Scope
Reference
ACE01.60
Description
The proposed contract will encompass delivering the following services to the Trust: a. Statutory compliance maintenance and planned preventative maintenance to all mechanical & plant equipment b. Reactive maintenance c. Provision of technical support and management of all specialist contracts and subcontracts as part of this Contract. d. Provision of 24-hour operations support.
Total value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 1 September 2028
- Possible extension to 1 September 2030
- 5 years, 1 day
Description of possible extension:
Option of 2 further 1 year extensions
Main procurement category
Services
Not the same for all lots
CPV classifications and contract locations are shown in Lot sections, because they are not the same for all lots.
Lot LOT-0001. Lot 1 - Somerset
Description
To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Ashill Community Primary School Baltonsborough Church of England VC Primary School Buckland St Mary Church of England Primary School Castle Cary Community Primary School Hatch Beauchamp Church of England Primary School Holy Trinity Church of England Primary School Milborne Port Primary School Stoberry Park School Stockland Church of England Primary Academy Winsham Primary School
Lot value (estimated)
- £150,000 excluding VAT
- £180,000 including VAT
CPV classifications
- 50712000 - Repair and maintenance services of mechanical building installations
- 50000000 - Repair and maintenance services
- 50500000 - Repair and maintenance services for pumps, valves, taps and metal containers and machinery
- 50531100 - Repair and maintenance services of boilers
Contract locations
- UKK4 - Devon
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Lot 2 - Devon & Torbay
Description
To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Berry Pomeroy Parochial CofE Primary School Brixham Church of England Primary School Collaton St Mary Church of England Primary School Galmpton Church of England Primary School Newtown Primary School Shaldon Primary School St Gabriel's CofE Primary School Torre Church of England Academy Totnes St John's Church of England Primary School Trinity CofE Primary and Nursery School
Lot value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
CPV classifications
- 50712000 - Repair and maintenance services of mechanical building installations
- 50000000 - Repair and maintenance services
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50531100 - Repair and maintenance services of boilers
Contract locations
- IE053 - South-West
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0003. Lot 3 - All Schools
Description
To Provide Mechanical & Plant Servicing & Remedial Works for the following schools Ashill Community Primary School Baltonsborough Church of England VC Primary School Buckland St Mary Church of England Primary School Castle Cary Community Primary School Hatch Beauchamp Church of England Primary School Holy Trinity Church of England Primary School Milborne Port Primary School Stoberry Park School Stockland Church of England Primary Academy Winsham Primary School Berry Pomeroy Parochial CofE Primary School Brixham Church of England Primary School Collaton St Mary Church of England Primary School Galmpton Church of England Primary School Newtown Primary School Shaldon Primary School St Gabriel's CofE Primary School Torre Church of England Academy Totnes St John's Church of England Primary School Trinity CofE Primary and Nursery School
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
CPV classifications
- 50712000 - Repair and maintenance services of mechanical building installations
- 50000000 - Repair and maintenance services
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50531100 - Repair and maintenance services of boilers
Contract locations
- UKK - South West (England)
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot LOT-0001. Lot 1 - Somerset
Lot LOT-0003. Lot 3 - All Schools
A financial appraisal will be based upon a credit check
Technical ability conditions of participation
Lot LOT-0001. Lot 1 - Somerset
Lot LOT-0002. Lot 2 - Devon & Torbay
Lot LOT-0003. Lot 3 - All Schools
Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below: a. Gas Safe Registration and the provision of Gas Safe registered engineers b. F Gas Registration and the provision of F Gas qualified engineers c. OFTEC Registration and the provision of OFTEC qualified engineers
Particular suitability
Lot LOT-0001. Lot 1 - Somerset
Lot LOT-0002. Lot 2 - Devon & Torbay
Lot LOT-0003. Lot 3 - All Schools
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
30 May 2025, 12:00pm
Tender submission deadline
9 June 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 July 2025
Award criteria
Lot LOT-0001. Lot 1 - Somerset
| Name | Type | Weighting |
|---|---|---|
| Service Offer | Quality | 30% |
| Total Annual Service Cost | Price | 30% |
| Contract Support, Monitoring & Management | Quality | 20% |
| Contractor Staff | Quality | 5% |
| Mobilisation | Quality | 5% |
| Remedial & Reactive Works - Skilled Labour Rate | Price | 5% |
| Remedial & Reactive Costs - Material Mark-Up | Price | 5% |
Lot LOT-0002. Lot 2 - Devon & Torbay
| Name | Type | Weighting |
|---|---|---|
| Service Offer | Quality | 30% |
| Total Annual Service Cost | Price | 30% |
| Contract Support, Monitoring & Management | Price | 20% |
| Contractor Staff | Quality | 5% |
| Mobilisation | Price | 5% |
| Remedial & Reactive Works - Skilled Labour Rate | Price | 5% |
| Remedial & Reactive Costs - Material Mark-Up | Price | 5% |
Lot LOT-0003. Lot 3 - All Schools
| Name | Type | Weighting |
|---|---|---|
| Service Offer | Quality | 30% |
| Total Annual Service Cost | Price | 30% |
| Contract Support, Monitoring & Management | Price | 20% |
| Contractor Staff | Quality | 5% |
| Mobilisation | Quality | 5% |
| Remedial & Reactive Works - Skilled Labour Rate | Price | 5% |
| Remedial & Reactive Costs - Material Mark-Up | Price | 5% |
Other information
Payment terms
1The Contractor shall submit invoices and associated documentation by email to finance@acexcellence.co.uk Each invoice produced by the Contractor must include, as a minimum, the following details: a. School name b. Purchase Order c. Date d. Brief details of activity undertaken (e.g. replacement of broken boiler) e. Sub-contractor (where relevant) f. Cost to school/Trust (ex VAT) g. VAT and total cost including VAT h. Job code Copies of Service Sheets and Daywork Sheets shall substantiate all applications for payment to the Trust for all work. Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.
Description of risks to contract performance
Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with local fire safety regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Inadequate maintenance or servicing of fire and security systems can result in system failures, compromising the safety of students and staff. Delays in response times for emergency services or repairs can exacerbate safety risks. Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The Trust did not carry out preliminary market engagement (PME) prior to tender publication to prepare for this procurement. Tenderers shall be aware that under the Act, the Trust is not obligated to carry out PME. The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
Contracting authority
Academies for Character & Excellence
- Public Procurement Organisation Number: PYNM-4868-XBBN
Pathfields
Totnes
TQ9 5TZ
United Kingdom
Region: UKK43 - Devon CC
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP Law LLP
Summary of their role in this procurement: Procurement Consultant
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Contact name: Claire Jones
Telephone: +44 01234567890
Email: claire.jones@phplaw.co.uk
Website: https://www.phplaw.co.uk
Region: UKK43 - Devon CC