verified at Stage 2 of this procurement process shall be invited to attend one or more negotiation/dialogue meetings as further described in this Document 1 of the ITT Pack, in order to assist Tenderers to understand the Specification and to refine their solutions. This stage will not be subject to an Intermediate Assessment, but will allow a Best and Final Offer to be submitted. This stage may not be required for all Lots.
Followed by a Best and Final Offer from the 2 highest scoring tenderers per lot after stage 3.
How it was run
Official notice- Submission deadline
- 9 May 2025, 12:00 BST
- Clarification deadline
- 25 Apr 2025, 12:00 BST
- Electronic submission
- Allowed
- Accepted languages
- en
https:www.atamis.co.uk ↗
Timeline
28 Mar 2025 → 1 Feb 2026 · 8 dates- Tender notice published28 Mar 2025, 16:27 GMT
- Clarification questions by25 Apr 2025, 12:00 BST
- Submission deadline9 May 2025, 12:00 BST
- Award decision expected by17 Sept 2025, 23:59 BST
- Assessment summaries sent19 Sept 2025, 00:00 BST
- Latest notice published361 days ago29 Oct 2025, 10:21 GMT
- Standstill ends354 days ago5 Nov 2025, 23:59 GMT
- Contract starts267 days ago1 Feb 2026
Notice history
4 events · 2 releases on Find a Tender · since 28 Mar 2025- Tender notice published28 Mar 2025, 16:27 GMTUK4
- Contract award notice published27 Oct 2025, 13:11 GMTUK6
- Contract award notice published29 Oct 2025, 10:21 GMTUK6
- Contract signature expected1 Jan 2026, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Mechanical Technical Requirements1 award | |||
| Lorne stewart PLCMechanical Reactive & Planned Maintenance Lot 11 Mar 2026 – 28 Feb 2031 · up to 28 Mar 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if costs are competitive in the market. | £4,875,000 | 11 Sept 2025standstill to 5 Nov 2025 | Standstill |
| Lot 2 · Ventilation & Air Conditioning1 award | |||
| K F Bartlett Ltd (T/A Bartlett)SME1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £1,023,750 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 3 · Electrical1 award | |||
| BWS Security Systems LimitedSMEElectrical (Emergency Lighting, 'PAT Testing', Fixed Wiring1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £1,792,500 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 4 · Fire Detection, Alarm & Suppression Systems (FDASS)1 award | |||
| Boden Group Facilities LtdSME1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £251,250 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 5 · CCTV1 award | |||
| BWS Security Systems LimitedSME1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £243,750 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 6 · Access Control1 award | |||
| Boden Group Facilities LtdSME1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £243,750 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 7 · Security Alarms1 award | |||
| BWS Security Systems LimitedSME1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £56,250 | 11 Sept 2025 | Awarded |
| Lot 8 · Building Fabric1 award | |||
| Lorne stewart PLC1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £967,500 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 9 · Fuel Dispensing Equipment1 award | |||
| supplier not published | — | 1 Sept 2025 | Awarded |
| Lot 10 · Solar PV Servicing1 award | |||
| Lorne stewart PLC1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £97,500 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 11 · Building Energy Management System Maintenance1 award | |||
| Boden Group Facilities LtdSMEBuilding Energy Management System1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £146,250 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 12 · Fire Door Inspection & Maintenance1 award | |||
| Boden Group Facilities LtdSMEFire Door Inspection1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £195,000 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
| Lot 13 · Estates Restoration Work1 award | |||
| Lorne stewart PLCEstates Restoration1 Mar 2026 – 28 Feb 2031 · up to 28 Feb 2035Extensions: 2 x 24 months extensions if the contract is performing as agreed in the KPI's · Options: Project work if the costs are competitive in the market | £195,000 | 11 Sept 2025standstill to 7 Nov 2025 | Standstill |
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 2 · Ventilation & Air Conditioning | 3final-stage tenders · 7 at stage one | 3 | 0 | — |
| 3 · Electrical | 3final-stage tenders · 11 at stage one | 3 | 0 | — |
| 4 · Fire Detection, Alarm & Suppression Systems (FDASS) | 3final-stage tenders · 10 at stage one | 3 | 0 | — |
| 5 · CCTV | 3final-stage tenders · 9 at stage one | 3 | 0 | — |
| 6 · Access Control | 3final-stage tenders · 9 at stage one | 3 | 0 | — |
| 7 · Security Alarms | 3final-stage tenders · 10 at stage one | 3 | 0 | — |
| 8 · Building Fabric | 3final-stage tenders · 4 at stage one | 2 | 0 | — |
| 10 · Solar PV Servicing | 3final-stage tenders · 4 at stage one | 2 | 0 | — |
| 11 · Building Energy Management System Maintenance | 3final-stage tenders | 2 | 0 | — |
| 12 · Fire Door Inspection & Maintenance | 3final-stage tenders · 7 at stage one | 3 | 0 | — |
| 13 · Estates Restoration Work | 2final-stage tenders | 1 | 0 | — |
Who bid
- wonLORNE STEWART PLC · Greater London · 1
- wonBODEN GROUP FACILITIES LIMITEDSME · South West England · 1
- did not winSHERWOODS (SW) LIMITEDSME · South West England · 1
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Bidders & participating suppliers
5 commercial parties on the notice · 4 awarded- BODEN GROUP FACILITIES LIMITEDAwarded supplier
- BWS SECURITY SYSTEMS LIMITEDAwarded supplier
- K.F.BARTLETT LIMITEDAwarded supplier
- LORNE STEWART PLCAwarded supplier
- SHERWOODS (SW) LIMITEDBidder / tenderer
Official documents & specifications (15)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications 1. Log in to the supplier portal at https://health-family.force.com/s/Welcome 2. Locate the opportunity using 'My Proposals and Quotes' or in 'Find Opportunities' 3. Click Register Interest SWAST-5000-E Reactive & Planned Maintenance (C343192)
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
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