Scope
Reference
NCCT43213
Description
Norfolk County Council (NCC) is seeking proposals from qualified providers to deliver comprehensive compliance inspections and certification for our hot water service assets and associated Plant. This tender covers a wide range of systems, including gas boilers, oil boilers, biofuel boilers, unvented/vented water heaters, standard electrical water heaters, as well as air source and ground source heat pump systems. Our assets range from domestic systems to large commercial Boilers and associated plant.
The successful provider will be expected to ensure that all systems are tested, certified, and reported in line with current regulatory standards. Our aim is to guarantee safe and efficient operation of these critical assets across the Council's portfolio.
Please note that the values in this notice are an indication for the full 5 year term of the contract including extension Options.
Please note that Norfolk County Council has joined the government's Devolution Priority Programme.
This process has the potential to lead to the establishment of a county combined authority for Norfolk and Suffolk, with strategic powers, headed by an elected mayor. A
Government has also invited participation by Norfolk in Local Government Review. This process has the potential to lead to unitary local government in Norfolk, being either one unitary or more than one.
One of these changes could happen without the other.
Total value (estimated)
- £3,096,227 excluding VAT
- £3,715,473 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 4 December 2028
- Possible extension to 4 December 2030
- 5 years, 4 days
Description of possible extension:
2 x12 month options to extend have been included at the discretion of Norfolk County Council.
Main procurement category
Services
CPV classifications
- 71314100 - Electrical services
- 71334000 - Mechanical and electrical engineering services
Submission
Submission type
Tenders
Tender submission deadline
4 September 2025, 12:00pm
Submission address and any special instructions
To express an interest and participate in this procurement applicants must first be registered on the system at https://in-tendhost.co.uk/norfolkcc. Full instructions for registration and use of the system can be found at https://in-tendhost.co.uk/norfolkcc/aspx/BuyerProfiles. Once registered you will be able to see the procurement project under the `tenders` section and `express an interest` to view the documentation. If you encounter any difficulties whilst using the system you can contact the In-tend support team by phoning +44 8442728810 or e-mailing support@in-tend.co.uk.
Tenders must be submitted via https://in-tendhost.co.uk/norfolkcc
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
8 October 2025
Recurring procurement
Publication date of next tender notice (estimated): 4 December 2029
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | NCCT43213 Electrical and Mechanical Servicing for all Hot Water & Heating Service Assets & Associated Plant We reserve the right during subsequent stages of the Competitive Flexible procedure to refine... |
Price |
Weighting description
NCCT43213 Electrical and Mechanical Servicing for all Hot Water & Heating Service Assets & Associated Plant
We reserve the right during subsequent stages of the Competitive Flexible procedure to refine the award and or assessment criteria and may alter the relative importance of the award and or assessment criteria.
Any amendments will therefore be communicated in full at the appropriate time.
The structure of this Competitive Flexible Process is detailed below.
Bidders will be invited to complete...
Other information
Description of risks to contract performance
The right to additional purchases during the contract life above that of the value stated as an approximate forecasted value.
10 Known Risks - In accordance with the Procurement Act Norfolk County Council has published within the Tender Notice and ITT Documentation the presence of a Known Risk. This known risk relates to the non availability of all asset information associated with the portfolio which may impact and require revisions and updated information to be gathered during the contract life. This may also result in modifications to the contract and or pricing schedules that may be required when the asset information becomes known.
11 Known Risk - NCC from time to time acquire and or dispose of properties which are no longer needed by services. New acquisitions will be added to contracts via a formal change control and will be subject to rates as part of this tender, while any properties which are removed will also be subject to formal change control. This may result in modifications to the contract and or pricing schedules but with no financial penalties accepted by Norfolk County Council.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
NCCT43213 Electrical and Mechanical Servicing for all Hot Water & Heating Service Assets & Associated Plant
We reserve the right during subsequent stages of the Competitive Flexible procedure to refine the award and or assessment criteria and may alter the relative importance of the award and or assessment criteria.
Any amendments will therefore be communicated in full at the appropriate time.
The structure of this Competitive Flexible Process is detailed below.
Bidders will be invited to complete all schedules of the ITT Documentation pack and submit their initial bids including their Quality & Price submissions. Once bidders return their initial bid submissions via INTEND the first level of assessment will be a compliance check against the ITT instructions contained in this whole document. Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. . NCC does however reserve the right not to dialogue at the pricing assessment stage and proceed to award .
All parties that Pass the Quality Threshold score will progress to having their Price scoring added to the Quality to determine a rank order of eligible bidders. The highest scoring bidder will be awarded the contract subject to effective conclusion of standstill at NCC discretion.
Annex 4 Form F Quality Evaluation is weighted 50%
Each Quality Question has been broken down comprising a total weighting available of the 50% amongst each of the questions. The formula for calculation will be Weighting for each question divided by Maximum Mark available x Score received.
Annex 3 Form G Pricing Evaluation is weighted 50%
Pricing Clarifications and bidding assumptions will be assessed and dialogue maybe required during the pricing assessment stage. One total price will be summed as representative for the three years of the committed contract.
For Price we will then use the formula Lowest Price divided by Bid Price x 50 to calculate the Price Final Score. Where bidders pricing is incomplete and this is not able to resolved / corrected within a calendar week of notifying them then they will score a zero for their pricing submission and their tender submission will be disregarded and not eligible for award..
The Quality and Price will then be added together to give a score out of 100% and bidders ranked accordingly.
NCC reserve the right to undertake dialogue as part of pricing assessments if it elects to do so. Bidders will be notified during the process if this will take pace.
Full tender instructions can be found in the ITT Document.
Documents
Associated tender documents
INDEX NCCT43213.docx
NCCT43213 Annex 1 UPLOAD.docx
NCCT43213 Annex 2.1 UPLOAD.docx
NCCT43213 Annex 2.2.1 UPLOAD.pdf
NCCT43213 Annex 2.2.2 UPLOAD.pdf
NCCT43213 Annex 2.2.3 UPLOAD.pdf
NCCT43213 Annex 2.2.4 UPLOAD.pdf
NCCT43213 Annex 2.2.5 UPLOAD.pdf
NCCT43213 Annex 3.1 Form G UPLOAD.xlsx
NCCT43213 Annex 4 Form F UPLOAD.docx
NCCT43213 Annex 5.docx
NCCT43213 Schedule 1 ITT TENDER FV 04082025 UPLOAD.docx
NCCT43213 Annex 2.3 UPLOAD.xlsx
NCCT43213 Annex 2.4 UPLOAD.xlsx
NCCT43213 Annex 2.5 UPLOAD.xlsx
Market Engagement Presentation UPLOAD.pptx
Documents to be provided after the tender notice
Depending on any updates during the procurement process eg) to evaluation criteria these will be shared to all bidders registered on the INTEND portal for the project via the messaging/clarification option.
Contracting authority
Norfolk County Council
- Public Procurement Organisation Number: PDYH-3246-XWTR
County Hall, Martineau Lane
Norwich
NR1 2DH
United Kingdom
Contact name: Sarah Hardy / MH
Email: sourcingteam@norfolk.gov.uk
Website: http://www.in-tendhost.co.uk/norfolkcc/aspx/Tenders/Current.
Region: UKH15 - Norwich and East Norfolk
Organisation type: Public authority - sub-central government