Scope
Reference
IA3767
Description
The Council would like to procure a Framework Agreement for the provision of Water Hygiene Risk Assessments and Audits.
The works covered by this contract are intended to:
• Comply with the requirement of the Approved Code of Practice L8 (the control of legionella bacteria in water systems) to maintain current legionella risk assessments
• Assess the risk of scalding
• Assess compliance with the water regulations.
The above will be achieved by the successful contractor undertaking site-based surveys and audits to produce water hygiene risk assessments.
The systems to be covered by this Contract are both hot and cold domestic systems, together with any permanently connected equipment including rainwater harvesting systems but excluding air conditioning equipment, swimming pools and hydrotherapy pools.
Currently there are 493 properties across a range of local authority properties which include schools, residential homes, civic buildings, offices, fire stations, enterprise centres and small industrial units.
Commercial tool
Establishes a framework
Total value (estimated)
- £330,000 excluding VAT
- £396,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 31 May 2028
- Possible extension to 31 May 2030
- 4 years
Description of possible extension:
2 x 1 years to extend to 31st May 2029 and 31st May 2030
Main procurement category
Services
CPV classifications
- 31161400 - Primary water systems
- 65100000 - Water distribution and related services
- 71800000 - Consulting services for water-supply and waste consultancy
Contract locations
- UK - United Kingdom
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0.30%
Further information about fees
Please review the Framework Agreement, clause 12.
Framework operation description
Direct Award - as this is a single supplier framework.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Please note Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council are not responsible for the tender procedure, they are named as an organisation who may call off from the Framework once awarded.
Participation
Technical ability conditions of participation
Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework:
1. To have a compliant Health & Safety accreditation performed by a Safety Schemes in Procurement ('SSIP'). For more information refer to the link https://ssip.org.uk/members/#
2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service.
Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas above
Note 2 - where brand names are mentioned, the Authority will consider equivalents
Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award
Competency requirements:
1. The Contractor must be registered with the Legionella Control Association (LCA) for:
o Legionella Risk Assessment Services
2. All personnel undertaking these works must demonstrate the attendance and successful completion of a recognised course for carrying out risk assessments for Legionella and water hygiene control by a nationally recognised organisation. Examples of such courses include:
o City & Guilds - Risk Assessment for Legionella and Water Hygiene Control in Water Systems (WH004)
o The Water Management Society - Legionella Risk Assessment Hot & Cold Water Systems Qualification - W300
3. All personnel must have a thorough knowledge of the implications and significance of the Water Regulations, ACoP L8, HSG274 and of all procedures necessary to identify inadequacies of operation, unsafe conditions and unauthorised alterations which constitute potential hazards.
4. Any personnel utilised on this contract must have undertaken asbestos awareness training within the past 12 months accredited by the UK Asbestos Training Association (UKATA), Independent Asbestos Training Providers (IATP) or equivalent. This training must be continuous, with a valid certificate maintained at all times within a 12-month period.
5. Any personnel utilised on this contract must evidence training for working at heights within the past 5 years
6. Any personnel operating specific access equipment must evidence training within the past 12 months for that type of equipment such as ladders, scaffold towers, MEWP's or safe use of lanyard and harnesses as required by the site conditions and bespoke risk assessment.
7. The Contractor will be required to evidence that regular training sessions are held to ensure that supervisors and operatives are continually updated in safe working practices and new legislation.
Any personnel utilised on this contract must have an Enhanced DBS check
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
2 March 2026, 11:59pm
Tender submission deadline
9 March 2026, 12:00pm
Submission address and any special instructions
The tender documents are available through Staffordshire County Councils e-tendering system 'Proactis'.
https://supplierlive.proactisp2p.com
All bids must be submitted back to Proactis prior to the tender deadline. Any questions regarding the tender must go through the e-tendering system via the message function.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
17 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 15 January 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 60% |
| Working Example | Quality | 8% |
| Knowledge | Quality | 8% |
| Health and Safety | Quality | 8% |
| Quality Assurance Processes and Procedures | Quality | 7% |
| Communication | Quality | 7% |
| Environmental | Quality | 2% |
Other information
Description of risks to contract performance
Local Government Re-organisation
1.1 In December 2024 the Government issued a White Paper on Local Government Re-Organisation entitled the "English Devolution White Paper".
1.2 In March 2025 Staffordshire County Council submitted their suggested re-organisation plan to the Government and are awaiting a response.
1.3 Final proposals will be submitted in November 2025 and implementation of the changes is expected by Government to be by 2028 at the earliest.
1.4 Whilst the expected impact of most changes to Local Government will be settled at Government Level (Change in Law) please be aware that it may be government policy or expedient that any affected party will be recommended to agree bi-lateral or multi-lateral changes to their existing contractual arrangements.
1.5 Updates on proposals and changes can be found on the Staffordshire County Council Website and at other media outlets
2 The parties agree that in the event of a Local Government Re-organisation:-
2.1 that reorganisation of local authorities may result in the transfer assignment or novation of this Agreement in whole or in part to a successor authority or successor authorities. Such transfer assignment or novation shall not constitute a breach or require consent and the [contracting party] consents to the transfer assignment or novation of this Agreement in whole or in parts to any successor authority(ies) established under the local government reorganisation legislation and that as a consequence the obligations and rights under this Agreement shall continue to apply and be enforceable by or against any successor authority(ies) following a local government reorganisation; and
2.2 the parties acknowledge that if applicable the Transfer of Undertakings (Protection of Employment) Regulations 2006 may apply and agree to comply with all consequential and reasonable obligations arising thereunder
2.3 the parties acknowledge that any new organisation(s) may utilise or create and manage all and any existing or required framework agreements relating to the provision of the [goods and] services provided under this current agreement.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://supplierlive.proactisp2p.com
Proactis E-tendering system
SCC eTendering Portal User Guide.pdf
SCC E-Tendering Portal User Guide
Contracting authority
Staffordshire County Council
- Public Procurement Organisation Number: PZDG-2995-QQMD
1 Staffordshire Place, Tipping Street,
Stafford
ST16 2DH
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
Other organisations
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Stafford Borough Council
Summary of their role in this procurement: Local Authority who may use the Framework once awarded. No involvement in the tender process
- Public Procurement Organisation Number: PTQN-1833-ZMYL
Civic Centre, Riverside
Stafford
ST16 3AQ
United Kingdom
Region: UKG24 - Staffordshire CC
South Staffordshire District Council
Summary of their role in this procurement: Local Authority who may use the Framework once awarded. No involvement in the tender
- Public Procurement Organisation Number: PNNH-3468-CHWJ
Council Offices, Wolverhampton Road
Codsall
wv8 1px
United Kingdom
Region: UKG24 - Staffordshire CC
Cannock Chase District Council
Summary of their role in this procurement: Local Authority who may use the Framework once awarded. No involvement in the tender process
- Public Procurement Organisation Number: PNXX-8585-GQTH
Civic Centre, Beecroft Road
Cannock
WS11 1BG
United Kingdom
Region: UKG24 - Staffordshire CC