Scope
Reference
AP25022
Description
Scape Group Ltd, acting on behalf of Arc Property Services Limited (the "Client"), is procuring a single supplier to provide comprehensive legionella monitoring, water sampling and fixtures cleaning (including water tanks) across various operational sites primarily within Nottinghamshire, with potential coverage extending into Derbyshire, South Yorkshire and Leicestershire.
The contract will include the provision of:
•monthly temperature monitoring of identified fixtures, sentinel outlets, Water Heaters and Calorifiers.
•quarterly cleaning and descaling of identified showers, hoses and spray outlets.
•annual inspection and/or cleaning of identified cold water storage tanks and down services.
•water sampling and testing on an as and when required basis
•annual temperature monitoring of other identified fixtures, Water Heaters and Calorifiers.
•fully cleaning (including stripping down where necessary) of fixtures including thermostatic mixing value (TMVs).
The successful Contractor will be responsible for delivering all services in accordance with agreed service levels, performance standards and reporting requirements. The overarching contractual arrangement will be an NEC4 Term Service Short Contract.
The contract will be awarded for an initial two (2) year term, with options to extend by further periods of two (2) years up to a maximum total duration of six (6) years (2 + 2 + 2), with break clauses at each two-year interval.
Only one Contractor will be appointed to deliver the full scope under a single Contract. TUPE regulations may apply to existing members of staff currently engaged in the service provision but we are waiting to confirm this from the incumbent supplier.
Arc Property Services Limited undertakes these services on behalf of its customers, including Nottinghamshire County Council and associated public sector partners. The procurement will be conducted in accordance with the Procurement Act 2023 and relevant subordinate legislation.
The Contract will be awarded on the basis of Most Advantageous Tender (MAT). Bidders must pass the selection criteria, provide prices within the commercial model and return completed answers to the quality questions asked. Points will be awarded on a price/quality assessment basis (30% price / 70% quality), with the bidder who is award the highest marks being award the Contract. Full details can be found within the tender documents available for free via the Delta eSourcing website.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=986954001
Total value (estimated)
- £900,000 excluding VAT
- £1,080,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
Any extension will be considered upon the following criteria being met:
(i)Demonstration by the Contractor of the successful operation of the Contract since the starting date.
(ii)The Client wishes to extend the Contract.
(iii)The Supplier wishes to extend the Contract.
Main procurement category
Services
CPV classifications
- 71600000 - Technical testing, analysis and consultancy services
Participation
Legal and financial capacity conditions of participation
The Bidder must:
• have a minimum turnover requirements, set at £250,000 per annum.
• ensure that their Employers and Public Liability Insurance policies contains an "Indemnity To Principle" clause.
Technical ability conditions of participation
The Bidder must:
• be a member of the Legionella Control Association (LCA) or similar
• conform to the requirements of the Real Living Wage as issued by the Living Wage Foundation (or be commited to pay the necessary rates by the start of the contract)
• be willing to obtain the Signatory level of the Carbon Reduction Code for the Built Environment (https://www.crcbe.org/) within the first 12 months of the contract.
• hold, or will hold prior to the commencement of the contact, an ISO 9001 UKAS accreditation, or similar certification
• hold, or will hold prior to the commencement of the contact, an ISO 45001 UKAS accreditation, or similar certification
• hold, or will hold prior to the commencement of the Contract, a health and safety accreditation such as CHAS, SSIP or equivalent
• staff attending site must have received an Enhanced DBS check
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
20 October 2025
Enquiry deadline
14 November 2025, 4:00pm
Tender submission deadline
24 November 2025, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
12 January 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality as described within the Invitation To Tender (K02) | See tender documents |
Quality | 70% |
| Pricing from the commercial model | See tender documents |
Price | 30% |
Other information
Description of risks to contract performance
As the Client's main customer is Nottinghamshire County Council, there is a risk of increase or decrease in the number of sites managed, due to the proposal of local goverment reorganisation.
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Procedure
Procedure type
Open procedure
Contracting authority
Scape Group Limited (trading as SCAPE)
- Public Procurement Organisation Number: PVHC-8243-RWJR
2nd Floor, East West Building, 1 Tollhouse Hill
Nottingham
NG1 6BT
United Kingdom
Region: UKF14 - Nottingham
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Arc Property Services Partnership Limited
Summary of their role in this procurement: Client
- Public Procurement Organisation Number: PVWR-6662-QTQX
2nd Floor, East West Building, 1 Tollhouse Hill
Nottingham
NG1 5AT
United Kingdom
Region: UKF14 - Nottingham