Scope
Reference
DN802380
Description
The appointment of contractors for Water Hygiene Quality Monitoring, Hygiene Remedial Works and Legionella Risk Assessments
Swindon Borough Council are looking to engage with experienced contractors to provide Water Hygiene Quality Monitoring, Remedial Works and Legionella Risk Assessments
Swindon Borough Council are looking to engage with suitably qualified contractors to carry out Water Hygiene Quality Monitoring on Council owned residential and corporate properties inline with legislation and governance.
This contract shall comprise of the periodic inspection/testing and verification of the safety of water systems within council buildings, i.e. Civic Buildings, Sheltered Accommodations, Community Centres, Social Services Sites, Public Car Parks & Toilets and Multi-storey Flats, Domestic dwellings and Commercial Premises and legionella risk assessments and water hygiene remedial works.
The contract will be split into three lots -
Lot 1 - Water Hygiene Quality Monitoring and Planned Cyclical Maintenance
Lot 2 - Water Hygiene Remedial Works
Lot 3 - Legionella Risk Assessments
All three lots can be bid for but a maximum of two lots can be won of the following combinations -
Lot 1 Monitoring and Lot 3 Legionella Risk Assessments OR Lot 1 Monitoring and Lot 2 Remedial Works.
This is due to the Legionella risk assessments identifying the remedial works which are required to be undertaken and would therefore be a conflict of interest.
The contracts will be for a period of 3 Years with optional 2 year + 2 year extension periods and is estimated to commence 1st June 2026.
Lot 1 Estimated contract spend is between £500,000.00 - £505,852.50 ex vat across the initial 3 year term and £1,166,666.00 - £1,180,322.50 across the full 7 year term.
Lot 2 Estimated contract spend is between £890,000.00 - £895,077.00 ex vat across the initial 3 year term and £2,076,666.00 - £2,088,513.00 across the full 7 year term.
Lot 3 Estimated contract spend is between £287,000.00 - £292,503.00 ex vat across the initial 3 year term and £669,666.00 - £682,507.00 across the full 7 year term.
Full details relating to the services are provided in the tender documents.
To participate, Suppliers will need to Register as a Supplier with ProContract, www.supplyingthesouthwest.org.uk, then Register an Interest before obtaining access to the tender documents. In the event of difficulties registering as a supplier, please refer to the System Administrator Proactis support team ProContractSuppliers@proactis.com
Tender clarifications to be submitted in writing via Messaging in ProContract tender portal by 2nd February 2026 15:00 hrs UK Local time. The Council's responses to these clarification questions will be issued periodically on the ProContract tender portal.
Tender Responses are required to be submitted no later than 9th February 2026, 15:00 hrs UK Local time via ProContract tender portal - https://www.supplyingthesouthwest.org.uk/
Supplying the South West Portal, https://www.supplyingthesouthwest.org.uk/ is the only portal that includes all the relevant documents required to respond to this opportunity, bearing Project Id: DN802380
No Tender submissions will be considered without completing the tender documents in full including attachments and returning them in alignment with the instructions within the tender documents.
Total value (estimated)
- £3,951,342.50 excluding VAT
- £4,741,611 including VAT
Above the relevant threshold
Main procurement category
Services
Lot constraints
Maximum number of lots a supplier can be awarded: 2
Description of how multiple lots may be awarded:
All three lots can be bid for but a maximum of two lots can be won of the following combinations -
Lot 1 Monitoring and Lot 3 Legionella Risk Assessments or Lot 1 Monitoring and Lot 2 Remedial Works.
This is due to the Legionella risk assessments identifying the remedial works which are required to be undertaken and would therefore be a conflict of interest.
If a supplier wins more than the lot combinations detailed out above these will be awarded based on the best value to the Council between first and second place bidders.
Not the same for all lots
CPV classifications, contract locations and contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. Water Hygiene Quality Monitoring and Planned Cyclical Maintenance
Description
Water Hygiene Quality Monitoring and Planned Cyclical Maintenance by the periodic inspection/testing and verification of the safety of water systems within council buildings
Lot value (estimated)
- £1,180,322.50 excluding VAT
- £1,416,387 including VAT
Contract dates (estimated)
- 1 June 2026 to 31 May 2029
- Possible extension to 31 May 2033
- 7 years
Description of possible extension:
Option to extend contract for 2 x 24 months
CPV classifications
- 65100000 - Water distribution and related services
- 38910000 - Hygiene monitoring and testing equipment
- 41110000 - Drinking water
- 71610000 - Composition and purity testing and analysis services
- 09321000 - Hot water
- 31161400 - Primary water systems
- 44611500 - Water tanks
- 71317200 - Health and safety services
Contract locations
- UKK14 - Swindon
Lot 2. Water Hygiene Remedial Works
Description
Water Hygiene Remedial Works following a Legionella Risk Assessment (LRA) carried out by another party (and observations found during planned preventive maintenance - carried out by another party)
Lot value (estimated)
- £2,088,513 excluding VAT
- £2,506,215.60 including VAT
Contract dates (estimated)
- 1 June 2026 to 31 May 2029
- Possible extension to 31 May 2033
- 7 years
Description of possible extension:
Option to extend the contract for 2 x 24 months
Lot 3. Legionella Risk Assessments
Description
Legionella Risk Assessments to be carried out as per the agreed frequency
Lot value (estimated)
- £682,507 excluding VAT
- £819,008.40 including VAT
Contract dates (estimated)
- 1 June 2026 to 31 May 2029
- Possible extension to 31 May 2033
- 7 years
Description of possible extension:
Option to extend the contract for 2 x 24 months
Submission
Enquiry deadline
2 February 2026, 3:00pm
Deadline for requests to participate
9 February 2026, 3:00pm
Submission address and any special instructions
In order to provide unrestricted, full, direct and free of charge access to the tender documents the Authority is providing the documents in the attachment area of the ProContract e-tender portal at www.supplyingthesouthwest.org.uk
In order to access amendable versions of the documents and to submit a response, Suppliers will need to register as a Supplier with ProContract at www.supplyingthesouthwest.org.uk then register an interest in this procurement before obtaining access and downloading the word and excel format documents for completion and submission.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
26 March 2026
Award criteria
Lot 1. Water Hygiene Quality Monitoring and Planned Cyclical Maintenance
| Name | Type | Weighting |
|---|---|---|
| Pricing | Price | 50% |
| Q6 Social Value | Quality | 10% |
| Q1 Implementation | Quality | 8% |
| Q2 Programme of Works | Quality | 8% |
| Q3 Project Reporting | Quality | 8% |
| Q4 Contract Management | Quality | 8% |
| Q5 Problem Solving | Quality | 8% |
Lot 2. Water Hygiene Remedial Works
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 50% |
| Q1 Implementation | Quality | 15% |
| Q2 Project Reporting | Quality | 13% |
| Q3 Contract Management | Quality | 12% |
| Q4 Social Value | Quality | 10% |
Lot 3. Legionella Risk Assessments
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 50% |
| Q1 Implementation | Quality | 15% |
| Q2 Project Reporting | Quality | 13% |
| Q3 Contract Management | Quality | 12% |
| Q4 Social Value | Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Swindon Borough Council
- Public Procurement Organisation Number: PNPT-6195-XDWV
Swindon Borough Council, Civic Offices, Euclid Street
Swindon
SN1 2JH
United Kingdom
Region: UKK14 - Swindon
Organisation type: Public authority - sub-central government