Scope
Description
The London Borough of Hillingdon wishes to appoint an experienced service provider for the servicing, maintenance and repairs of Commercial Heating Systems. Hillingdon currently manages and maintains the gas installations of approximately 78 Communal plant rooms across our Housing and Corporate sites.
The objectives of this contract are to appoint one service provider (contractor) to carry out the servicing, maintenance and remedial works to maintain London Borough of Hillingdon's communal gas fired appliances, central heating and hot water system installations and Heat Interface Units, in a legally compliant and serviceable condition and to the current Gas Safety, Installation and other relevant legislation.
The Council intends to award a contract for these services for a period of up to three (3) years with an option to extend for up to a further two (2) plus two (2) years subject to agreement and satisfactory performance.
Total value (estimated)
- £3,375,000 excluding VAT
- £4,050,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2029
- Possible extension to 30 June 2033
- 7 years
Description of possible extension:
Two (2) plus two (2) years depending on performance and / or requirement.
Options
The right to additional purchases while the contract is valid.
There may be the occasion where the successful contractor is asked to urgently deliver on small value capital works projects such as a plant room refurb or commercial boiler installation.
These Capital works projects will not exceed £100k on each occasion and are not guaranteed to be issued to the successful contractor. Nor does the Council guarantee any value or number of potential Capital Works projects under this contract.
Properties and assets may be added or removed from the contract during its term with any adjustment to the contract price being in accordance with the Pricing Schedule or as agreed with by Hillingdon's authorised representative.
Main procurement category
Services
CPV classifications
- 50530000 - Repair and maintenance services of machinery
- 50700000 - Repair and maintenance services of building installations
Contract locations
- UKI74 - Harrow and Hillingdon
Participation
Legal and financial capacity conditions of participation
See tender pack
Technical ability conditions of participation
See tender pack
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
5 January 2026, 1:00pm
Tender submission deadline
9 January 2026, 1:00pm
Submission address and any special instructions
It will be the responsibility of interested parties to register on our nominated tender portal, Proactis - Supplier Network, using the following address https://supplierlive.proactisp2p.com/
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 19 November 2032
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | As per the schedule of rates |
Cost | 50% |
| Quality | As per the quality questions and subsequent sub-weighting |
Quality | 50% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://supplierlive.proactisp2p.com/
It will be the responsibility of interested parties to register on our nominated tender portal, Proactis - Supplier Network, using the following address
Contracting authority
London Borough of Hillingdon
- Public Procurement Organisation Number: PHZZ-4724-NYPH
Civic Centre
Uxbridge
UB8 1UW
United Kingdom
Region: UKI74 - Harrow and Hillingdon
Organisation type: Public authority - sub-central government