Contract notice
Section I: Contracting
authority
I.1) Name and addresses
East Lothian Council
John Muir House
Haddington, East Lothian
EH41 3HA
UK
Contact person: Holly Thomson
E-mail: flexibleprocurement@scotland-excel.org.uk
NUTS: UKM73
Internet address(es)
Main address: www.eastlothian.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00181
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk/
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
ELC-26-0761
Reference number: Planned & Reactive Maintenance for Gas, Oil & LPG for Non-Domestic Properties
II.1.2) Main CPV code
50720000
II.1.3) Type of contract
Services
II.1.4) Short description
East Lothian Council (the Council) will be inviting bids from suitably qualified, competent, capable and experienced contractors who wish to be a successful contractor on a Term Maintenance Contract for Planned & Reactive Maintenance for Gas, Oil and LPG for Non-Domestic Properties.
The Term Contract will include the Provision of Annual Inspection, Servicing, Testing, Repairs & Maintenance Contract for Non Domestic Properties for the following:
-Natural Gas
-Oil
-LPG
The Term Maintenance Contract will cover a 3-year period from date of acceptance with option to extend it once for 1 year. The Term Contract is expected to start around 31st December 2026.
This tender process is a two-stage process with the first stage consisting of a selection stage based on the SPD (Single Procurement Document) where the number of tenderers will be restricted using non-discriminatory selection criteria.
II.1.5) Estimated total value
Value excluding VAT:
600 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
50531100
50531200
45232141
45333000
45333100
45333200
50000000
50800000
71630000
50700000
50720000
II.2.3) Place of performance
NUTS code:
UKM73
Main site or place of performance:
Musselburgh; Prestonpans; Tranent; Haddington; North Berwick and Dunbar and many small villages and hamlets stretching from Humbie to Innerwick.
II.2.4) Description of the procurement
East Lothian Council (the Council) will be inviting bids from suitably qualified, competent, capable and experienced contractors who wish to be a successful contractor on a Term Maintenance Contract for Planned & Reactive Maintenance for Gas, Oil and LPG for Non-Domestic Properties.
The Term Contract will include the Provision of Annual Inspection, Servicing, Testing, Repairs & Maintenance Contract for Non Domestic Properties for the following:
-Natural Gas
-Oil
-LPG
The Term Maintenance Contract will cover a 3-year period from date of acceptance with option to extend it once for 1 year. The Term Contract is expected to start around 31st December 2026.
This tender process is a two-stage process with the first stage consisting of a selection stage based on the SPD (Single Procurement Document) where the number of tenderers will be restricted using non-discriminatory selection criteria.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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 Term Maintenance Contract will cover a 3-year period from date of acceptance with option to extend it once for 1 year.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
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
Scotland Excel is acting on behalf of East Lothian Council in the execution of this tender but will not be party to the contract or the management of the contract throughout its lifetime.
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:
To participate in this tender, you must:
be a member of Building & Engineering Services Association
be registered with the Gas Safety Register
be a member of OFTEC (Oil Firing Technical Association)
Have PVG checks for all your Operatives/Management Staff and Sub Contractors to enable them to safely work on our premises with children and protected adults present.
Further details can be found within document titled Stage 1 - Selection Stage
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Tenderers must evidence that they have or can commit to having either:
The following insurance in place:
(i)Employers Liability insurance to the value of at least five million pounds Sterling (GBP5,000,000) in respect of any one event and unlimited in the period.
(ii)Public Liability insurance to the value of at least ten million pounds Sterling (GBP10,000,000) in respect of any one event and unlimited in the period.
The bidder should confirm whether they are able to provide the supporting evidence that meets the requirements of the East Lothian Council Financial Health Evaluation (Appendix VII).
Further details can be found within document titled Stage 1 - Selection Stage
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Bidders will be required to provide 4 examples of works carried out in the past five years that demonstrate that they have the relevant experience to deliver the work.
Further details can be found within document titled Stage 1 - Selection Stage
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted 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:
17/08/2026
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
26/10/2026
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
It is anticipated that a new procurement process will be undertaken upon expiry of the current contract term, subject to ongoing service requirements. The subsequent contract notice is expected to be published approximately 6–12 months prior to the end of the contract, in line with procurement planning and approval processes at that time.
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
Scotland Excel is acting on behalf of East Lothian Council in the execution of this tender but will not be party to the contract or the management of the contract throughout its lifetime.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=834953.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
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:
East Lothian Council (ELC) is experiencing rapid growth and has an estimated annual spend of GBP150 million per annum, which gives it significant purchasing power. Through its diverse procurement activities, ELC works with suppliers to provide benefits not only to local residents of East Lothian but also to wider communities. To support this commitment, the council has approved a Sustainable Procurement Policy that emphasized the delivery of Community Benefits in Procurement. This policy is aligned with several other key plans and strategies, including the East Lothian Procurement Strategy 2023-2028, East Lothian Council Plan 2017-2027, East Lothian Poverty Plan 2021-2023, Equality Plan 2021-2025, and East Lothian Climate Change Strategy 2020-2025, which prioritize Community Benefits in Procurement as a key area of focus.
ELC is dedicated to providing wider benefits to its citizens by engaging with suppliers, providers, and contractors to offer opportunities such as school links, work experience, training, apprenticeships, community project support, and assistance in achieving carbon emissions reduction and sustainability outcomes outlined in East Lothian Procurement Strategy 2023-2028 and East Lothian Climate Change Strategy 2020-2025. These principles remain at the core of the East Lothian Procurement Strategy 2023-2028 as the council seeks to address challenges related to poverty, citizen well-being, and climate change, which are central priorities to ELC general objectives. As a result, Procurement must align and support these wider outcomes.
This Contract includes an obligation for the delivery of Community Benefits (once the aggregate spend with the Council reaches GBP50,000 in any financial year).
The Community Benefits information will be shared with the shortlisted suppliers at Stage 2, with full details included in the Tender documentation outlining the Community Benefits that the Council is seeking as part of this Contract.
(SC Ref:834953)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=834953
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court & Justice of the Peace Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
22/07/2026