Scope
Reference
RHPS0026
Description
This procurement exercise consists of three lots:
Lot 1: London HVAC Servicing and Maintenance - Contract Reference: 0027/PPTO
Lot 2: Windsor HVAC Servicing and Maintenance - Contract Reference: 0026/PPTO
Lot 3: BMS Maintenance at the Windsor Estate - Contract Reference: 0051/PPTO
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=988704534
Total value (estimated)
- £6,300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 October 2026 to 30 September 2029
- Possible extension to 30 September 2031
- 5 years
Description of possible extension:
2 One-Year Extension Options
Main procurement category
Services
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot Lot 1. London HVAC Servicing and Maintenance
Description
The contract shall encompass sites within the London Estates. This includes Buckingham Palace, The
King's Gallery, Buckingham Palace Royal Mews, St James' Palace, Clarence House, Marlborough House
(selected services only), Marlborough House Mews and Kensington Palace.
Applicants must be technically able to deliver against the contract scope as follows:
a. Planned testing and maintenance of HVAC systems, including both domestic and commercial
gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders,
system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air
conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories
and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units,
filtration and dosing systems, expansion vessels etc), across all sites detailed above.
b. Reactive maintenance and repairs of HVAC systems, including both domestic and commercial
gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders,
system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air
conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories
and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units,
filtration and dosing systems, expansion vessels etc), across all sites detailed above.
c. Undertake asset verification dilapidation surveys and energy optimisation investigations.
d. Full service contract management to provide, but not limited to, proactive scheduling
management of reactive programme and activities, stakeholder liaison, logistical support,
permits to work, KPI tracking and monitoring, all provided through a dedicated on-site
contract manager.
e. Carry out internal audits, both procedural and technical, to ensure alignment with contract
KPIs, reporting outcomes to RHPS at regular intervals.
f. Provide pre-booked standby support at planned events on site, and ability to attend a reactive
call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours - 24
hours a day, all year round.
g. Receive, update and close out work using the RHPS CAFM system (INVIDA).
h. Providing quotes on request for replacement parts for all items that are maintained within
this contract.
i. Performance of all maintenance services in accordance with regulatory requirements and
system requirements (e.g. O&M manuals and manufacturer's recommendations).
j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and
associated parts and replacement consumables to ensure full compliance with statutory and
legislative minimum standards, European and British Standards, and relevant Building and Fire
Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or
an equivalent, and Gas Safe).
k. Updating and maintaining asset schedules for plant and equipment covered by this contract
through the RHPS' CAFM system (INVIDA).
l. Identifying opportunities to reduce energy consumption and carbon emissions from operation
and maintenance activities.
m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,
that would reflect improved value for money in the maintenance regime
Lot value (estimated)
- £3,000,000 including VAT
CPV classifications
- 42512300 - HVAC packages
- 50000000 - Repair and maintenance services
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot Lot 2. Windsor HVAC Servicing & Maintenance
Description
The contract shall contain sites within the Windsor Estate. The Estate includes Private and State
apartments, residential buildings, office space, workshops, stables, garages, gardens and grounds. The
majority of the buildings are classified either as Scheduled Ancient Monuments or Listed Buildings.
Applicants must be technically able to deliver against the contract scope as follows:
a. Planned testing and maintenance of HVAC equipment, including both domestic and
commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning
systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing, and plantroom
equipment checks (including leak detection equipment), across all sites detailed above.
b. Reactive maintenance and repairs of HVAC equipment, including both domestic and
commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning
systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing and plantroom
equipment checks (including leak detection equipment), across all sites detailed above.
c. Undertake asset verification dilapidations surveys and energy optimisation investigations.
d. Full-service contract management to provide, but not limited to, proactive scheduling,
managing reactive programme and activities, stakeholder liaison and logistical support,
permits to work, KPI tracking and monitoring, statutory compliance and other reporting, all
provided through a dedicated on-site manager.
e. Carry out internal audits, both procedural and technical, to ensure alignment with contract
KPIs, reporting outcomes to RHPS at regular intervals.
f. Standby support at all major planned events on site, and ability to attend a call-out from the
RHPS to an in-scope site within 2 hours and make safe within 4 hours - 24 hours a day, all year
round.
g. Receive, update and close out work using the RHPS CAFM system (INVIDA).
h. Provide quotes on request for replacement parts for all items that are maintained within this
contract.
i. Performance of all maintenance services in accordance with regulatory requirements and
recommendations (e.g. O&M manuals and manufacturer's recommendations).
j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and
associated parts and replacement consumables to ensure full compliance with statutory and
legislative minimum standards, European and British Standards, and relevant Building and Fire
Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or
an equivalent, and Gas Safe).
k. Updating and maintaining asset schedules for plant and equipment covered by this contract
through the RHPS' CAFM system (INVIDA).
l. Identifying opportunities to reduce energy consumption and carbon emissions from operation
and maintenance activities.
m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,
that would reflect improved value for money in the maintenance regime.
Lot value (estimated)
- £3,000,000 including VAT
CPV classifications
- 42512300 - HVAC packages
- 50000000 - Repair and maintenance services
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Lot Lot 3. BMS Maintenance at the Windsor Estate
Description
The contract shall contain sites within the Windsor Estate.
Applicants must be technically able to deliver against the contract scope as follows:
a. Planned testing and maintenance of BMS equipment across all sites detailed above.
b. Reactive maintenance and repairs of BMS equipment across all sites detailed above.
c. Have an on-site weekly presence (Minimum 2 days) to carry out functionality checks and
reporting.
d. Receive, update and close out work using the RHPS CAFM system (INVIDA).
e. Providing quotes on request for replacement or new BMS equipment, where required.
f. Undertake dilapidation surveys and produce costed life cycle plans for the upgrade and
installation of BMS Systems across the Windsor Estate.
g. Performance of all maintenance services in accordance with regulatory requirements and
recommendations (e.g. O&M manuals and manufacturer's recommendations).
h. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and
associated parts and replacement consumables to ensure full compliance with European and
British Standards, Building and Fire Safety Regulations, and other statutory and legislative
minimum standards (including TREND and SIEMENS qualifications).
i. Updating and maintaining asset schedules for plant and equipment covered by this contract
through the RHPS' CAFM system (INVIDA).
j. Monitor and identify opportunities to reduce energy consumption and carbon emissions from
operation and maintenance activities, liaising with HVAC contractor and in-house operatives
to improve system efficiencies.
k. Provide data storage within the BMS Systems for analysis and export and the production of
regular reports.
l. Endeavoring to prolong asset life and recommend variations to manufacturer requirements,
that would reflect improved value for money in the maintenance regime.
m. Actively contribute to the Decarbonisation Agenda at Windsor Castle, working alongside the
Property Section Projects team to reduce energy consumption (including attending meetings).
Lot value (estimated)
- £300,000 including VAT
CPV classifications
- 50324100 - System maintenance services
Same for all lots
Contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot Lot 1. London HVAC Servicing and Maintenance
Lot Lot 2. Windsor HVAC Servicing & Maintenance
Lot Lot 3. BMS Maintenance at the Windsor Estate
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
7 November 2025, 11:00am
Submission type
Tenders
Deadline for requests to participate
14 November 2025, 11:00am
Submission address and any special instructions
Tenderers will need to sign up to the Royal Household's e-Sourcing platform, Delta, in order to receive the ITT and able to submit clarification questions and tender returns.
Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier.
Access Code : AC44ZCZJ96
Tenderers will need to be registered on the Central Digital Platform (CDP) in order to complete the PSQ. The CDP is free to use and will mean tenderers should no longer have to re-enter this information for
each public procurement. The CDP is available at https://www.gov.uk/find-tender.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
3 April 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality | 50% |
Quality |
| Price | 40% |
Price |
| Environment and Sustainability | 10% |
Quality |
Weighting description
Indicative Stage 2 Weightings (subject to change)
Quality 50%
Price 40%
Environment and Sustainability 10%
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023.
Stage 1: completion of PSQ, which must be completed and returned to the Royal Household no later than 14th November 2025 at 1100 hours. Up to the top five highest-scoring responses will then be invited to submit an ITT return.
Stage 2: ITT (for which the indicative award criteria is set out in this Notice), which must be completed and returned to the Royal Household no later than 16th January 2026 at 1100 hours. (Dates for Stage 2 are provisional, and will be confirmed in the ITT documentation).
Contracting authority
The Royal Household
- Public Procurement Organisation Number: PGLT-2499-PJTM
Buckingham Palace
London
SW1A 1AA
United Kingdom
Contact name: Nik Vidler
Email: nik.vidler@royal.uk
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government