Find a TenderAwardedContract award notice
Published 27 Oct 2025, 13:11 GMT

Official UK procurement notice

Reactive & Planned Maintenance

Official notice

Authority: South Western Ambulance Service NHS Foundation Trust (Central government)

13 lotsServicesCompetitive flexible procedureAbove thresholdSME suitable
Published estimate£10,983,750total for 13 lots · £13,180,500 inc. VAT
Submissions closed 9 May 2025awarded 11 Sept 2025
Awarded to Lorne stewart PLC +3 more13 awards
Contract term 5 yrsends 31 Jan 2031 · up to 31 Jan 2035 with extensions · starts 1 Feb 2026

What is being bought13 lots · detail below

Published requirement description

There 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 lot
Lot #1Mechanical Technical RequirementsAwardedRenewal 5 yrsSMEPublished value£4,875,000

Mechanical Reactive & Planned Maintenance to all SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £4,875,000 exc. VAT · £5,850,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #2Ventilation & Air ConditioningAwardedRenewal 5 yrsSMEPublished value£1,023,750

Ventilation & Air Conditioning Planned & Reactive Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £1,023,750 exc. VAT · £1,228,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #3ElectricalAwardedRenewal 5 yrsSMEPublished value£1,792,500

Electrical (Emergency Lighting, 'PAT Testing', Fixed Wiring) to all SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £1,792,500 exc. VAT · £2,151,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #4Fire Detection, Alarm & Suppression Systems (FDASS)AwardedRenewal 5 yrsSMEPublished value£251,250

Fire Detection, Alarm & Suppression Systems (FDASS) Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £251,250 exc. VAT · £301,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #5CCTVAwardedRenewal 5 yrsSMEPublished value£243,750

CCTV Reactive & Planned Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £243,750 exc. VAT · £292,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #6Access ControlAwardedRenewal 5 yrsSMEPublished value£243,750

Access Control Reactive & Planned Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £243,750 exc. VAT · £292,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #7Security AlarmsAwardedRenewal 5 yrsSMEPublished value£56,250

Security Alarms Reactive & Planned Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £56,250 exc. VAT · £67,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #8Building FabricAwardedRenewal 5 yrsSMEPublished value£967,500

Building Fabric Reactive & Planned Maintenance to all relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £967,500 exc. VAT · £1,161,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #9Fuel Dispensing EquipmentAwardedRenewal 5 yrsSMEPublished value£847,500

Fuel Dispensing Equipment & Fuel Tank Assessments to all SWAST fuel tanks

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £847,500 exc. VAT · £1,017,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #10Solar PV ServicingAwardedRenewal 5 yrsSMEPublished value£97,500

Solar PV Servicing to SWAST sites as required

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £97,500 exc. VAT · £117,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #11Building Energy Management System MaintenanceAwardedRenewal 5 yrsSMEPublished value£146,250

Building Energy Management System Maintenance Where appropriate

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £146,250 exc. VAT · £175,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #12Fire Door Inspection & MaintenanceAwardedRenewal 5 yrsSMEPublished value£195,000

Fire Door Inspection & Maintenance for relevant SWAST sites

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £195,000 exc. VAT · £234,000 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.
Lot #13Estates Restoration WorkAwardedRenewal 5 yrsSMEPublished value£243,750

Estates Restoration Work as required

Contract period: 1 Feb 2026 – 31 Jan 2031 (5 yrs) · up to 31 Jan 2035 with extensionsValue: £243,750 exc. VAT · £292,500 inc. VAT
Extensions: If the contracts are working well and specifications or particulars have not changed substantially,we will extend the contract by 1 x 24 months. If the contract is still working well and specifications or particulars have not changed substantially, we will extend by a further 24 months.

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 · same split on all 13 lots
Quality: 40%Price: 50%Social value: 10%
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
Lot distribution rule: If there is a benefit to the contracting authority, SWAST reserve the rite to award all lots to one supplier, where the supplier wins the majority of the Lots.
What this means for your bid
  • 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)
Repair and maintenance services
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-04fa4e Find 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
Detailed submission instructions & authority contactsFrom official release

Timeline

28 Mar 2025 → 1 Feb 2026 · 8 dates
  1. Tender notice published
    28 Mar 2025, 16:27 GMT
  2. Clarification questions by
    25 Apr 2025, 12:00 BST
  3. Submission deadline
    9 May 2025, 12:00 BST
  4. Award decision expected by
    17 Sept 2025, 23:59 BST
  5. Assessment summaries sent
    19 Sept 2025, 00:00 BST
  6. Latest notice published361 days ago
    29 Oct 2025, 10:21 GMT
  7. Standstill ends354 days ago
    5 Nov 2025, 23:59 GMT
  8. Contract starts267 days ago
    1 Feb 2026

Notice history

4 events · 2 releases on Find a Tender · since 28 Mar 2025
  1. Tender notice published
    28 Mar 2025, 16:27 GMT
    UK4
  2. Contract award notice published
    27 Oct 2025, 13:11 GMT
    UK6
  3. Contract award notice published
    29 Oct 2025, 10:21 GMT
    UK6
  4. Contract signature expected
    1 Jan 2026, 23:59 GMT
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 13
Awarded value £10,087,50012 awards exc. VAT
Bids received 3228 from SMEs
Named bidders 3published on the award notice
Awarded toValueDateStatus
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.£4,875,00011 Sept 2025standstill to 5 Nov 2025Standstill
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£1,023,75011 Sept 2025standstill to 7 Nov 2025Standstill
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£1,792,50011 Sept 2025standstill to 7 Nov 2025Standstill
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£251,25011 Sept 2025standstill to 7 Nov 2025Standstill
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£243,75011 Sept 2025standstill to 7 Nov 2025Standstill
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£243,75011 Sept 2025standstill to 7 Nov 2025Standstill
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£56,25011 Sept 2025Awarded
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£967,50011 Sept 2025standstill to 7 Nov 2025Standstill
Lot 9 · Fuel Dispensing Equipment1 award
supplier not published—1 Sept 2025Awarded
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£97,50011 Sept 2025standstill to 7 Nov 2025Standstill
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£146,25011 Sept 2025standstill to 7 Nov 2025Standstill
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£195,00011 Sept 2025standstill to 7 Nov 2025Standstill
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£195,00011 Sept 2025standstill to 7 Nov 2025Standstill

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
2 · Ventilation & Air Conditioning3final-stage tenders · 7 at stage one30—
3 · Electrical3final-stage tenders · 11 at stage one30—
4 · Fire Detection, Alarm & Suppression Systems (FDASS)3final-stage tenders · 10 at stage one30—
5 · CCTV3final-stage tenders · 9 at stage one30—
6 · Access Control3final-stage tenders · 9 at stage one30—
7 · Security Alarms3final-stage tenders · 10 at stage one30—
8 · Building Fabric3final-stage tenders · 4 at stage one20—
10 · Solar PV Servicing3final-stage tenders · 4 at stage one20—
11 · Building Energy Management System Maintenance3final-stage tenders20—
12 · Fire Door Inspection & Maintenance3final-stage tenders · 7 at stage one30—
13 · Estates Restoration Work2final-stage tenders10—

Who bid

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

SOUTH WESTERN AMBULANCE SERVICE NHS FOUNDATION TRUST

Contracting authorityPublic authority - central government GB-NHS: RYF · GB-PPON: PQXD-1311-BRXL Abbey Court, Eagle Way, Sowton Industrial Estate, Exeter, South West, EX2 7HYContact name, email, phone

Bidders & participating suppliers

5 commercial parties on the notice · 4 awarded
  • BODEN GROUP FACILITIES LIMITEDAwarded supplierGB-COH: 08330311GB-PPON: PBND-1738-VGNN Unit B1 Woodside Court, Barnstaple, South West, EX31 3TJContact email
  • BWS SECURITY SYSTEMS LIMITEDAwarded supplierGB-COH: 03851779GB-PPON: PYTD-5997-YJQH Unit 11 Church Farm Business Park, Bath, South West, BA2 9APContact email
  • K.F.BARTLETT LIMITEDAwarded supplierGB-COH: 00635151GB-PPON: PBJZ-4557-DVGT Marsh Green Road, Exeter, South West, EX2 8PTContact email
  • LORNE STEWART PLCAwarded supplierGB-COH: 01348218GB-PPON: PNMQ-7247-CLPV Aladdin Building, Greenford, London, UB6 8UYContact email
  • SHERWOODS (SW) LIMITEDBidder / tendererGB-COH: 04750554GB-PPON: PJQB-3884-TVQX Vander House, Newton Abbot, South West, TQ12 4YQ

Official documents & specifications (15)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specifications tenderBidding documents and specifications1. 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

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