RHPS HVAC and BMS Servicing and Maintenance

Estimated contract values have been amended to: Lot 1: London HVAC - £3.5m Lot 2: Windsor HVAC £4.9m Lot 3: Windsor BMS £300k

Organisation

The Royal Household

Buckingham Palace, London, SW1A 1AA

The contract shall encompass sites within the London Estates. This includes Buckingham Palace, The King’s Gallery, Buckingham Palace Royal Mews, St James’ Palace, Clarence House, Marlborough House (selected services only), Marlborough House Mews and Kensington Palace. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of HVAC systems, including both domestic and commercial gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, filtration and dosing systems, expansion vessels etc), across all sites detailed above. b. Reactive maintenance and repairs of HVAC systems, including both domestic and commercial gas boilers, electric heat generators (including heat pumps), hot water heaters and cylinders, system controls (excluding BMS), space heat emitters, pipework, valves, ventilation and air conditioning equipment, ductwork (including duct cleaning, fire damper testing), accessories and associated plantroom equipment (e.g pumps, heat exchangers, pressurisation units, filtration and dosing systems, expansion vessels etc), across all sites detailed above. c. Undertake asset verification dilapidation surveys and energy optimisation investigations. d. Full service contract management to provide, but not limited to, proactive scheduling management of reactive programme and activities, stakeholder liaison, logistical support, permits to work, KPI tracking and monitoring, all provided through a dedicated on-site contract manager. e. Carry out internal audits, both procedural and technical, to ensure alignment with contract KPIs, reporting outcomes to RHPS at regular intervals. f. Provide pre-booked standby support at planned events on site, and ability to attend a reactive call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year round. g. Receive, update and close out work using the RHPS CAFM system (INVIDA). h. Providing quotes on request for replacement parts for all items that are maintained within this contract. i. Performance of all maintenance services in accordance with regulatory requirements and system requirements (e.g. O&M manuals and manufacturer’s recommendations). j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with statutory and legislative minimum standards, European and British Standards, and relevant Building and Fire Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or an equivalent, and Gas Safe). k. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA). l. Identifying opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities. m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime

Contract period: 30 September 2026 → 30 September 2029

The contract shall contain sites within the Windsor Estate. The Estate includes Private and State apartments, residential buildings, office space, workshops, stables, garages, gardens and grounds. The majority of the buildings are classified either as Scheduled Ancient Monuments or Listed Buildings. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of HVAC equipment, including both domestic and commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing, and plantroom equipment checks (including leak detection equipment), across all sites detailed above. b. Reactive maintenance and repairs of HVAC equipment, including both domestic and commercial gas boilers, hot water cylinders, heat emitters, ventilation and air conditioning systems, humidifiers, dehumidifiers, duct cleaning, fire damper testing and plantroom equipment checks (including leak detection equipment), across all sites detailed above. c. Undertake asset verification dilapidations surveys and energy optimisation investigations. d. Full-service contract management to provide, but not limited to, proactive scheduling, managing reactive programme and activities, stakeholder liaison and logistical support, permits to work, KPI tracking and monitoring, statutory compliance and other reporting, all provided through a dedicated on-site manager. e. Carry out internal audits, both procedural and technical, to ensure alignment with contract KPIs, reporting outcomes to RHPS at regular intervals. f. Standby support at all major planned events on site, and ability to attend a call-out from the RHPS to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year round. g. Receive, update and close out work using the RHPS CAFM system (INVIDA). h. Provide quotes on request for replacement parts for all items that are maintained within this contract. i. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer’s recommendations). j. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with statutory and legislative minimum standards, European and British Standards, and relevant Building and Fire Safety Regulations, as well as providing all relevant certifications (including F-Gas REFCOM, or an equivalent, and Gas Safe). k. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA). l. Identifying opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities. m. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime.

The contract shall contain sites within the Windsor Estate. Applicants must be technically able to deliver against the contract scope as follows: a. Planned testing and maintenance of BMS equipment across all sites detailed above. b. Reactive maintenance and repairs of BMS equipment across all sites detailed above. c. Have an on-site weekly presence (Minimum 2 days) to carry out functionality checks and reporting. d. Receive, update and close out work using the RHPS CAFM system (INVIDA). e. Providing quotes on request for replacement or new BMS equipment, where required. f. Undertake dilapidation surveys and produce costed life cycle plans for the upgrade and installation of BMS Systems across the Windsor Estate. g. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer’s recommendations). h. Undertaking full functional and safety checks on all in-scope plant, assets, equipment and associated parts and replacement consumables to ensure full compliance with European and British Standards, Building and Fire Safety Regulations, and other statutory and legislative minimum standards (including TREND and SIEMENS qualifications). i. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA). j. Monitor and identify opportunities to reduce energy consumption and carbon emissions from operation and maintenance activities, liaising with HVAC contractor and in-house operatives to improve system efficiencies. k. Provide data storage within the BMS Systems for analysis and export and the production of regular reports. l. Endeavoring to prolong asset life and recommend variations to manufacturer requirements, that would reflect improved value for money in the maintenance regime. m. Actively contribute to the Decarbonisation Agenda at Windsor Castle, working alongside the Property Section Projects team to reduce energy consumption (including attending meetings).

Contract period: 30 September 2026 → 30 September 2029

Document pack· 2 files

26

total contracts

£37.2m

total value

£3,721,000

average contract size