Scope
Reference
DN802274
Description
Worcester City Council is seeking a qualified and experienced contractor to deliver a comprehensive servicing and maintenance programme for air conditioning systems across a range of council-owned properties. This contract covers both planned preventative maintenance and reactive repairs, ensuring systems remain safe, efficient, and compliant with statutory requirements, including F-Gas regulations.
The successful bidder will be responsible for: Routine servicing: Two visits per year (main and interim) to inspect, clean, and maintain air conditioning units, following British and EU standards. Emergency call-out service: 24/7, 365-day coverage with a 4-hour response time for urgent repairs. Compliance and reporting: Detailed inspection reports, adherence to health and safety legislation, and maintaining accurate service records.
Sites included: A variety of council properties, such as offices, community centres, museums, and depots, some of which are listed or historic buildings.
The contract will run from 1 April 2026 to 31 March 2028, with options to extend for up to three additional years. Bidders must demonstrate technical competence, experience in similar contracts, and commitment to sustainability and high-quality service delivery.
This is a fantastic opportunity to work in partnership with Worcester City Council's Property Services team, supporting the upkeep of a diverse and historic estate while delivering excellent public services. Please see separate documents for more information.
The Council is using the e-procurement portal known as the Proactis Pro-Contract portal https://procontract.due-north.com to conduct this procurement exercise. To gain access to the procurement documents, bidders will need to register their company details at the above website. Once registered, bidders will be emailed a log-in and password, allowing them to gain access to the procurement documents. Bidders will need to search for the invitation under Worcester City Council and then electronically submit an expression of interest and follow the online instructions to view the procurement documents.
Total value (estimated)
- £55,000 excluding VAT
- £66,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2031
- 5 years
Description of possible extension:
an option to extend for a further 2 years and an additional 1 year
Main procurement category
Services
CPV classifications
- 42000000 - Industrial machinery
- 45000000 - Construction work
- 39000000 - Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products
- 50000000 - Repair and maintenance services
Contract locations
- UKG12 - Worcestershire
Participation
Conditions of participation
N/A
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
26 January 2026, 12:00pm
Tender submission deadline
4 February 2026, 12:00pm
Submission address and any special instructions
The Council is using the e-procurement portal known as the Proactis Pro-Contract portal https://procontract.due-north.com to conduct this procurement exercise.
To gain access to the procurement documents, bidders will need to register their company details at the above website. Once registered, bidders will be emailed a log-in and password, allowing them to gain access to the procurement documents. Bidders will need to search for the invitation under Worcester City Council and then electronically submit an expression of interest and follow the online instructions to view the procurement documents.
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality 60 % |
Quality | 60.00% |
| Price | Price 40 % |
Price | 40.00% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Worcester City Council
- Public Procurement Organisation Number: PWCP-1821-QDRP
The Guildhall
Worcester
WR1 2EY
United Kingdom
Email: procurement@worcester.gov.uk
Website: http://www.worcester.gov.uk/
Region: UKG12 - Worcestershire
Organisation type: Public authority - sub-central government