✓Tender information last checkedLast checked 8 Oct 2026, 11:06.
Opportunity overview
East Renfrewshire Council is inviting tenders, from suitably qualified companies for the provision of a planned service and maintenance of air/ground source heat pumps, air conditioning, extract & ventilation, air handling and all associated components, along with reactive repairs on a Priority Coded P1-P5 24/7 call-out basis plus upgrade and replacement of equipment on an ad-hoc basis where required due to end-of-life or beyond-repair equipment in all ERC commercial sites i.e. everything that is not a home e.g. schools/leisure/family/ community spaces/offices.
This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T). We will apply a one stage Open procedure.
Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PSC-T, and may be required to submit Means of Proof before contract award. Bidders must refer to the specific requirements listed in Section III in this OJEU Contract Notice when completing the SPD in PCS-T.
The Value shown in this notice is excluding VAT
Classification
CPV42511110 — Heat pumps
CPV45331000 — Heating, ventilation and air-conditioning installation work
CPV50000000 — Repair and maintenance services
CPV50324100 — System maintenance services
CPV50511000 — Repair and maintenance services of pumps
CPV50532400 — Repair and maintenance services of electrical distribution equipment
CPV71315410 — Inspection of ventilation system
Lots
East Renfrewshire Council is inviting tenders, from suitably qualified companies for the provision of a planned service and maintenance of air/ground source heat pumps, air conditioning, extract & ventilation, air handling and all associated components, along with reactive repairs on a Priority Coded P1-P5 24/7 call-out basis plus upgrade and replacement of equipment on an ad-hoc basis where required due to end-of-life or beyond-repair equipment in all ERC commercial sites i.e. everything that is not a home e.g. schools/leisure/family/ community spaces/offices.
A summary of key services included within the contact are:
- Statutory service & maintenance of heating and cooling systems.
- Statutory service & maintenance of ventilation and air handling systems.
- Provision of a 24/7/365 reactive repairs service to the above-mentioned systems.
- Upgrade and replacement of equipment on an ad-hoc basis due to end-of-life or beyond-repair equipment Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.£1.2m
Published notice details
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Operatives undertaking works on school premises are classed as “regulated roles” and are therefore required to have clearance under Disclosure Scotland’s PVG Scheme. Organisations must confirm PVG scheme membership before an individual carries out a regulated role.
Bidders (or their sub-contractor(s) are required to be
- a licensed member of BESA (Building and Engineering Services Association)
- CHAS accredited
- Member of SELECT or NICEIC
- Registered with CIPHE/APHC/IPHE or equivalent
- Registered with Legionella Control Association
All work shall be carried out in compliance with the Scottish Building Regulations 2004 and all Standards as detailed within Document 4 Specification
Applies To
supplier
Criterion 2
Type
economic
Description
Bidders will be required to have a minimum yearly “specific” turnover of 600,000 GBP for the last 2 years in the business area covered by the contract. (If route 2 the yellow text is not required and only the section below will apply)
The Council reserves the right at its own discretion to seek information from the applicant in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to determine the Applicant’s economic and financial standing. East Renfrewshire Council requires to ensure that the economic operator has the necessary economic and financial capacity to perform and complete the contract. In the current difficult economic environment, the Council seeks to ensure that the contractor who undertakes the works has suitable financial strength and capacity to complete these goods, works or services.
Where an economic operator wishes to be considered for selection under this contract but cannot meet the turnover and/or Credit Safe score of 30 that economic operator must provide financial information which will satisfy the Council that they have an equivalent level of economic and financial standing; and must provide related guarantees or formal assurances to support their right to participate and be considered for any contract award (Regulation 61(8)). Please note that any financial information disclosed should evidence the financial strength of the economic operator tendering, therefore additional supporting information will need to be provided where joint or group accounts are provided in support of a bid to explain to the Council the relevance of that information.
Where the economic bidder relies upon or intends to reply upon any Key Subcontractors in performance of the contract, then the Council reserves the right to assess the financial strength and suitability the Key subcontractor as part of the qualification process; Where the economic operator relies upon a parent company to provide financial assurance in support of their bid, the Council will also reserve the right to seek financial information on the strength and suitability of the parent company; and
Where the economic operator relies upon the capacity of other parties in respect of selection and/or performance of the contract, then dependent on the nature of the arrangement the Council may require full disclosure of financial information in support of the bid. For example, where the bidder identifies as a consortium the Council will require that the consortium, as a group, can meet the financial selection requirements contained in the procurement documents. Where a bidder is part of a Consortium, it shall procure the execution and delivery to the Employer of a Consortium Guarantee (in the form provided by the council) executed by each member of the Consortium (acting as Consortium guarantor) in Self Proving Form.
The Council reserves the right to monitor that the economic operator continues to meet the financial selection requirements upon receipt of the invitation to tender or after evaluation has been completed and prior to any award being made. Economic operators must inform the Council of any changes to any submission made by them in respect of their financial and or economic situation. The Council will further reserve the right to remove any economic operator from the tendering process where they are no longer able to fulfil any of the selection requirements as directed within the procurement documents.
Further detail is contained within the procurement documents.
Bidders who cannot meet the required level of turnover will be excluded from this tender.
Minimum
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 10 million GBP
Public Liability Insurance = 5 million GBP
Professional Indemnity Insurance = 2 million GBP
Applies To
supplier
Contract terms
Performance Terms
As per KPIs uploaded with the tender documents.
Has Electronic Ordering
Yes
Electronic Invoicing Policy
allowed
Has Electronic Payment
Yes
Covered By
GPA
Tender Period
Ends
12 Nov 2026, 12:00
Submission terms
Languages
en
Bid Validity Period
Duration In Days
180
Expected award period
Starts
12 Nov 2026, 12:00
Bid Opening
Date
12 Nov 2026, 12:00
Recurrence
Description
Towards the end of the contract.
Lots and requirements
Entry 1
Id
1
Description
East Renfrewshire Council is inviting tenders, from suitably qualified companies for the provision of a planned service and maintenance of air/ground source heat pumps, air conditioning, extract & ventilation, air handling and all associated components, along with reactive repairs on a Priority Coded P1-P5 24/7 call-out basis plus upgrade and replacement of equipment on an ad-hoc basis where required due to end-of-life or beyond-repair equipment in all ERC commercial sites i.e. everything that is not a home e.g. schools/leisure/family/ community spaces/offices.
A summary of key services included within the contact are:
- Statutory service & maintenance of heating and cooling systems.
- Statutory service & maintenance of ventilation and air handling systems.
- Provision of a 24/7/365 reactive repairs service to the above-mentioned systems.
- Upgrade and replacement of equipment on an ad-hoc basis due to end-of-life or beyond-repair equipment Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.
Has Renewal
Yes
Has Options
No
Status
active
Award criteria
Criteria
Criterion 1
Name
Planned Maintenance Requirements
Type
quality
Description
20
Criterion 2
Name
Contract management
Type
quality
Description
20
Criterion 3
Name
Technical Ability
Type
quality
Description
20
Criterion 4
Name
Resources
Type
quality
Description
20
Criterion 5
Name
Community Benefits
Type
quality
Description
10
Criterion 6
Name
Net Zero
Type
quality
Description
5
Criterion 7
Name
Fair work
Type
quality
Description
5
Criterion 8
Type
price
Description
60
Value
Amount
1,200,000
Currency
GBP
Contract period
Duration In Days
720
Renewal
Description
With option for further 2 x 12 months at the Council descretion
Submission terms
Variant Policy
notAllowed
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
50000000
Description
Repair and maintenance services
Entry 2
Scheme
CPV
Id
50324100
Description
System maintenance services
Entry 3
Scheme
CPV
Id
50511000
Description
Repair and maintenance services of pumps
Entry 4
Scheme
CPV
Id
50532400
Description
Repair and maintenance services of electrical distribution equipment
Entry 5
Scheme
CPV
Id
45331000
Description
Heating, ventilation and air-conditioning installation work
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
095013-2026tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
East Renfrewshire Council is seeking a contractor to provide planned statutory servicing and maintenance, 24/7/365 priority-coded reactive repairs, and ad-hoc replacement/upgrades for HVAC systems across its non-domestic properties, including schools, leisure, community and office sites.
Who this may suit
Suitable for qualified HVAC maintenance providers able to support heat pumps, air conditioning, ventilation and air-handling systems and deliver 24/7 reactive response across East Renfrewshire.
Key points identified
Service capabilityPlanned servicing and maintenance for air/ground-source heat pumps, air conditioning, extract and ventilation, air-handling systems and associated components.Evidence: The notice requests planned service and maintenance of these HVAC systems and components.
Reactive repairsProvide priority-coded P1-P5 reactive repairs on a 24/7/365 call-out basis.Evidence: Lot 1 specifies a "24/7/365 reactive repairs service" and the opportunity description specifies "Priority Coded P1-P5 24/7 call-out basis".
Replacement and upgrade capabilityUndertake ad-hoc equipment upgrades and replacements where equipment is end-of-life or beyond repair.Evidence: Lot 1 includes upgrade and replacement of equipment on an ad-hoc basis.
96% approved-analysis confidence7 supplier criteria identified3 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
East Renfrewshire Council is seeking a contractor to provide planned statutory servicing and maintenance, 24/7/365 priority-coded reactive repairs, and ad-hoc replacement/upgrades for HVAC systems across its non-domestic properties, including schools, leisure, community and office sites.
Who this may suit
Suitable for qualified HVAC maintenance providers able to support heat pumps, air conditioning, ventilation and air-handling systems and deliver 24/7 reactive response across East Renfrewshire.
Key deliverables
Statutory servicing and maintenance of heating and cooling systems
Statutory servicing and maintenance of ventilation and air-handling systems
24/7/365 P1-P5 coded reactive repair service
Ad-hoc equipment upgrades and replacements where equipment is end-of-life or beyond repair
SUPPLIER REQUIREMENTS
7 criteria identified
Service capability
99% confidence
Planned servicing and maintenance for air/ground-source heat pumps, air conditioning, extract and ventilation, air-handling systems and associated components.
View supporting evidence
The notice requests planned service and maintenance of these HVAC systems and components.
Reactive repairs
99% confidence
Provide priority-coded P1-P5 reactive repairs on a 24/7/365 call-out basis.
View supporting evidence
Lot 1 specifies a "24/7/365 reactive repairs service" and the opportunity description specifies "Priority Coded P1-P5 24/7 call-out basis".
Replacement and upgrade capability
98% confidence
Undertake ad-hoc equipment upgrades and replacements where equipment is end-of-life or beyond repair.
View supporting evidence
Lot 1 includes upgrade and replacement of equipment on an ad-hoc basis.
Qualifications
94% confidence
Suitably qualified company; specific qualifications are not stated in the supplied evidence.
View supporting evidence
The buyer invites tenders from "suitably qualified companies" but does not name qualifications or certifications.
SPD (Scotland)
99% confidence
Bidders must self-certify adherence to conditions of participation through the SPD (Scotland) in PCS-T.
View supporting evidence
The notice states: "Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PCS-T".
Means of proof
98% confidence
May be required before contract award.
View supporting evidence
The notice states bidders "may be required to submit Means of Proof before contract award".
Exclusion grounds
98% confidence
Economic operators may be excluded if they fall within Regulations 8 and 9 of the Procurement (Scotland) Regulations 2016.
View supporting evidence
Lot 1 additional information expressly references regulations 8 and 9.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Estimated contract value
99% confidence
Up to GBP 1,200,000 excluding VAT.
View supporting evidence
The process and Lot 1 value are GBP 1,200,000; the notice states that the value shown is excluding VAT.
Pricing/payment terms
99% confidence
Unknown.
View supporting evidence
No pricing schedule, payment terms or indexation information is supplied.
Delivery
Service locations
98% confidence
East Renfrewshire Council non-domestic/commercial sites, including schools, leisure, family, community and office spaces.
View supporting evidence
The scope covers "all ERC commercial sites" and gives these site examples.
Delivery area
91% confidence
East Renfrewshire (UKM83).
View supporting evidence
The supplied delivery location is UKM83; the buyer is East Renfrewshire Council.
Service availability
99% confidence
24/7/365 reactive service.
View supporting evidence
Lot 1 specifies a "24/7/365 reactive repairs service".
PROCEDURE
How to respond
Procedure
99% confidence
One-stage open procedure.
View supporting evidence
The notice states: "We will apply a one stage Open procedure."
Tender portal
99% confidence
Public Contracts Scotland Tender portal (PCS-T).
View supporting evidence
The notice states the procurement will be conducted via PCS-T.
Submission deadline
99% confidence
12 November 2026, 12:00 UTC.
View supporting evidence
The supplied process and Lot 1 submission deadline are 2026-11-12T12:00:00Z.
RISKS AND UNKNOWNS
Points requiring attention
Response-time obligations
94% confidence
P1-P5 priority-coded, 24/7/365 reactive coverage may require substantial on-call capacity; detailed response and rectification times are unknown.
View supporting evidence
The notice requires P1-P5 24/7 call-outs but supplies no response-time matrix.
Asset and pricing data
99% confidence
Unknown.
View supporting evidence
No asset register, site list, equipment quantities, condition data or pricing schedule is supplied.
Contract term
91% confidence
Unknown.
View supporting evidence
The title refers to "MTC 2027-2029", but no contract start or end date is supplied in the process data.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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