Official UK procurement notice
Supply and Installation of Treated Fresh Air Unit (TFA) System at British High Commission in New Delhi (India)
Authority: Foreign, Commonwealth and Development Office (Central government)
What is being bought
Published requirement descriptionThe Estates team of the British High Commission in New Delhi (India) is undertaking a comprehensive upgrade to replace the existing Treated Fresh Air (TFA) system with a modern, energy-efficient hybrid ventilation system across the main High Commission Office Building and its associated areas.
The primary objective of this initiative is to significantly enhance indoor air quality, improve ventilation performance, and optimize overall operational efficiency. By integrating advanced technologies and energy-conscious design, the new hybrid system is expected to deliver reliable fresh air supply, reduced energy consumption, and improved occupant comfort while supporting sustainable building operations.
Through a competitive tender process we intend to identify a qualified supplier who can supply and install Treated Fresh Air units at British High Commission as per the specification provided in the Tender Pack documentation, including buy-back of the existing TFA system. The contract will begin on the date of contract signing and supply and installation is required to be completed before 31st March 2027.
- No preliminary market engagement: As this tender is related to procurement of machinery and its intallation, site visit will be planned so that potential bidders can assess the site and can provide an accurate installation budget in the tender and site visit will hlep the bidders to understand the complete scope of work needed to complete in the installation,
CPV: HVAC packages · Ventilation and air-conditioning installation work · Ventilation installation work
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£230,000
- 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 taxations, labour laws and other relevant laws/acts.
- Technical & professional ability
Please refer documentation in the tender pack
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 (7)
- Technical Criteria 1: Experience & Capability (TFA Replacement Specific): 10%
- Technical Criteria 2: Methodology (TFA Replacement Execution Plan): 10%
- Technical Criteria 3: Quality Assurance & Spares Warranty (TFA Equipment): 10%
- Technical Criteria 4: Mobilisation Plan (TFA Replacement): 10%
- Technical Criteria 5: Escalation Matrix & Technical Staff (HVAC Focus): 10%
- Technical Criteria 6: Health & Safety (TFA Installation Work): 10%
- Commercial: 40%
Published award criteria (7)
- Technical Criteria 1: Experience & Capability (TFA Replacement Specific): a) The bidder should have successfully executed at least three (03) similar works of Treated Fresh Air Unit (TFA)/Air Handling Unit (AHU) replacement or HVAC retrofit projects in the last 3 years, in Government / Semi-Government / Public Sector / Reputed Private Organizations, of similar capacity and complexity. b) The bidder shall submit completion / commissioning certificates issued by the client clearly indicating satisfactory completion, including installation, testing, and performance of TFA units. c) The bidder shall provide details of clients served, including name of organization, contact person, address, and telephone number for the purpose of verification of executed TFA replacement works. d) The bidder must have a local service office with adequate HVAC technical manpower at the place of work. In case the work is proposed to be executed through a sub-contractor, the same criteria shall be applicable to the sub-contractor, and relevant supporting documents must be submitted.
- Technical Criteria 2: Methodology (TFA Replacement Execution Plan): The bidder shall submit a detailed method statement for execution of the work, covering the following aspects: a) Removal & Replacement Strategy: Procedure for safe dismantling of the existing Treated Fresh Air (TFA) Unit without affecting adjacent services. Arrangement for proper handling, shifting, and disposal of old/dismantled equipment as per site requirements. Methodology for installation of new TFA unit including alignment, mounting, and provision of vibration isolation measures. b) Installation & Integration: Procedure for duct connection, proper sealing, and air leakage prevention. Method for integration of chilled water / DX piping including insulation and valve arrangements. Electrical works including power supply, control wiring, and integration with Building Management System (BMS), wherever applicable. c) Testing & Commissioning: Procedure for air balancing and measurement of airflow. Testing of temperature and humidity parameters to meet design conditions. Performance testing and validation of the TFA unit as per specifications. d) Project Management & Execution Plan: Proposed organisation structure for site execution, including roles and responsibilities of key personnel. Plan for material handling, manpower deployment, supervision, and quality control. Detailed timeline including shutdown planning, installation schedule, and commissioning activities.
- Technical Criteria 3: Quality Assurance & Spares Warranty (TFA Equipment): The bidder shall provide detailed information regarding quality assurance and warranty provisions for the Treated Fresh Air (TFA) Unit and associated components, covering the following: a) Quality Assurance / Quality Control (QA/QC) Procedures: Procedures to ensure proper installation quality, including levelling, alignment, insulation, and sealing of the TFA unit and associated systems. Methodology for duct leakage testing and ensuring airtightness of the system. Procedures for performance verification, including airflow, temperature, and system efficiency checks as per specified parameters. b) Compliance with Design Specifications: The bidder shall ensure that the TFA unit and associated systems meet the specified design requirements, including airflow (CFM), cooling capacity (TR), static pressure, and filtration efficiency levels. c) Details of Equipment and Spares: Make and model of the TFA unit (such as Edgetech / Zeco or equivalent approved makes). Details of major components including fan, motor, filters, cooling/heating coils, dampers, and control systems. List of recommended spare parts including filters, sensors, and other essential components required for operation and maintenance. d) Warranty Requirements: The TFA unit and all associated components shall carry a minimum warranty period of 12 to 24 months from the date of commissioning or handing over, whichever is later. The bidder shall clearly specify the responsibility for warranty management, including repair/replacement of defective components during the warranty period. (In case of sub-contracting, relevant documents of the sub-contractor shall also be submitted)
- Technical Criteria 4: Mobilisation Plan (TFA Replacement): The bidder shall submit a detailed mobilisation plan for execution of the Treated Fresh Air (TFA) Unit replacement work, covering the following: a. Site Readiness Assessment: Provide assessment of site conditions, including availability of working space, access routes, and overall site readiness for installation activities. Identify any site constraints (structural, operational, or accessibility-related) and propose mitigation measures prior to commencement of work. b. Material Delivery & Handling: Submit proposed schedule for delivery of TFA units and associated equipment to site. Detail arrangements for safe unloading, handling, and storage of all materials at site. Provide details of crane / lifting equipment and handling methodology to be deployed, wherever required. c. Shutdown Planning & Risk Mitigation: Provide a detailed shutdown plan for existing HVAC systems ensuring minimum disruption to building operations. Identify associated risks during shutdown and replacement activities, along with mitigation measures to ensure continuity of critical services (where applicable). d. Execution Timeline: Submit step-by-step execution program for dismantling of existing units and installation of new TFA units. Provide a detailed timeline covering installation, testing, commissioning, and final handover of the system.
- Technical Criteria 5: Escalation Matrix & Technical Staff (HVAC Focus): The bidder shall submit details regarding escalation procedures and technical manpower proposed for execution of the Treated Fresh Air (TFA) Unit replacement work, covering the following: a) Escalation Matrix: The bidder shall provide a detailed escalation matrix for TFA replacement project. The matrix shall clearly define levels of escalation, response time, and responsible personnel at each stage. b) Key Technical Personnel: The bidder shall submit Curriculum Vitae (CVs) of key personnel including Project Manager, HVAC Engineer, and Site Supervisors. All such personnel shall have a minimum of five (05) years of experience in installation, operation, and maintenance of AHU/TFA systems. c) Skilled Manpower: Details of technicians proposed for the work shall be provided, demonstrating adequate skills and experience in: Ducting and insulation work. HVAC piping systems Electrical works and Building Management System (BMS) controls d) Relevant Experience: The bidder shall demonstrate experience of the proposed team in TFA commissioning, air balancing, system testing, and troubleshooting of HVAC systems.
- Technical Criteria 6: Health & Safety (TFA Installation Work): The bidder shall submit detailed information regarding Health, Safety, and Environment (HSE) practices to be followed during execution of the Treated Fresh Air (TFA) Unit replacement work, covering the following: a) HSE Policy: The bidder shall submit its company’s Health, Safety & Environment (HSE) policy applicable to HVAC installation and related works. b) Risk Assessment & Method Statements: Detailed risk assessment for dismantling, lifting, and installation activities. Method statements for critical activities including: Working at height Electrical works Confined space operations Measures to mitigate identified risks and ensure safe execution. c) Material Safety Data: The bidder shall provide MSDS/COSHH (Material Safety Data Sheets) for materials to be used during the work, including: Refrigerants (in case of DX systems) Any chemicals used for insulation used for ducting and waterproofing materials.
- Commercial: Competitiveness of Rates and Overall Cost in relation to the market to demonstrate value for money. . Proposed rates and cost should remain valid for 6 months.
- 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 taxations, labour laws and other relevant laws/acts.
- Technical & professional ability
Please refer documentation in the tender pack
- 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
- Goods
- 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
- 4 Aug 2026, 09:41 BST
- Last source update
- 15 Oct 2026, 08:38 BST
- Award evaluation window
- Submission end – 5 Oct 2026
- Authority reference
CPH13987-2027- FTS notice number
2026/S 000-073469- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area in notice
- Official registry OCID
ocds-h6vhtk-06da97Find a Tender- Contract terms summary
Payment shall be released in the following stages:
40% (Forty Percent) shall be payable upon delivery of the materials to the site in good condition.
20% (Twenty Percent) shall be payable upon successful installation of the equipment/work.
40% (Forty Percent) shall be payable upon successful commissioning and handover of the system to the satisfaction of the Engineer-in-Charge.
All payments shall be made against valid invoices and supporting documents evidencing satisfactory performance. Payment will be processed within 30 days from the date of receipt of the invoice and acceptance of the corresponding stage of work.
How it was run
Official notice- Submission deadline
- 3 Sept 2026, 17:00 BST
- Clarification deadline
- 17 Aug 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
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 Refrence No. 13987. 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
4 Aug 2026 → 26 Oct 2026 · 8 dates- Tender notice published83 days ago4 Aug 2026, 09:41 BST
- Clarification questions by69 days ago17 Aug 2026, 17:00 BST
- Submission deadline52 days ago3 Sept 2026, 17:00 BST
- Award decision expected by20 days ago5 Oct 2026, 23:59 BST
- Assessment summaries sent11 days ago15 Oct 2026, 00:00 BST
- Contract starts11 days ago15 Oct 2026, 00:00 BST
- Latest notice published11 days ago15 Oct 2026, 08:38 BST
- Today26 Oct 2026
- Standstill endsin 1 day26 Oct 2026, 23:59 GMT
Notice history
4 events · 2 releases on Find a Tender · since 4 Aug 2026- Tender notice published4 Aug 2026, 09:41 BSTUK4
- Contract award notice published15 Oct 2026, 08:38 BSTUK6
- Status changed to complete15 Oct 2026, 08:38 BST
- Contract signature expected28 Oct 2026, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| AIRCON TECHNIQUE PRIVATE LIMITEDSupply & Installation of Treated Fresh Air Unit (TFA) Systems at the British High Commission in New Delhi3 Nov 2026 – 30 Apr 2027 | £175,630 | 15 Oct 2026standstill to 26 Oct 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders | 3 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- AIRCON TECHNIQUE PRIVATE LIMITEDAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender