Scope
Reference
PPTO_0007
Description
The Royal Household is seeking a supplier to service and maintain all catering equipment across the London and Windsor estates: Buckingham Palace, St James's Palace, Clarence House, Kensington Palace and Windsor Castle.
The scope of this contract includes:
a. Planned testing and maintenance of catering equipment across all sites detailed above.
b. Reactive maintenance of catering equipment across all sites detailed above.
c. Standby support at all major planned events on site, and ability to attend a call-out from the Royal Household Property Section (RHPS) to an in-scope site within 2 hours and make safe within 4 hours - 24 hours a day, all year round.
d. Providing quotes on request for replacement catering equipment, including electric equivalent appliances where the current appliance is gas fired.
e. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer's recommendations).
f. 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 F-Gas REFCOM, or an equivalent, and Gas Safe).
g. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS' CAFM system (INVIDA).
This tender notice is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. The procedure in this instance will consist of completion of a Procurement-Specific Questionnaire (PSQ) (stage 1) and an Invitation to Tender (stage 2).
Tenderers will need to email the Royal Household Procurement team (procurement@royal.uk) to request access to the PSQ. Tenderers will need to sign up to the Royal Household's e-Sourcing platform, Delta, in order to access and return the PSQ in stage 1 and the ITT in stage 2, as well as submit clarification questions. Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier.
Note that only up to the five highest-scoring responses in stage 1 will be invited to participate in stage 2.
This tender will not be split into lots.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=1004505478
Contract 1. Catering Equipment Servicing and Maintenance
Supplier
Contract value
- £795,000 including VAT
Above the relevant threshold
Award decision date
6 January 2026
Date assessment summaries were sent to tenderers
6 January 2026
Standstill period
- End: 15 January 2026
- 8 working days
Earliest date the contract will be signed
18 January 2026
Contract dates (estimated)
- 19 January 2026 to 17 January 2029
- Possible extension to 17 January 2031
- 4 years, 11 months, 30 days
Description of possible extension:
The contract will run on a 3-year initial term, with a possible 2-year extension in one-year increments (subject to agreement).
Main procurement category
Services
CPV classifications
- 50800000 - Miscellaneous repair and maintenance services
Information about tenders
- 4 tenders received
- 2 tenders assessed in the final stage:
- 2 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 1 supplier unsuccessful (details included for contracts over £5 million)
Submission
Submission type
Tenders
Procedure
Procedure type
Competitive flexible procedure
Supplier
McFarlane Telfer Ltd
- Companies House: 03646063
Unit B5 Westacott Business Centre, Westacott Way, Littlewick Green
Maidenhead
SL6 3RT
United Kingdom
Contact name: George Roberts-Smith
Email: george@mcft.com
Region: UKJ11 - Berkshire
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Catering Equipment Servicing and Maintenance
Contracting authority
Buckingham Palace
- Public Procurement Organisation Number: PGLT-2499-PJTM
Buckingham Palace
London
SW1A 1AA
United Kingdom
Contact name: Nik Vidler
Email: procurement@royal.uk
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government