Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
UK
Contact person: James Clarke
E-mail: jclarke5@ed.ac.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.ed.ac.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
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/pts-host/public/pts/web/login.html
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/pts-host/public/pts/web/login.html
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
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
Trend BEMS Comprehensive Maintenance, Replacement and Upgrade Works
Reference number: EC1069
II.1.2) Main CPV code
50700000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Edinburgh will very shortly be publishing an Invitation to Tender (ITT) via an Open Procedure to invite competitive tenders to establish contracting arrangements with a single supplier for a fully comprehensive planned and reactive maintenance service for the UoE Trend building energy management system (BEMS) and associated control equipment.
Fully comprehensive includes for supply, replacement and commissioning of faulty items associated with the BEMS. In addition, the Contract includes the provision for planned upgrade works.
The purchase of replacement equipment and provision for planned upgrades shall remain optional, at the sole discretion of the University, throughout the Contract Term.
The Contract is across the entire University of Edinburgh estate, which includes approximately 47 sites, 1226 controllers, and 18952 hardware points.
It is intended that the contract will in place for an initial term of 2 years with four options to extend for periods of 1-year each (2+1+1+1+1).
Estimated Total Contract Value (over 6 years): 2,500,000 GBP excluding VAT
Maintenance Services Estimated Total Value (over 6 years): 1,000,000 GBP excluding VAT
Planned Upgrade Works Estimated Total Value (over 6 years): 1,500,000 GBP excluding VAT
It is important to note that these values are estimates only. The University will not guarantee these spend levels or any volume of business under this Contract. There shall be no obligation on the part of The University of Edinburgh to issue orders in relation to replacement equipment and provision for planned upgrade works aspects of this Contract to the appointed Service Provider.
Full requirements are detailed in the tender documents.
II.1.5) Estimated total value
Value excluding VAT:
2 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
71314200
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
The University of Edinburgh has a requirement to establish contracting arrangements with a single supplier to provide fully comprehensive maintenance for Trend building energy management system (BEMS), including replacement works and planned upgrade works, throughout the University’s estate.
This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T).
It is proposed this procurement will be conducted through the use of the Open Procedure. The evaluation will be contain three stages as follows.
Stage 1 - the SPD (Scotland) will include a series of Minimum Standards in relation to mandatory and discretionary criteria which govern the public sector and this specific requirement. These are pass/fail requirements and failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process. In addition, project specific technical minimum standards apply. Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation.
Stage 2 - Technical questions are allocated a total weighting of 80 percent. Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example if a question is weighted 10 percent and the submission scores 3 points out of 4 for that question then the score achieved will be 7.5 percent out of a possible 10 percent. Bidders will be required to achieve a minimum score of 50 percent (40 percent after technical weightings are applied) or more of the technical score. Each supplier achieving a score greater or equal to 50 percent will only then progress through to the commercial evaluation.
Stage 3 - Commercial (Price) shall be allocated a total weighting of 20 percent. The bidder who submits the lowest price will be awarded the maximum score for the associated cost area, and all other bids awarded a score pro rata, in relation to the lowest bid.
Both Technical and Commercial scores will be added together at the end of the evaluation process to calculate the most economically advantageous tender, to be recommended as the winning bidder.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 80
Price
/ Weighting:
20
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
Initial contract period of 2 years with the option to extend for a period of up to 4 years in total (2+1+1+1+1).
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
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:
SPD 4A.2 Statement 1:
Bidder’s designated operatives directly involved in the provision of services must include a minimum of three (3) Trend Expert Engineers accredited in IQ Vision Building Management Systems. These engineers need to have completed the Trend Engineering, SET Engineering, Cyber Security and IQVision Operator and Engineering training courses. Upon request, the bidder must provide cards and certificates of a minimum of three Trend Expert Engineers operatives to demonstrate their accreditation to meet this requirement.
SPD 4A.2 Statement 2:
Operatives must be capable of carrying out LV and ELV Control panel modifications and component replacements. Upon request, the bidder must provide Electrical competency cards and certificates of operatives to demonstrate their accreditation to meet this requirement.
SPD 4A.2 Statement 3:
The bidding entity must hold IQVision and SET software licence agreements from the installed systems manufacturer. Upon request, the bidder must provide the Licence agreement certification or relevant documentation to demonstrate they meet this requirement.
III.1.2) Economic and financial standing
Minimum level(s) of standards required:
SPD Statement 4B.1.1:
Bidders will be required to have a minimum “general” yearly turnover of 2,000,000 GBP for each of the last 3 years.
SPD Statement 4B.3:
Where turnover information is not available for the time period requested, the Bidder will be required to state the date which they were set up/started trading.
SPD Statement 4B.5:
It is a requirement of this contract that Bidders hold, or can commit to obtain prior to the commencement of any contract, the types and levels of insurance listed below. Bidders also must confirm they can provide the following supporting evidence at point of award.
- Professional Risk Indemnity = 2 million GBP per single event
- Employer's (Compulsory) Liability Insurance = 5 million GBP per single event
- Public Liability Insurance = 10 million GBP per single event
SPD 4B.6 Statements
Statement 1:
Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.
Statement 2:
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:
- Current Ratio
- Quick Ratio
- Debtors Turnover Ratio
- Return on Assets
- Working Capital
- Debt to Equity Ratio
- Gross Profit Ratio
A review of your ratios and audited accounts may be undertaken. In some cases, this review may lead to an additional request for further financial information to help clarify any potential issues raised.
This information may be used to assess financial sustainability.
III.1.3) Technical and professional ability
Minimum level(s) of standards required:
SPD Statement 4C.1.2
Bidders will be required to provide three examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.2.4 of the Contract Notice or the relevant section of the Site Notice and noted below.
Examples from both public and/or private sector customers and clients may be provided. Examples are not limited to Higher Education contracts only. Examples of work carried out for the University of Edinburgh are permissible.
4C.1.2 Question 2
Bidders are required to provide details of how they manage reporting with other customers including details of any digital portal.
4C.10 Subcontracting
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
In addition, the following technical minimum standards apply:
1. Bidders are required to confirm that they can provide a facility for a 24 hours per day, 365 days per year technical assistance helpdesk for both university and contractor staff.
2. Bidders are required to confirm that they can meet the maximum 4 hours on site response time for Reactive Maintenance and Emergency faults/breakdowns for Critical Facilities.
3. Bidders are required to confirm that they can meet the next working day on site response time for Reactive Maintenance and Emergency faults/breakdowns for Non-Critical facilities.
4. Bidders are required to confirm that they can provide a 24 hour, 365 days a year on site “callout' service cover for Reactive Maintenance and Emergency faults/breakdowns.
5. Bidders are required to confirm their Trend Partner status (Trend Technology Partner/ Trend Certified Partner).
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
As detailed within the ITT documentation.
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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2026/S 000-058683
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
07/09/2026
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
07/09/2026
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Tendering process for renewal of this contract is likely to be approx. 6 to 9 months prior to the expiry of the contract.
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
SPD 4D.1 Statement 1 (Quality Management):
The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent). Please confirm you hold the required accreditation.
If the bidder does not hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), The bidder must have the following:
Equivalent, documented policy and procedures regarding quality management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented items relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — a policy with set responsibilities, review and improvement procedures, quality management and performance process, workforce training, skills, and information process, monitoring arrangements, bidder quality management arrangements, and a process for managing complaints.
SPD 4D.1 Statement 2 (Health & Safety):
The bidder must hold a UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with BS EN ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
If the bidder does not hold a UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with BS ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then the bidder must have the following:
Equivalent, regularly reviewed and documented policy and procedures for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above – ensuring H&S effectiveness, obtaining H&S advice and assistance, training, skills and information for bidder workforce, workforce H&S qualifications, checking and reviewing H&S performance, involving workforce in planning and implementation, recording accidents/incidents and follow-up actions, ensuring bidder’s suppliers apply H&S appropriate measures, risk assessment, and coordinating with bidder’s suppliers.
Note - Organisations with fewer than five employees are not required by law to have a documented policy statement.
SPD Statement 4D.2:
The Bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate... [see tender documents for full SPD 4D text]
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 32490. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Community Benefits will apply. Further information will be detailed within our ITT documentation.
(SC Ref:839339)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court & Justice of the Peace Court
Edinburgh Sheriff Court, 27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.5) Date of dispatch of this notice
05/08/2026