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Section I: Contracting authority

I.1) Name and addresses

East Lothian Council

John Muir House

Haddington, East Lothian

EH41 3HA

Contact

Holly Thomson

Email

flexibleprocurement [at] scotland-excel.org.uk

Country

United Kingdom

NUTS code

UKM73 - East Lothian and Midlothian

Internet address(es)

Main address

Buyer's address

I.2) Information about 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

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

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 - Repair and maintenance services of central heating

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

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

• 50531100 - Repair and maintenance services of boilers
• 50531200 - Gas appliance maintenance services
• 45232141 - Heating works
• 45333000 - Gas-fitting installation work
• 45333100 - Gas regulation equipment installation work
• 45333200 - Gas meter installation work
• 50000000 - Repair and maintenance services
• 50800000 - Miscellaneous repair and maintenance services
• 71630000 - Technical inspection and testing services
• 50700000 - Repair and maintenance services of building installations
• 50720000 - Repair and maintenance services of central heating

II.2.3) Place of performance

NUTS codes

• UKM73 - East Lothian and Midlothian

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

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

IV.1.8) Information about the 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 August 2026

Local time

12:00pm

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

26 October 2026

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

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

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

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:

Community benefits are included in this requirement. For more information see:

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:

VI.4) Procedures for review

VI.4.1) Review body

Edinburgh Sheriff Court & Justice of the Peace Court

Edinburgh

Country

United Kingdom