Decision details

Award for Property and FM Hard Service Procurement of a Mechanical Maintenance Contract for its Corporate Estate

Decision Maker: Cabinet Member for the Economy

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


Award of a 5 year mechanical contract to service the corporate's property heating, cooling, ventilation and A/C assets post a successful procurement strategy


1.      To note that Appendix 1 is not for publication on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) as set out in paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended).


2.      To award the mechanical maintenance specialist contractor Thermoserv Ltd, a 5-year (3+2) contract. The contract price is estimated at £900,000 of which the annual servicing by Thermoserv Ltd is estimated to be £76,995.53 per annum, totally £384,977.68 over the 5-years. The remainder £515,022 of the £900,000 will be required for remedials and parts, post servicing, ad-hoc call outs for breakdowns and much needed upgrade of H&F aging stock for the potential 5-year duration of the contract.


3.      To note that the contract would be a fully inclusive (consumables included) for all statutory planned maintenance for disciplines covering Heating (boiler, heat source pumps, pressure vessels and heat distribution system); Cooling (HVAC, AC units and refrigeration); Hot water systems as well as BMS (Building Management Systems) Controls however exclusives to end of life parts required, AD-Hoc call outs and remedial works.


Reasons for the decision:

To award a contract to Thermoserv Lt, which has provided the most financially and economically viable tender, scoring high on quality at a competitive price.



Alternative options considered:

All 5 of the tender submissions met all minimum quality requirements. Tender evaluations were based on price submitted for carrying out annual planned maintenance and quality response to technical questions. Split was 55%:45% respectively.

Publication date: 22/05/2023

Date of decision: 19/05/2023

Effective from: 26/05/2023

Accompanying Documents: