Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Luton Council
Town Hall, George Street
Luton
LU1 2BQ
UK
Contact person: Mr Chris Newman
Telephone: +44 1582547058
E-mail: Christopher.newman@luton.gov.uk
NUTS: UKH21
Internet address(es)
Main address: http://www.luton.gov.uk
Address of the buyer profile: http://www.luton.gov.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://procontract.due-north.com/Procurer/ViewMaker209Form2?projectId=50c2e081-1ead-ed11-811f-005056b64545&projectEventId=fc04287e-2ead-ed11-811f-005056b64545
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://procontract.due-north.com/Procurer/ViewMaker209Form2?projectId=50c2e081-1ead-ed11-811f-005056b64545&projectEventId=fc04287e-2ead-ed11-811f-005056b64545
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Luton Council FTS Open Tender Framework procurement for Mechanical Services Support: Domestic Gas Servicing and Associated Work, Domestic Boiler Replacement and Associated Work, Communal Boiler Servicing; Maintenance and Mechanical, Water Treatment Services and Associated Works.
Reference number: DN656412
II.1.2) Main CPV code
50531200
II.1.3) Type of contract
Services
II.1.4) Short description
PLEASE NOTE THIS IS NOT A CALL FOR COMPETITION IT IS A RETROSPECTIVE NOTICE.
To be able to bid for this tender opportunity suppliers MUST first seek registration on the ProContract Proactis Due North e commerce platform (which is free to all suppliers) https://procontract.due-north.com
The purpose of this tender is to set up a frame work of suppliers for its Mechanical and Electrical Services / applicable to various residential and commercial installations, with a view to awarding a primary (preferred) provider for each lot (1 –3) and up to 8 x (times) ranked contingent suppliers in support of each Lot. With the exception of Lot 4 which will have a preferred provider and 1 contingent.
The Lots remain:
LOT 1 – DOMESTIC GAS SERVICING AND MAINTENANCE AND ASSOCIATED WORKS
LOT 2 – DOMESTIC BOILER REPLACEMENT
LOT 3 – COMMUNAL BOILER SERVICING, INSTALLATION AND ASSOCIATED WORKS
LOT 4 – WATER TREATMENT SERVICES AND ASSOCIATED WORKS
All quantities and indicated spend in pricing document are annual indicative quantities and spend based upon the previous 3 years. The Councils financial year runs from April to March, with an exemption period from April till the 1st October 2022. Some work has already have been ordered for the 2022-23 program so volumes will be lower this year. There are also no guaranteed volumes for all requirements on this contract at any time.
In addition to the standard Lots detailed within this tender, there may also be the requirement for ad-hoc projects to be completed. It is the council’s intention to utilise all winning providers (Primary and contingent for each lot) for further competition / mini bid competitions in this instance.
The winner ranked 1 (preferred or primary) provider of each lot will be the call off contractor for all reactive and associated projects for that lot, in the instance where so many contingents could be utilised, in its evaluation of bids the Council reserves the right to limit the awards at a bid step. Social value with less than a minimum score of 3 will be excluded from the award ranking calculation.
Where the primary provider does not have capacity or ability to complete the works, the council will call on the remaining contingent providers for that specific lot, in order of award, to complete the works required. Where the primary provider continues to decline work offered then after 3 declines they will get down ranked to position 3.
When larger projects (above £75k) are required a minimum of three providers /contractors will be asked to tender as a mini bid for that specific project.
The volume of work awarded to any contractor cannot be guaranteed at any stage of the contract as this will depend on the availability of BTS Services existing labour and available budgets to fund each required work stream. BTS (Client Division) manages the call –off work, and offer of any requirements in the first instances to BTS (Services Division)
There is the opportunity for bidders to bid on one or all Lots within this tender and will be awarded based on the criteria set out in the tender documents provided. Nb Whilst the same method statement responses may be permitted per separate Lot, albeit the same score will be provided, Bidders are required to submit a new Social value offering per Lot.
The start date for this contract will be April 2023
To be able to bid for this tender opportunity suppliers MUST first seek registration on the ProContract Proactis Due North e commerce platform (which is free to all suppliers) https://procontract.due-north.com
II.1.5) Estimated total value
Value excluding VAT:
14 600 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 4
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lots 1 , 2 , 3 and 4
II.2) Description
Lot No: 1
II.2.1) Title
LOT 1 – DOMESTIC GAS SERVICING AND MAINTENANCE
II.2.2) Additional CPV code(s)
50531200
II.2.3) Place of performance
NUTS code:
UKH21
Main site or place of performance:
Within the Borough of Luton at various sites and locations
II.2.4) Description of the procurement
LOT 1 – DOMESTIC GAS SERVICING AND MAINTENANCE
Luton Council’s Building & Technical Services department (BTS) are tendering the opportunity for suitably qualified and experienced contractors to back up our own team of engineers to deliver an efficient service and assist in maintaining our compliance. We maintain and service approximately 7000 boilers per year, although it should be noted, this tender is to provide BTS with support contractors for servicing that they cannot commit to themselves. Schemes of servicing will often be issued with short notice to commence and must only be accepted if the obligation can be met. There is no guarantee of works being issued on this contract. BTS intend to award up to 8 contractors, in ranking order, to this contract that may be offered schemes of servicing, typically between 40 and 200 at a time. BTS may offer ad hoc servicing in smaller, or singular, quantities in the event of, for example, staff absence. These are scheduled separately for tender purposes. The, up to 8, contractors awarded to this Lot contract may be invited to tender for additional works via Further Competition process. These additional works may be specialised areas requiring different qualifications, have specific contract requirements/need or may necessitate different rates. They will, however, come under the remit of works that require domestic Gas Safe registration. Please note, if works can also be carried out by suppliers from other lots, they may also be invited to tender. Likewise, suppliers on this lot may be invited to tender for works associated with a different lot. These Further Competition tenders may require completion and return within 2 weeks
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
2 700 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2027
This contract is subject to renewal: No
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
Lot No: 2
II.2.1) Title
LOT 2 – DOMESTIC BOILER REPLACEMENT
II.2.2) Additional CPV code(s)
45331110
II.2.3) Place of performance
NUTS code:
UKH21
II.2.4) Description of the procurement
Luton Council’s Building & Technical Services department (BTS) are tendering the opportunity for suitably qualified and experienced contractors to back up our own team of engineers to deliver an efficient emergency, void and cyclical boiler replacement and heating upgrades. We maintain and service around 7000 boilers per year with typical replacements of 450 boilers per year, although it should be noted, this tender is to provide BTS with support contractors for boiler replacements and heating upgrades that they cannot commit to themselves. Boiler replacements and heating upgrades will be offered to contractors on an ‘urgent install’ basis that requires same day/next day response, void boiler replacements that require completion in line with the strict void timeline for re-letting and cyclical replacement program. There is no guarantee of works being issued on this contract. BTS intend to award up to 8 contractors, in ranking order, to this contract that may be offered boiler replacement and heating upgrades as detailed above. The, up to 8, contractors awarded to this Lot contract may be invited to tender for additional works via Further Competition (Quick Quote) process. These additional works may be specialised areas requiring different qualifications, have specific contract requirements/need or may necessitate different rates. They will, however, come under the remit of works that require domestic Gas Safe registration. Please note, if works can also be carried out by suppliers from other lots, they may also be invited to tender. Likewise, suppliers on this lot may be invited to tender for works associated with a different lot. These Further Competition (Quick Quote) tenders may require completion and return within 2 weeks.
All Works may be subject to an audit by independent auditor.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
7 200 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2027
This contract is subject to renewal: No
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
Lot No: 3
II.2.1) Title
LOT 3 – COMMUNAL BOILER SERVICING , INSTALLATION AND ASSOCIATED WORKS
II.2.2) Additional CPV code(s)
45232141
II.2.3) Place of performance
NUTS code:
UKH21
Main site or place of performance:
Within the Borough of Luton at various sites and locations
II.2.4) Description of the procurement
Luton Council’s Building & Technical Services department (BTS) are tendering the opportunity for a suitably qualified and experienced contractors to provide communal boiler servicing and maintenance of our communal mechanical services and responsive repairs. A 24 hours a day, 365 days a year service is required in provide our tenants with a constant source of heating and hot and cold water.
There is no guarantee of works being issued on this contract. BTS intend to award up to 5 contractors, in ranking order, to this contract that may be offered communal boiler servicing and mechanical services repairs and upgrades, as detailed above. The, up to 5, contractors awarded to this Lot contract may be invited to tender for additional works via Further Competition (Quick Quote) process. These additional works may be specialised areas requiring different qualifications, have specific contract requirements/need or may necessitate different rates. They will, however, come under the remit of works that require non-domestic Gas Safe registration. Please note, if works can also be carried out by suppliers from other lots, they may also be invited to tender. Likewise, suppliers on this lot may be invited to tender for works associated with a different lot. These Further Competition (Quick Quote) tenders may require completion and return within 2 weeks.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
2 600 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2027
This contract is subject to renewal: No
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
Lot No: 4
II.2.1) Title
LOT 4 – WATER TREATMENT SERVICES AND ASSOCIATED WORKS
II.2.2) Additional CPV code(s)
45232430
II.2.3) Place of performance
NUTS code:
UKH21
II.2.4) Description of the procurement
Luton Council’s Building & Technical Services department (BTS) are tendering the opportunity for suitably qualified and experienced specialist Water Treatment Service Provider to be appointed to ensure adequate monitoring, along with preventative and remedial works, is carried out to Luton Council housing stock’s water systems.
The Water Treatment Service Provider will have responsibility for the supply of water treatment chemicals, information on their application, an analytical service and such advice and support as may be necessary to ensure safe and effective water treatment.
The Water Treatment Service Provider is responsible for providing the BTS Contract Officer and Responsible Manager with advice and guidance on items applicable to the housing stock in order to ensure full compliance with current regulation.
The Water Treatment Service Provider has responsibility for carrying out routine cleaning and disinfection of relevant plant, equipment and facilities, or confirming that this has been carried out satisfactorily by others.
The Water Treatment Service Provider will carry out routine tasks such as monthly temperature recording and flushing of little used outlets. The Water Treatment Service Provider will record these findings and submit records to the BTS Contract Officer.
The Water Treatment Service Provider will meet with the BTS Contract Officer, or representative, on a quarterly basis to discuss contract progress, any on site issues and to advise on current compliancy.
The Water Treatment Service Provider will liaise with the BTS Contract Officer to ensure a robust Emergency Action Plan is in place should a diagnosis of Legionella be reported involving a tenant, resident or Luton Council staff member. The Water Treatment Service Provider will provide a 24 hour, 365 day service in the event of BTS instigating the Emergency Action Plan. The Water Treatment Service Provider will take comprehensive action to ensure all appropriate policies, procedures and protocol is followed to safeguard tenants, residents and Luton Council staff members as would be expected by regulation and HSE guidance. This would involve immediate and appropriate sampling, pasteurisation, chlorination or temporary decommission of plant, services or supplies.
The Water Treatment Service Provider must be either part of Water Management Society or Legionella Control Association and hold a valid WRAS and Legionella Treatment certificate.
The Water Treatment Service Provider awarded to this contract may be invited to tender for additional works via a Further Competition process, including Further Competition tenders from other lots that have a water hygiene/treatment element. Likewise, suppliers on other lots may be invited to tender for works associated with this lot. These further competition tenders may require completion and return within 2 weeks.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
2 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2027
This contract is subject to renewal: No
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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.6) Information about electronic auction
An electronic auction will be used
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:
13/01/2026
Local time: 00:05
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
Tender must be valid until:
17/07/2023
IV.2.7) Conditions for opening of tenders
Date:
20/03/2023
Local time: 09:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
High Court of Justice
London
UK
VI.5) Date of dispatch of this notice
12/01/2026