Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Heriot-Watt University
1st Floor, William Arrol Annexe, Heriot-Watt University
Riccarton, Edinburgh
EH14 4AS
UK
E-mail: e.forbes@hw.ac.uk
NUTS: UKM75
Internet address(es)
Main address: http://hw.ac.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00307
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/toolkit/negotiation/rfq/modify/configuration/initStepReadOnly.si?reset=true&isOnModification=false&_ncp=1785851268627.17592-6
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/toolkit/negotiation/rfq/modify/configuration/initStepReadOnly.si?reset=true&isOnModification=false&_ncp=1785851268627.17592-6
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Maintenance of Air Conditioning/Cooling Systems, Chilled Water Systems and Associated Plant Controls
Reference number: HWU-UK-2526-270-00
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
The University is seeking to appoint a Contractor to provide a planned maintenance service to the installed air conditioning/cooling systems, chilled water systems and associated plant control and services at its main Edinburgh campus, the Jean Muir Student Village in Galashiels, which consists of three residential buildings, and the High Mill Building. Also included is Panmure House, situated in Edinburgh city centre.
Across these sites, the mechanical plant infrastructure includes a diverse mix of comfort heating and cooling systems as well as process‑cooling equipment. Assets include packaged chillers, VRV/VRF systems, split air‑conditioning units, close‑control units, and DX coil systems.
II.1.5) Estimated total value
Value excluding VAT:
160 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
42510000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
The University is seeking to appoint a Contractor to provide a planned maintenance service to the installed air conditioning/cooling systems, chilled water systems and associated plant control and services at its main Edinburgh campus, the Jean Muir Student Village in Galashiels, which consists of three residential buildings, and the High Mill Building. Also included is Panmure House, situated in Edinburgh city centre.
Across these sites, the mechanical plant infrastructure includes a diverse mix of comfort heating and cooling systems as well as process‑cooling equipment. Assets include packaged chillers, VRV/VRF systems, split air‑conditioning units, close‑control units, and DX coil systems.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 65
Price
/ Weighting:
35
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The university reserves the right to extend the Agreement for a further two one-year periods essentially making this Contract five years (3+1+1), subject to satisfactory performance and continuation of the University’s requirements.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58(1) of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Bidders must confirm if they hold the authorisation or memberships. This includes the requirement of authorisation or membership from BESA or REFCOM, or equivalent.
Bidders must confirm they can provide the following supporting evidence at point of award.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
04/09/2026
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
04/09/2026
Local time: 12:00
Place:
Edinburgh Campus
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58(1) of the Public Contracts (Scotland) Regulations 2015.
The ratio for this procurement exercise is Technical 65% and Commercial 35%. Detail on this award criteria can be found in Section 3 of the ITT.
Tenderers will be asked to complete the following forms in the Technical Questionnaire in PCS-Tender: Form of Tender; Bona Fide Tender; Freedom of Information; Supply Chain Code of Conduct; and General Code of Safety Rules. Please note that these forms are for information only and will not be scored.
The successful Contractor must confirm they comply with Modern Slavery Act 2015.
Where the capability & capacity of a subcontractor, members of a consortia or any other body will be relied on to meet the selection criteria, a separate SPD is required from each of those other parties relied on. Where subcontractors are to be used but their capability & capacity are not relied on, the University may choose to request a separate SPD.
Bidders are not required to produce supporting documentary evidence at the time of submitting the SPD. However, where it is necessary to ensure the integrity and proper conduct of the procurement process, the University can request the evidence any time during the procurement process, all or part of the supporting documents from bidders. It is a discretionary ground for exclusion for a bidder not to be able to provide the SPD supporting documents, or to withhold or misrepresent such information. More details on this can be found in the exclusion stage.
There must be no qualification or contra-indication from any evidence provided in support of the Contractor’s economic and financial standing.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 32480. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:839254)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sherriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
05/08/2026