RHPS HVAC and BMS Servicing and Maintenance

The contract shall encompass sites within the London Estates. This includes Buckingham Palace, The

King’s Gallery, Buckingham Palace Royal Mews, St James’ Palace, Clarence House, Marlborough House

(selected services only), Marlborough House Mews and Kensington Palace.

Applicants must be technically able to deliver against the contract scope as follows:

a. Planned testing and maintenance of HVAC systems, including both domestic and commercial

gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders,

system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air

conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories

and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units,

filtration and dosing systems, expansion vessels etc), across all sites detailed above.

b. Reactive maintenance and repairs of HVAC systems, including both domestic and commercial

gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders,

system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air

conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories

and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units,

filtration and dosing systems, expansion vessels etc), across all sites detailed above.

c. Undertake asset verification dilapidation surveys and energy optimisation investigations.

d. Full service contract management to provide, but not limited to, proactive scheduling

management of reactive programme and activities, stakeholder liaison, logistical support,

permits to work, KPI tracking and monitoring, all provided through a dedicated on-site

contract manager.

e. Carry out internal audits, both procedural and technical, to ensure alignment with contract

KPIs, reporting outcomes to RHPS at regular intervals.

f. Provide pre-booked standby support at planned events on site, and ability to attend a reactive

call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours – 24

hours a day, all year round.

g. Receive, update and close out work using the RHPS CAFM system (INVIDA).

h. Providing quotes on request for replacement parts for all items that are maintained within

this contract.

i. Performance of all maintenance services in accordance with regulatory requirements and

system requirements (e.g. O&M manuals and manufacturer’s recommendations).

j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and

associated parts and replacement consumables to ensure full compliance with statutory and

legislative minimum standards, European and British Standards, and relevant Building and Fire

Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or

an equivalent, and Gas Safe).

k. Updating and maintaining asset schedules for plant and equipment covered by this contract

through the RHPS’ CAFM system (INVIDA).

l. Identifying opportunities to reduce energy consumption and carbon emissions from operation

and maintenance activities.

m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,

that would reflect improved value for money in the maintenance regime

The contract shall contain sites within the Windsor Estate. The Estate includes Private and State

apartments, residential buildings, office space, workshops, stables, garages, gardens and grounds. The

majority of the buildings are classified either as Scheduled Ancient Monuments or Listed Buildings.

Applicants must be technically able to deliver against the contract scope as follows:

a. Planned testing and maintenance of HVAC equipment, including both domestic and

commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning

systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing, and plantroom

equipment checks (including leak detection equipment), across all sites detailed above.

b. Reactive maintenance and repairs of HVAC equipment, including both domestic and

commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning

systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing and plantroom

equipment checks (including leak detection equipment), across all sites detailed above.

c. Undertake asset verification dilapidations surveys and energy optimisation investigations.

d. Full-service contract management to provide, but not limited to, proactive scheduling,

managing reactive programme and activities, stakeholder liaison and logistical support,

permits to work, KPI tracking and monitoring, statutory compliance and other reporting, all

provided through a dedicated on-site manager.

e. Carry out internal audits, both procedural and technical, to ensure alignment with contract

KPIs, reporting outcomes to RHPS at regular intervals.

f. Standby support at all major planned events on site, and ability to attend a call-out from the

RHPS to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year

round.

g. Receive, update and close out work using the RHPS CAFM system (INVIDA).

h. Provide quotes on request for replacement parts for all items that are maintained within this

contract.

i. Performance of all maintenance services in accordance with regulatory requirements and

recommendations (e.g. O&M manuals and manufacturer’s recommendations).

j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and

associated parts and replacement consumables to ensure full compliance with statutory and

legislative minimum standards, European and British Standards, and relevant Building and Fire

Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or

an equivalent, and Gas Safe).

k. Updating and maintaining asset schedules for plant and equipment covered by this contract

through the RHPS’ CAFM system (INVIDA).

l. Identifying opportunities to reduce energy consumption and carbon emissions from operation

and maintenance activities.

m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,

that would reflect improved value for money in the maintenance regime.

The contract shall contain sites within the Windsor Estate.

Applicants must be technically able to deliver against the contract scope as follows:

a. Planned testing and maintenance of BMS equipment across all sites detailed above.

b. Reactive maintenance and repairs of BMS equipment across all sites detailed above.

c. Have an on-site weekly presence (Minimum 2 days) to carry out functionality checks and

reporting.

d. Receive, update and close out work using the RHPS CAFM system (INVIDA).

e. Providing quotes on request for replacement or new BMS equipment, where required.

f. Undertake dilapidation surveys and produce costed life cycle plans for the upgrade and

installation of BMS Systems across the Windsor Estate.

g. Performance of all maintenance services in accordance with regulatory requirements and

recommendations (e.g. O&M manuals and manufacturer’s recommendations).

h. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and

associated parts and replacement consumables to ensure full compliance with European and

British Standards, Building and Fire Safety Regulations, and other statutory and legislative

minimum standards (including TREND and SIEMENS qualifications).

i. Updating and maintaining asset schedules for plant and equipment covered by this contract

through the RHPS’ CAFM system (INVIDA).

j. Monitor and identify opportunities to reduce energy consumption and carbon emissions from

operation and maintenance activities, liaising with HVAC contractor and in-house operatives

to improve system efficiencies.

k. Provide data storage within the BMS Systems for analysis and export and the production of

regular reports.

l. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,

that would reflect improved value for money in the maintenance regime.

m. Actively contribute to the Decarbonisation Agenda at Windsor Castle, working alongside the

Property Section Projects team to reduce energy consumption (including attending meetings).