Scope
Description
The objective of this procurement process is to source a specialist Building Services partner to support The National Archives' Estates & Facilities team in the delivery of a range of capital projects.
Our aim is to work in partnership with a supplier who will provide additional resources as and when required to support our Estates Capital Projects team in key areas such as Mechanical, HVAC and Electrical Services. The supplier will produce detailed specifications for tender documents and will go on to support the design team with tender reviews and evaluations. Additional support will be required for design changes to building services and in undertaking regular condition surveys, providing associated reports and drawings.
We intend to award a contract for an initial period of 3 years, with two extension options of up to 12 months each. We anticipate that the demand for these services over the duration of the contract period (including any extension options) will not exceed a total expenditure of £500,000 excluding VAT/£600,000 including VAT, but The National Archives can make no commitment to any minimum level of expenditure during the contract period.
Full details are specified in the Invitation to Tender document attached to this notice.
Total value (estimated)
- £500,000 excluding VAT
- £600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2025 to 31 July 2028
- Possible extension to 31 July 2030
- 5 years
Description of possible extension:
Option to extend by up to two periods of up to 12 months each, if mutually agreed between the buyer and the supplier.
Main procurement category
Services
CPV classifications
- 71000000 - Architectural, construction, engineering and inspection services
Contract locations
- UKI - London
- UKJ - South East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
30 May 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
13 June 2025, 5:00pm
Submission address and any special instructions
Tender submissions are to be submitted to procurement@nationalarchives.gov.uk - as specified in the Invitation to Tender document attached to this notice.
The National Archives website address is www.nationalarchives.gov.uk
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
17 July 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | As described in the Invitation to Tender document attached to this notice. |
Quality | 60% |
| Price | As described in the Invitation to Tender document attached to this notice. |
Price | 30% |
| Social Value | As described in the Invitation to Tender document attached to this notice. |
Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Bidders are required to submit one tender submission only.
Those tender submissions will be evaluated applying the criteria specified in paras 8.1 to 8.4 of the Invitation to Tender document attached to this notice.
Once all of those submissions have been evaluated, the top-three-ranked bidders will be invited to present their proposals (in person or via MS Teams, depending on each supplier's preference) to The National Archives' evaluation panel.
After those presentations have taken place, the top-three-ranked bidders' submissions will be re-scored applying the criteria specified in paras 8.1 to 8.4 of the Invitation to Tender document attached to this notice and a contract award decision will be made.
The timetable for this procurement process is specified in the Invitation to Tender document attached to this notice.
Contracting authority
The National Archives
- Public Procurement Organisation Number: PTBZ-4379-JQQX
Kew
Richmond
TW9 4DU
United Kingdom
Region: UKI75 - Hounslow and Richmond upon Thames
Organisation type: Public authority - central government