Section one: Contracting authority
one.1) Name and addresses
Buckinghamshire Council
Walton Street Offices
Aylesbury
HP20 1UA
Contact
Mr Adrian Ratcliff
adrian.ratcliff@buckinghamshire.gov.uk
Telephone
+44 1296383337
Country
United Kingdom
Region code
UKJ13 - Buckinghamshire CC
Internet address(es)
Main address
https://www.buckinghamshire.gov.uk/
Buyer's address
https://www.buckinghamshire.gov.uk/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Biomass Boiler Service and Maintenance
Reference number
DN743859
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Biomass Boiler Service and Maintenance contract for Buckinghamshire Council spans three years from April 1, 2025, with two possible one-year extensions, totalling up to five years. Covering nine sites across Buckinghamshire, the service provider will deliver high quality, proactive maintenance, including planned preventative maintenance (PPM) and reactive maintenance, ensuring statutory and regulatory compliance, and maintaining HETAS Certification standards.
Key tasks include annual services, interim services, bi-weekly visits, and monthly checks. These PPM visits will involve various configurations for inspecting and maintaining boilers, fuel stores, and associated equipment to ensure optimal performance and compliance. Reactive maintenance requires 24/7 assistance for urgent faults and normal working hours assistance for other faults, categorized by priority with specific rectification periods. The Page 5 to 8 service provider will report on both aspects, detailing performance statistics, compliance rates, and any issues encountered. Additionally, the provider must maintain a single point of contact to manage the contract, logs of servicing requests, tasks, and communication.
Performance monitoring ensures continuous improvement and adherence to service standards. The service provider will produce regular performance reports, maintain accurate asset registers, and ensure all statutory and regulatory tests are conducted and documented. This approach supports Buckinghamshire Council’s operational needs, fostering a collaborative environment for efficient and reliable maintenance of their biomass boiler systems.
Due to the lack of certainty as to the demand for the Services under this Contract, the Council has estimated the amount that it will spend under this Contract during the Contract Period, (including any possible extension periods) at £500,000. This is only an estimate and the actual spend maybe higher or lower than this figure.
The Council is of the opinion that TUPE will not apply
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £500,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ13 - Buckinghamshire CC
two.2.4) Description of the procurement
The Biomass Boiler Service and Maintenance contract for Buckinghamshire Council spans three years from April 1, 2025, with two possible one-year extensions, totalling up to five years. Covering nine sites across Buckinghamshire, the service provider will deliver high quality, proactive maintenance, including planned preventative maintenance (PPM) and reactive maintenance, ensuring statutory and regulatory compliance, and maintaining HETAS Certification standards.
Key tasks include annual services, interim services, bi-weekly visits, and monthly checks. These PPM visits will involve various configurations for inspecting and maintaining boilers, fuel stores, and associated equipment to ensure optimal performance and compliance. Reactive maintenance requires 24/7 assistance for urgent faults and normal working hours assistance for other faults, categorized by priority with specific rectification periods. The Page 5 to 8 service provider will report on both aspects, detailing performance statistics, compliance rates, and any issues encountered. Additionally, the provider must maintain a single point of contact to manage the contract, logs of servicing requests, tasks, and communication.
Performance monitoring ensures continuous improvement and adherence to service standards. The service provider will produce regular performance reports, maintain accurate asset registers, and ensure all statutory and regulatory tests are conducted and documented. This approach supports Buckinghamshire Council’s operational needs, fostering a collaborative environment for efficient and reliable maintenance of their biomass boiler systems.
Due to the lack of certainty as to the demand for the Services under this Contract, the Council has estimated the amount that it will spend under this Contract during the Contract Period, (including any possible extension periods) at £500,000. This is only an estimate and the actual spend maybe higher or lower than this figure.
The Council is of the opinion that TUPE will not apply.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The contract period will run from 1st April 2025 to 31st March 2028 (Two optional extensions 1st April 2028 to 31st March 2029 and 1st April 2029 to 31st March 2030).
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-030127
Section five. Award of contract
Contract No
DN743859
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
14 March 2025
five.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received from SMEs: 5
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
BBSM Ltd
5b Oaklands Court, Tiverton Way, Tiverton Business Park
Tiverton
EX16 6TG
Country
United Kingdom
NUTS code
- UKK4 - Devon
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £470,000
Total value of the contract/lot: £500,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court
The Royal Court of Justice, The Strand
London
WC2A 2LL
Country
United Kingdom