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Published 15 Oct 2025, 06:44 BST

Official UK procurement notice

Semi-Comprehensive Maintenance Program for Heating Ventilation Air-Conditioning system across India network

Official notice

Authority: Foreign, Commonwealth and Development Office (Central government)

7 lotsServicesOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Industrial machinery (42)Construction & Civil Engineering (45)Repair & Maintenance (50) Delivery listed: India (IN)
Published estimate£1,500,684total for 7 lots · £1,894,764 inc. VAT · 1 value update
Submissions closed 5 Mar 2026awarded 16 Sept 2026
Awarded to AIRCON TECHNIQUE PRIVATE LIMITED, G4S Facility Services (India) Private Limited3 awards
Contract term 3 yrsends 30 Apr 2029 · up to 30 Apr 2031 with extensions · starts 1 May 2026

What is being bought7 lots · detail below

Published requirement description

The Foreign, Commonwealth and Development Office (FCDO), through a competitive tender (Open Procedure under the Procurement Act 2023), intends to engage competent supplier(s) to deliver a Semi Comprehensive Maintenance Programme for the British High Commission (BHC) in New Delhi and British Deputy High Commissions (BDHCs) offices across India.

The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences.

The contract will be initially for Three (3) year term, from 1 November 2026 to 31 October 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations.

This tender was published for Seven (7) distinct locations (lots), each representing a specific geographic location having FCDO operations. However at the tender award stage only Four (4) locations were awarded, based on the reccomendation of India Network Review.

The seven delivery locations are:

  1. British High Commission, New Delhi
  2. British Deputy High Commission, Chandigarh
  3. British Deputy High Commission, Mumbai [Not Awarded]
  4. British Deputy High Commission, Ahmedabad [Not Awarded]
  5. British Deputy High Commission, Hyderabad [Not Awarded]
  6. British Deputy High Commission, Chennai
  7. British Deputy High Commission, Kolkata

CPV: HVAC packages · Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery · Heating, ventilation and air-conditioning installation work · Maintenance and repair of office machinery · Ventilation and air-conditioning installation work

Lots and requirements (7)Procurement structure

7 lots · all with a published value (£1,500,684 together) · same conditions of participation on every lot · same evaluation weights on every lot
Lot #1Provision for HVAC Operations and Maintenance Programme at BHC New DelhiAwardedRenewal 3 yrsSMEVCSEPublished value£1,110,882

The source published no individual description for this lot.

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £1,110,882 exc. VAT · £1,402,600 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #2Provision for Air Conditioning Maintenance Programme at BDHC ChandigarhAwardedRenewal 3 yrsSMEVCSEPublished value£9,597

The source published no individual description for this lot.

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £9,597 exc. VAT · £12,117 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #3Provision for Air Conditioning Maintenance Programme at BDHC MumbaiAwardedRenewal 3 yrsSMEVCSEPublished value£160,854

The source published no individual description for this lot.

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £160,854 exc. VAT · £203,094 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #4Provision for Air Conditioning Maintenance Programme at BDHC AhmedabadRenewal 3 yrsSMEVCSEPublished value£5,665
Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £5,665 exc. VAT · £7,153 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #5Provision for Air Conditioning Maintenance Programme at BDHC HyderabadRenewal 3 yrsSMEVCSEPublished value£9,386
Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £9,386 exc. VAT · £11,851 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #6Provision for Air Conditioning Maintenance Programme at BDHC ChennaiAwardedRenewal 3 yrsSMEVCSEPublished value£122,590

The source published no individual description for this lot.

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £122,590 exc. VAT · £154,782 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

Lot #7Provision for Air Conditioning Maintenance Programme at BDHC KolkataAwardedRenewal 3 yrsSMEVCSEPublished value£81,710

The source published no individual description for this lot.

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £81,710 exc. VAT · £103,167 inc. VAT
Delivery listed: India (IN)Eligibility: SME eligibleVCSE eligible
Extensions: Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
42510000 Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery42512300 HVAC packages45331000 Heating, ventilation and air-conditioning installation work45331200 Ventilation and air-conditioning installation work50310000 Maintenance and repair of office machinery
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

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 7 lots
Quality: 60%Price: 40%
Published sub-criteria (8)
  • Experience & Capability: 10%
  • Internal HR Practices:: 10%
  • Methodology: 10%
  • Quality Assurance and Spares Warranty: 5%
  • Mobilisation: 5%
  • Escalation Matrix and Staff Details - Must provide separate documents for every post: 10%
  • Health and Safety (H&S):: 10%
  • Commercial Criteria Description: 40%
Published award criteria (8)
  • Experience & Capability: a. Please provide details of at least 3 contracts, from both the private and public sector that are relevant to the requirement as in SOSR. Contracts for these services should have been performed within the past 3 years and must be active contract and must be for the location where the services are proposed. b. Please provide completion certificates for contracts/ works which have already been delivered/ completed successfully (at least 3). c. Please provide names of the contact Person, address, telephone number, and reference letter from these clients. This is to enable BHC /BDHC to carry out a background check. d. Contractor must have an office at the location of service if it’s subcontracted the sub-contractor should also have an office at the location of Service. *Please note that scoring will be done based on the sub-contractor documents (if the work has been sub-contracted).
  • Internal HR Practices:: a. Please explain your recruitment process of the staff and the payment processing procedures. b. Please set out how you will ensure that all staff are fully vetted and meet the required qualifications prior to and during the contract period. Please include your standard operating procedures for Recruitment and Vetting of Site manager and Supervisors. Also provide information on average length of staff retention within the period of each of the contracts provided in above criteria.
  • Methodology: Provide a method statement describing how you will organise and manage the contract, including but not limited to: a) How will you manage the Operation and Maintenance? Please provide your approach and methodology. b) The management structure; The roles played by key team members; Share the Organogram and that of local offices where the vendor is bidding for more than one location, or of site supervision. Especially to other locations from where the vendor is based. c) How you would manage materials, workforce, and supervision of the project. d) provide details on how KPI's will be monitored and who will be the dedicated contact person for monthly KPI meetings. (In case of Sub-contracting please also provide documents for sub-contractor)
  • Quality Assurance and Spares Warranty: a) Please provide details of quality assurance and monitoring procedures for the delivery of the service of the contract. b) Please share how would you ensure maintaining service level agreement (SLA) and KPI's as per attached document. c) Please provide the list of spare parts (brand, make, etc.) that will be provided as part of this contract and what minimum warranty for the spares etc. as applicable. d) Please specify will you manage this warranty? (In Case of Sub-contracting please also provide documents for sub-contractor)
  • Mobilisation: Please provide a detailed plan outlining your arrangements for effective and smooth take-over/mobilisation of the services (highlighting any anticipated problems and mitigation plans). Please include a timetable.
  • Escalation Matrix and Staff Details - Must provide separate documents for every post: a) Please provide separate escalation matrix for each post of service on how you will monitor and respond to customer complaints. For example, separate escalation matrix for Mumbai and separate for Delhi and others. b) For Each post Please provide sample CVs of your Managers and Supervisors, who could be deputed for this assignment. Each should have a minimum of 5 years’ experience in the role, and they should be fluent in English Language. c) Details of staff deployed on the contract (including names); details of skills, experience (Minimum 5 Years), and qualifications (the authority may ask for certificates). d)Please provide CVs of staff who will be managing this assignment. The CVs should be inclusive of relevant technical experience demonstrating strong competencies (In Case of Sub-contracting please also provide documents for sub-contractor for each criterion):
  • Health and Safety (H&S):: a. Please share company's health and safety policy / formal safety management systems. b. Please explain how you would ensure abiding to FCDO's H&S policies as mentioned in SOSR attached e.g., share samples of Risk Assessment and method statements, documents for control of substances hazardous to health / material safety data sheet (COSHH/ MSDS) for similar works undertaken. Please share sample certificates where required as mentioned in scope of work. (In Case of Sub-contracting please also provide documents for sub-contractor for each criterion):
  • Commercial Criteria Description: The Commercial assessment will be 40% in total which will be averaged out among the seven locations during commercial evaluation. Competitiveness of the Commercial offer in relation to the market will also be assessed during the evaluation. This MUST be in the format of the spreadsheet at Attachment 4 - Schedule of Prices & Rates.
Lot distribution rule: Semi- comprehensive annual maintenance contract for Heating ventilation Air- conditioning are required across seven sites in India. The tender is structured into seven lots, with each lot representing one site. Bidders may submit proposals for a minimum of one lot and/or multiple lots up to all seven lots depending upon their expertise and presence across India. Each lot will be evaluated independently based on the combined score of technical and commercial criteria. The bidder achieving the highest total score for a lot will be awarded the contract for that specific lot. It is possible that different bidders may win individual lots. Alternatively, a single bidder could also be awarded all seven lots, depending on the evaluation results.
Conditions of participation · identical on every lot2
  • Economic & financial standing

    Suppliers/Bidders for this tender should be legally registered in India with relevant trade and government bodies to operate in India. Registered businesses should be complaint with various laws and regulations, including taxationss, labour laws and other relevant laws/acts

  • Technical & professional ability

    Please refer documentation in tender pack

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
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
15 Oct 2025, 06:44 BST
Last source update
6 Oct 2026, 09:54 BST
Award evaluation window
Submission end – 28 Mar 2026
Authority reference
CPG-12368-2025
FTS notice number
2026/S 000-010798
Latest notice
Contract award notice (UK6)
Classification (CPV)
HVAC packagesHeat-exchange units, air-conditioning and refrigerating equipment, and filtering machineryHeating, ventilation and air-conditioning installation workMaintenance and repair of office machineryVentilation and air-conditioning installation work
Delivery area in notice
India (IN)
Official registry OCID
ocds-h6vhtk-05ccd3 Find a Tender
Contract terms summary

All the invoices will be paid monthly in arrers for the maintainence work. Payments of all the valid invoices will be made within 30 days.

How it was run

Official notice
Run through: Jaggaer · Who buys & how to bid on JAGGAER
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free; latest Chrome/Edge/Firefox only — corporate browsers fail
Submission deadline
5 Mar 2026, 17:00 GMT
Clarification deadline
28 Feb 2026, 17:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Your tender must be submitted via the FCDO's e-sourcing portal (fcdo.bravosolution.co.uk/web/login.html ↗) in accordance with the attached ITT Instructions. Tenders submitted by any other means will not be accepted. Please also note the requirement to register and submit commonly used information on the Central Digital Platform as described in the instructions for completing the invitation to tender.

Important information for all Potential Suppliers: In order to participate and gain access to the Invitation To Tender documentation in relation to this procurement, potential suppliers should access the FCDO's e-sourcing portal (link provided above). Once logged in, search for Project Reference No. 12368. If a potential supplier is not registered on the portal, click the 'Click here to register!' button, and follow the on-screen instructions to complete registration. Please note the portal operates a Two-Factor Authentication (2FA) login process and unregistered suppliers should read the guidance document available on the portal home page.

Registration take approximately 5 minutes and is free or charge.

Timeline

15 Oct 2025 → 6 Oct 2026 · 10 dates
  1. Planning notice published372 days ago
    15 Oct 2025, 06:44 BST
  2. Market engagement356 days ago
    30 Oct 2025, 23:59 GMT

    Early Market engagement is being planned on 30th of October 2025. Suitable and interested suppliers are invited to participate in the virtual market engagement session. The prime objective of organising this session is to share our tentative requirements and gain understanding of what can be provided or achieved by the players in the Local Market. A presentation will be shared with suppliers which will include FCDO's procurement procedures, possible bid evaluation criteria and overall project timelines.

    Interested suppliers should register their interest in participating this event by filling this form forms.office.com/e/0CBND08TQ8 ↗

    A joining link to this virtual market engagement will be shared with suppliers who have completed this form, please ensure your details are shared with us by 28th of October 2025.

  3. Next notice expected327 days ago
    28 Nov 2025, 23:59 GMT
  4. Tender notice published258 days ago
    6 Feb 2026, 10:13 GMT
  5. Clarification questions by236 days ago
    28 Feb 2026, 17:00 GMT
  6. Submission deadline231 days ago
    5 Mar 2026, 17:00 GMT
  7. Award decision expected by207 days ago
    28 Mar 2026, 23:59 GMT
  8. Contract starts174 days ago
    1 May 2026, 00:00 BST
  9. Assessment summaries sent21 days ago
    1 Oct 2026, 00:00 BST
  10. Latest notice published16 days ago
    6 Oct 2026, 09:54 BST

Notice history

9 events · 3 releases on Find a Tender · since 15 Oct 2025
  1. Preliminary market engagement notice published
    15 Oct 2025, 06:44 BST
    UK2
  2. Tender notice published
    6 Feb 2026, 10:13 GMT
    UK4
  3. Published value updated to £1,500,684
    6 Feb 2026, 10:13 GMT
    was £1,527,356
  4. Status changed to active
    6 Feb 2026, 10:13 GMT
  5. Procurement method changed
    6 Feb 2026, 10:13 GMT
  6. Deadline published: 5 Mar 2026, 17:00 GMT
    6 Feb 2026, 10:13 GMT
  7. Contract award notice published
    6 Oct 2026, 09:54 BST
    UK6
  8. Status changed to complete
    6 Oct 2026, 09:54 BST
  9. Contract signature expected
    21 Oct 2026, 23:59 BST
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 3
Awarded value £1,278,8072 awards exc. VAT
Bids received 8
Awarded toValueDateStatus
Lot 3 · Provision for Air Conditioning Maintenance Programme at BDHC Mumbai1 award
supplier not published—16 Sept 2026Awarded
Lot 7 · Provision for Air Conditioning Maintenance Programme at BDHC Kolkata1 award
G4S Facility Services (India) Private LimitedSMEMaintenance Programme for Heating Ventilation Air-Conditioning systems installed at FCDO property in Kolkata.1 Nov 2026 – 31 Oct 2029 · up to 31 Oct 2031Extensions: The contract will be initially for Three (3) year term, from 1 November 2026 to 31 October 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations.£53,39416 Sept 2026Awarded
Across several lots1 award
AIRCON TECHNIQUE PRIVATE LIMITEDMaintenance Programme for Heating Ventilation Air-Conditioning systems installed at FCDO Properties in New Delhi Chandigarh and Chennai..1 Nov 2026 – 31 Oct 2029 · up to 31 Oct 2031Extensions: The contract will be initially for Three (3) year term, from 1 November 2026 to 31 October 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations.£1,225,41316 Sept 2026Awarded

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Provision for HVAC Operations and Maintenance Programme at BHC New Delhi2final-stage tenders · 4 at stage one00—
2 · Provision for Air Conditioning Maintenance Programme at BDHC Chandigarh2final-stage tenders00—
6 · Provision for Air Conditioning Maintenance Programme at BDHC Chennai2final-stage tenders00—
7 · Provision for Air Conditioning Maintenance Programme at BDHC Kolkata2final-stage tenders00—

Contracting authority & participating public bodies

Foreign, Commonwealth and Development Office

Contracting authorityPublic authority - central government GB-PPON: PXRR-8771-PHVX King Charles Street, London, London, SW1A 2AHContact name, email, phone

Bidders & participating suppliers

2 commercial parties on the notice
  • AIRCON TECHNIQUE PRIVATE LIMITEDAwarded supplierGB-PPON: PCDC-9129-DDXP Pkt C Sec 19 Rohini, 418, New Delhi, IN, 110085, INContact email, phone
  • G4S FACILITY SERVICES INDIA PRIVATE LIMITEDAwarded supplierGB-PPON: PBYB-7714-VZRZ C-16, community centre, Janakpuri, Behind Janak Cinema, New Delhi, New Delhi, IN, 110058, INContact email, phone

Official documents & specifications (5)

Official links; attachments are not copied

Notices published for this procedure