Scope
Reference
Project Reference: 28933
Description
The services required involve various aspects of maintenance and emergency response support, by way of sub-contract(s), to Phoenix Energy Services Ltd in relation to downstream maintenance activity associated with a gas distribution network. The services required will be located in, and around customer metering equipment. It is envisaged that there will be a number of sub-contractor(s) appointed depending upon the extent of services that each Sub-contractor:will prove capable of delivering. Some sub-contracts may be for a full sope of services including Emergency Response whilst other service provision requirements may be more limited and not include an emergency service provision.
Commercial tool
Establishes a framework
Total value (estimated)
- £6,000,000 excluding VAT
- £7,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 15 April 2026 to 14 April 2028
- Possible extension to 14 April 2034
- 8 years
Description of possible extension:
Individual sub-contracts may be concluded after the initial 2 year term or may rollover at the discretion of Phoenix Energy Services, on an annual basis, by way of an extension, should the workload be available and the performance of the appointed sub-contractor proven for consideration to carry out such additional services.
Main procurement category
Services
CPV classifications
- 50531200 - Gas appliance maintenance services
Contract locations
- UKN - Northern Ireland
Lot constraints
Maximum number of lots a supplier can bid for: 1
Maximum number of lots a supplier can be awarded: 1
Description of how multiple lots may be awarded:
Applicants may apply to be considered for Lot 1 and/ or Lot 2 however they shall only be selected to tender for one Lot only. Their preference should therefore clearly be stated in their response to this questionnaire (PQQ Question A15). If they apply for both and achieve acceptable scores for both then the Lot that they shall be selected for shall be as per their preference.
Lot 1. Category A - Domestic and Industrial/ Commecial (with Emergency Response Option).
Description
Services in connection with domestic and industrial/ commercial installations - with optional Emergency Response.
Lot value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Category B - Domestic.
Description
Services in connection with domestic installations.
Lot value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
5
Maximum percentage fee charged to suppliers
0%
Further information about fees
Not applicable.
Framework operation description
There are two categories (Lots) of service provision for which separate tender offers are sought:
A. Lot 1: which involves domestic and industrial/ commercial service requirements (Category A);
B. Lot 2: which involves domestic service requirements only (Category B).
An optional extra to the Category A service provision includes the provision of operatives for emergency response services.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Lot 1. Category A - Domestic and Industrial/ Commecial (with Emergency Response Option).
Lot 2. Category B - Domestic.
As stated in the tender documents.
Technical ability conditions of participation
Lot 1. Category A - Domestic and Industrial/ Commecial (with Emergency Response Option).
Lot 2. Category B - Domestic.
As stated in the tender documents.
Particular suitability
Lot 1. Category A - Domestic and Industrial/ Commecial (with Emergency Response Option).
Lot 2. Category B - Domestic.
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
2 January 2026, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
8 January 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Lot 1. Category A - Domestic and Industrial/ Commecial (with Emergency Response Option).
Lot 2. Category B - Domestic.
1 to 6 suppliers per lot
Selection criteria:
per lot
Award decision date (estimated)
25 March 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Cost | Whole life cycle cost for provision of the serviuces as calculated using a pre-determined mix of job types. |
Price |
| Technical | Details of relevant qualification s of both organisation and staff along with confirmation of intent to work to PES operational procedures. |
Quality |
Weighting description
Commercial
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
Phoenix Energy Services Ltd (PES), part of the Phoenix Energy Group of Companies, are seeking to appoint a number of sub-contractors to assist with both planned asset maintenance and, in some instances, emergency response services. Whilst there exists an in-house labour force, the sub-contractors to which this opportunity relates may be required to be called upon to complete those service demands which exceed the capacity of the in-house labour force. To this end no minimum nor maximum volume of service requirement can be guaranteed through the publication of this tender opportunity. However, when peaks in demand do materialise, the sub-contractors may be called upon in an order dependent upon the skillsets available and the commercial terms agreed. Sub-contracts shall be in the form of an Agreement that will be applicable over a specified term/contract period. Agreements shall only be awarded following conclusion of a tender process the key stages of which are as follows:
1. A select list for tender shall be drawn up following a pre-qualification process. Potential Applicants for this process must first complete, and submit by the due date, the Pre-qualification Questionnaire (PQQ) that is issued with this Tender Notice. Requests to participate in the form of a completed Pre-qualification Questionnaire must be submitted before 12 noon on, or before, Thursday 8th January 2026.
2. There shall be 2 Lots to select from:
a. Lot 1 (also referred to as Category A) consists of service requirements to both Domestic and Industrial & Commercial only. An optional emergency response service may also be included with this category.
b. Lot 2 (also referred to as Category B) consists of service requirements to Domestic premises only.
3. Those Applicants that successfully pass the PQQ stage shall be invited to make a formal offer through completion and submission of the Invitation to Tender (ITT) document issued by PES via eSourcingNII – the draft of which is included with this Tender Notice for information purposes only.
4. The final version of the ITT shall contain the relevant instructions to facilitate completion along with the evaluation methodology for scoring. The document shall also contain the proposed terms & conditions under which the required services may be delivered; the scope of services requirements and a pricing schedule to be completed. The date for submission of the completed ITT shall also be stipulated in this document.
5. Upon receipt of compliant tender offers PES shall firstly carry out a desktop evaluation. Scoring shall be applied to these offers with a view to whittling down numbers should a significant (in excess of 10%) of a gap exist between the established scores. Those highest scoring Tenders shall be invited to proceed to the next stage of the process which will involve clarification/ negotiations.
6. Negotiations may take place on a face-to-face basis or online - the purpose being that of further clarification on the part of both Parties - i.e. to ensure that the Tenderers offer appropriately reflects the requirements and expectations of PES.
7. If deemed appropriate, Best And Final Offers (BAFO) may be sought. These shall be utilised to conclude the evaluation process.
8. Assessment summaries shall be issued to all Tenderers following which an Award Notice will be published.
9. If appropriate to do so, contracts shall be awarded no earlier than 8 days following publication of the Award Notice.
The above Steps (1. to 9.) shall be anticipated to take place over a four-to-five-month period. The process is scheduled to be concluded in April 2026.
Documents
Associated tender documents
Phoenix Group Supplier Questionnaire - PES Sub-con - Dec '25 - To be Completed.docx
Prequal Questionnaire - Requires Completion
1. Specification for LOT 1 - CATEGORY A with optional Emergency Response - Draft for Reference Only.pdf
Lot 1 - Draft Specification (with Emergency Response Option). For Info Only
2. Specification for LOT 1 - CATEGORY A - DRAFT for Reference Only.pdf
Lot 1 - Draft Specification. For Info. Only.
3. Specification for LOT 2 - CATEGORY B - Draft for Reference Only.pdf
Lot 2 - Draft Specification. For Info. Only.
Documents to be provided after the tender notice
Those applicants which successfully pass the pre-qualification/ selection stage will be issued with Invitation to Tender documents upon which any subsequent tender offer shall be compiled.
Contracting authority
Phoenix Energy Services Ltd
- Companies House: NI041410
197 Airport Road West
Belfast
BT3 9ED
United Kingdom
Contact name: Christopher Losty
Telephone: 0345555555
Email: christopher.losty@phoenixenergyni.com
Website: http://www.phoenixenergyni.com
Region: UKN06 - Belfast
Organisation type: Private utility
Devolved regulations that apply: Northern Ireland