Semi-Comprehensive Maintenance Program for Heating Ventilation Air-Conditioning system across India network
A Tender Notice
by FOREIGN, COMMONWEALTH AND DEVELOPMENT OFFICE
- Source
- Find a Tender
- Type
- Contract (Services)
- Duration
- 3 year
- Value
- £2M
- Sector
- INDUSTRIAL
- Published
- 06 Feb 2026
- Delivery
- 01 May 2026 to 30 Apr 2029
- Deadline
- 05 Mar 2026 17:00
Related Terms
Location
1 buyer
Description
The Foreign, Commonwealth and Development Office (FCDO), through a competitive tender (Open Procedure under the Procurement Act 2023), intends to engage competent supplier(s) to deliver a Semi Comprehensive Maintenance Programme for the British High Commission (BHC) in New Delhi and British Deputy High Commissions (BDHCs) offices across India. The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The seven delivery locations are: The seven delivery locations are: 1. British High Commission, New Delhi 2. British Deputy High Commission, Chandigarh 3. British Deputy High Commission, Mumbai 4. British Deputy High Commission, Ahmedabad 5. British Deputy High Commission, Hyderabad 6. British Deputy High Commission, Chennai 7. British Deputy High Commission, Kolkata
Lot Division
| 1 | Provision for HVAC Operations and Maintenance Programme at BHC New Delhi
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 1 pertains to British High Commission, New Delhi. |
| 2 | Provision for Air Conditioning Maintenance Programme at BDHC Chandigarh
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 2 pertains to British Deputy High Commission, Chandigarh. |
| 3 | Provision for Air Conditioning Maintenance Programme at BDHC Mumbai
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 3 pertains to British Deputy High Commission, Mumbai. |
| 4 | Provision for Air Conditioning Maintenance Programme at BDHC Ahmedabad
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 4 pertains to British Deputy High Commission, Ahmedabad. |
| 5 | Provision for Air Conditioning Maintenance Programme at BDHC Hyderabad
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 5 pertains to British Deputy High Commission, Hyderabad |
| 6 | Provision for Air Conditioning Maintenance Programme at BDHC Chennai
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 2 pertains to British Deputy High Commission, Chennai. |
| 7 | Provision for Air Conditioning Maintenance Programme at BDHC Kolkata
The scope of this contract includes the provision of maintenance services for a range of HVAC systems, including HVAC units, VRV systems, chillers, cooling towers, and air conditioning units, across the FCDO’s offices & expat residences. The contract will be initially for Three (3) year term, from 1 May 2026 to 30 April 2029 (tentative), with an option to extend for an additional 24 months, subject to satisfactory performance by the selected supplier and ongoing operational requirements across the BHC/BDHC locations. This tender is organised into Seven (7) distinct lots, each representing a specific geographic location. Interested bidders can apply for minimum one lot or all lots (locations), depending on their presence and expertise. The Delivery location for Lot 7 pertains to British Deputy High Commission, Kolkata |
Renewal Options
Initial contract period is for 3 years with an option of further extension for 2 yeras subject to satisfactory performance by the selected supplier and the continued business requirement at BHC/BDHCs at the end of initial term
Award Criteria
| Experience & Capability | a. Please provide details of at least 3 contracts, from both the private and public sector that are relevant to the requirement as in SOSR. Contracts for these services should have been performed within the past 3 years and must be active contract and must be for the location where the services are proposed. b. Please provide completion certificates for contracts/ works which have already been delivered/ completed successfully (at least 3). c. Please provide names of the contact Person, address, telephone number, and reference letter from these clients. This is to enable BHC /BDHC to carry out a background check. d. Contractor must have an office at the location of service if it’s subcontracted the sub-contractor should also have an office at the location of Service. *Please note that scoring will be done based on the sub-contractor documents (if the work has been sub-contracted). |
| Internal HR Practices: | a. Please explain your recruitment process of the staff and the payment processing procedures. b. Please set out how you will ensure that all staff are fully vetted and meet the required qualifications prior to and during the contract period. Please include your standard operating procedures for Recruitment and Vetting of Site manager and Supervisors. Also provide information on average length of staff retention within the period of each of the contracts provided in above criteria. |
| Methodology | Provide a method statement describing how you will organise and manage the contract, including but not limited to: a) How will you manage the Operation and Maintenance? Please provide your approach and methodology. b) The management structure; The roles played by key team members; Share the Organogram and that of local offices where the vendor is bidding for more than one location, or of site supervision. Especially to other locations from where the vendor is based. c) How you would manage materials, workforce, and supervision of the project. d) provide details on how KPI's will be monitored and who will be the dedicated contact person for monthly KPI meetings. (In case of Sub-contracting please also provide documents for sub-contractor) |
| Quality Assurance and Spares Warranty | a) Please provide details of quality assurance and monitoring procedures for the delivery of the service of the contract. b) Please share how would you ensure maintaining service level agreement (SLA) and KPI's as per attached document. c) Please provide the list of spare parts (brand, make, etc.) that will be provided as part of this contract and what minimum warranty for the spares etc. as applicable. d) Please specify will you manage this warranty? (In Case of Sub-contracting please also provide documents for sub-contractor) |
| Mobilisation | Please provide a detailed plan outlining your arrangements for effective and smooth take-over/mobilisation of the services (highlighting any anticipated problems and mitigation plans). Please include a timetable. |
| Escalation Matrix and Staff Details - Must provide separate documents for every post | a) Please provide separate escalation matrix for each post of service on how you will monitor and respond to customer complaints. For example, separate escalation matrix for Mumbai and separate for Delhi and others. b) For Each post Please provide sample CVs of your Managers and Supervisors, who could be deputed for this assignment. Each should have a minimum of 5 years’ experience in the role, and they should be fluent in English Language. c) Details of staff deployed on the contract (including names); details of skills, experience (Minimum 5 Years), and qualifications (the authority may ask for certificates). d)Please provide CVs of staff who will be managing this assignment. The CVs should be inclusive of relevant technical experience demonstrating strong competencies (In Case of Sub-contracting please also provide documents for sub-contractor for each criterion): |
| Health and Safety (H&S): | a. Please share company's health and safety policy / formal safety management systems. b. Please explain how you would ensure abiding to FCDO's H&S policies as mentioned in SOSR attached e.g., share samples of Risk Assessment and method statements, documents for control of substances hazardous to health / material safety data sheet (COSHH/ MSDS) for similar works undertaken. Please share sample certificates where required as mentioned in scope of work. (In Case of Sub-contracting please also provide documents for sub-contractor for each criterion): |
| Commercial Criteria Description | The Commercial assessment will be 40% in total which will be averaged out among the seven locations during commercial evaluation. Competitiveness of the Commercial offer in relation to the market will also be assessed during the evaluation. This MUST be in the format of the spreadsheet at Attachment 4 - Schedule of Prices & Rates. |
CPV Codes
- 42512300 - HVAC packages
- 50310000 - Maintenance and repair of office machinery
- 45331000 - Heating, ventilation and air-conditioning installation work
- 42510000 - Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery
- 45331200 - Ventilation and air-conditioning installation work
Indicators
- Restrictions apply to the lot award allocation.
- Renewals are available.
Other Information
** PREVIEW NOTICE, please check Find a Tender for full details. **
Reference
- ocds-h6vhtk-05ccd3
- FTS 010798-2026