Published date: 13 October 2023

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.

Closing: 17 November 2023, 2pm

Contract summary


  • Cooling and ventilation equipment - 42500000

  • Heat pumps - 42511110

  • Ventilation equipment - 42520000

    • Heat-recovery systems - 44622000

    • Repair and maintenance services - 50000000

    • Repair and maintenance services of electrical and mechanical building installations - 50710000

    • Repair and maintenance services of central heating - 50720000

    • Repair and maintenance services of cooler groups - 50730000

    • Inspection of ventilation system - 71315410

Location of contract

East Midlands

Value of contract

£500,000 to £1,000,000

Procurement reference


Published date

13 October 2023

Closing date

17 November 2023

Closing time


Contract start date

29 April 2024

Contract end date

28 April 2030

Contract type


Procedure type

Restricted procedure

A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.

Contract is suitable for SMEs?


Contract is suitable for VCSEs?



Repairs, servicing and maintenance of air handling plant and air conditioning servicing.
The work comprises servicing, repairs and maintenance with 24/7 emergency breakdown cover.

SCAPE on behalf of Arc Property Services Partnership Ltd (the Client), are seeking to set up a new Contract for the repairs, servicing and maintenance (RSM) of air handling plant and air conditioning servicing (including 24/7 emergency breakdown cover) across various locations within the Nottinghamshire, Derbyshire, South Yorkshire and Leicestershire areas. An element of new work installations may used be utilised by the Clients Construction Services.

The NEC4 Term Service Short Contract will be used to assist the Client in conducting their RSM works.

Please note: No warranty is given to the Contractor by neither SCAPE nor the Client as to the amount (if any) or nature of the service and/or work which may be required to be carried out by the Contractor during the Contract period and no claim for compensation either contractual or otherwise will be accepted in respect of any variation in the volume of the work.

The service comprises of a number of elements including, but not limited to:
•ACI Advanced Monitoring System
•AC Systems (Multi/Single Split)
•Air Conditioning Kit
•Air Handling Units
•Air Ventilation Systems (Extract/Supply)
•Associated controls with air handling plant and air conditioning
•Chiller plant
•Cooling Pods
•Extract air ventilation systems including individual fans.
•Fan cleaning (Inc. Ducting)
•Heat Pumps (Air to Air, Air to Water & Water to Water)
•Heat Recovery Units
•Radon Ventilation Systems
•Supply air ventilation systems including individual fans
•VRFNRV system
•General RSM associated with the above
•Full, 24-7 emergency call-out service to attend and make safe

A full guide to the services required can be found within documents K01 of the procurement documents.

The Contract will be in place for a period of 2 years, with the option to extend for two further periods of 2 years (2 + 2 + 2 = max 6 years).

Projects will vary in value but as an indication (based on the last 12 months), they may be: £1-£100 (28%) £100-£500 (50%) £500-£1,000 (10%) £1,000-£5,000 (11%) +£5,000 (1%)

The Procurement will be conducted in 2 stages:
Stage 1 - Selection Stage - Bidders must meet all off the necessary selection criteria and provide answers to the questions asked. The questions will be marked by a panel and the top 3 scoring Bidders will progress on to Stage 2.

Stage 2 - Award Stage - Bidders will be evaluated on their submitted prices and answers to specific quality questions in order to achieve a price/quality score. The top scoring Bidder will be invited to enter the Contract.

Please note: Arc Partnership reserve the right to establish communication with the awarded Contractor, prior to the Contract start date.

Full details of the process can be found within the tender documents.

More information


Additional text

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

About the buyer

Contact name

Robert Hunter


2nd Floor
East West Building