Scope
Reference
IA3768
Description
The Council would like to procure a Framework Agreement for the provision of Service and Maintenance of Commercial Catering Equipment.
The Framework is for both the planned preventative maintenance and the responsive maintenance of gas and electric commercial catering equipment including water boilers to keep the equipment in a safe and effective functional condition.
Servicing will be at 3, 6 and 12 monthly intervals depending on type and use. Any domestic equipment is deemed to fall outside the scope of this Framework agreement.
Currently 74 properties are included within Framework across a range of local authority properties these currently include schools, residential homes, civic buildings, offices, enterprise centres and small industrial units.
Please note this is a single supplier Framework Agreement.
Commercial tool
Establishes a framework
Total value (estimated)
- £160,000 excluding VAT
- £192,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2030
- 4 years
Description of possible extension:
2 x 1 year extensions to 31st March 2029 and 31st March 2030.
Main procurement category
Services
CPV classifications
- 50531200 - Gas appliance maintenance services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0.30%
Further information about fees
Please review the Framework Agreement, clause 12.
Framework operation description
Direct Award - as this is a single supplier framework.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Please note Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council are not responsible for the tender procedure, they are named as an organisation who may call off from the Framework once awarded.
Participation
Conditions of participation
Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework:
1. To have a compliant Health & Safety accreditation performed by a Safety Schemes in Procurement ('SSIP'). For more information refer to the link https://ssip.org.uk/members/#
2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service.
Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas above
Note 2 - where brand names are mentioned, the Authority will consider equivalents
Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award
Competency requirements:
1) All Engineers working on Gas Equipment and Installations shall hold the necessary category of qualification under the Gas Safe Register scheme. Engineers working on Gas equipment must carry a valid Gas Safe card to evidence qualifications CCCN1, COMCATs 1,2,3 & 5. All Engineers undertaking maintenance of any kind are to be ACS trained and assessed to service and maintain Catering Equipment to BS 6173 2009 or equivalent.
2) All Engineers must have a thorough knowledge of the implications and significance of the 18th Edition of the IEE Regulations, and of test procedures necessary to identify inadequacies of operation, unsafe conditions and unauthorised alterations which constitute potential hazards.
3) All Engineers working on electrical catering equipment must be suitably qualified to do so (e.g. part p electrical)
4) All Engineers working on 3 phase supplies and appliances must be suitably qualified i.e. to C&G NVQ level 3 2357 (or an earlier version thereof) and C&G 2380/1/2 (18th Edition).
5) Written confirmation of certificates of competency from the principal manufacturers of catering equipment in the UK to the effect that the Contractors Staff have received adequate training.
Competency requirements - Applies to all staff providing evidence to the above:
6) All Engineers must have undertaken asbestos awareness training within the past 12 months (from the tender closing date) accredited by UKATA, IATP or equivalent.
7) All Engineers must evidence recent training for working at heights (within 5 years from the tender closing date).
Any personnel utilised on this contract must have an Enhanced DBS check
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
15 December 2025, 11:59pm
Tender submission deadline
22 December 2025, 12:00pm
Submission address and any special instructions
The tender documents are available through Staffordshire County Councils e-tendering system 'Proactis'.
https://supplierlive.proactisp2p.com
All bids must be submitted back to Proactis prior to the tender deadline. Any questions regarding the tender must go through the e-tendering system via the message function.
Tenders may be submitted electronically
Yes
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 80% |
| Contract Management / Process | Quality | 5% |
| Health and Safety | Quality | 5% |
| Communication | Quality | 4% |
| Breakdown / Emergency Callout Procedures | Quality | 4% |
| Environmental | Quality | 2% |
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
https://supplierlive.proactisp2p.com
Link to the Councils' eProcurement system 'Proactis'
SCC E-Tendering Portal User Guide.pdf
SCC E-Tendering Portal User Guide
Contracting authorities
Staffordshire County Council
- Public Procurement Organisation Number: PZDG-2995-QQMD
1 Staffordshire Place, Tipping Street,
Stafford
ST16 2DH
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
Cannock Chase District Council
- Public Procurement Organisation Number: PNXX-8585-GQTH
Civic Centre, Beecroft Road
Cannock
WS11 1BG
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
Stafford Borough Council
- Public Procurement Organisation Number: PTQN-1833-ZMYL
Civic Centre, Riverside
Stafford
ST16 3AQ
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
South Staffordshire District Council
- Public Procurement Organisation Number: PNNH-3468-CHWJ
Council Offices, Wolverhampton Road
Codsall
wv8 1px
United Kingdom
Email: michelle.davies@staffordshire.gov.uk
Website: https://www.sstaffs.gov.uk/
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government