Water Hygiene and Legionella Services

Location

Multiple locations across the Trust estate

Description

The Trust requires the provision of a comprehensive Water Hygiene and Legionella Planned Preventative Maintenance (PPM) service across all sites. The service includes delivery of all statutory and routine compliance activities in accordance with ACoP L8 and HSG274 Parts 1-3, including temperature monitoring, legionella sampling and analysis, cleaning and disinfection, inspection of water systems, and the review and update of Water Hygiene Risk Assessments and Management Plans. The contract also requires the provision of a secure online reporting platform to support compliance monitoring, auditability and management of remedial actions across a portfolio of over 5,000 water system assets.

Total Quantity or Scope

The contract is for the provision of a comprehensive Water Hygiene and Legionella Planned Preventative Maintenance (PPM) service across all sites within the Trust estate. The service includes delivery of all statutory and routine water hygiene compliance activities required to ensure the safe operation and management of water systems in accordance with the Health and Safety Executive's Approved Code of Practice (ACoP) L8 and HSG274 Parts 1-3. The scope of services includes, but is not limited to, routine and risk‑based PPM activities such as temperature monitoring of hot and cold water outlets, legionella sampling and laboratory analysis, cleaning, descaling and disinfection of showers and outlets, and inspection and monitoring of hot and cold water systems, including Cold Water Storage tanks and Hot Water Storage calorifiers. The Supplier shall also be responsible for monitoring associated assets including thermostatic mixing valves (TMVs), point‑of‑use heaters, expansion vessels and return loops. The contract requires the review, update and maintenance of Water Hygiene Risk Assessments (WHRAs) for all sites and the production of site‑specific Water Hygiene Management Plans. The Supplier shall identify, risk assess and manage remedial actions, ensuring that high‑risk compliance issues are addressed within defined timescales. The service will cover a portfolio of in excess of 5,000 water hygiene assets across multiple Trust locations. The Supplier shall provide a secure, web‑based reporting system to enable real‑time access to PPM records, temperature monitoring data, laboratory results, risk assessments, management plans, and remedial action tracking, supporting full auditability and contract performance monitoring. The contract also includes requirements for monthly performance reporting against agreed Key Performance Indicators (KPIs), consistent national service delivery standards, and suitably qualified and DBS‑cleared operatives to ensure compliance with safeguarding requirements applicable to educational environments.

Award Detail

Renewal Options

Initial term is 24 months, with 2x12 month optional extensions.

Award Criteria

CPV Codes

• 71317200 - Health and safety services
• 90714500 - Environmental quality control services

Indicators

• Options are available.
• Award on basis of price.

Legal Justification

The contract has been awarded without prior publication of a call for competition as it is a call‑off under a compliant and previously advertised framework agreement, namely Inprova's Compliance Solutions Framework (Lot 5 - Legionella Testing and Treatment), which was procured and published on the Find a Tender Service in accordance with the Public Contracts Regulations 2015. In accordance with Regulation 33 of the Public Contracts Regulations 2015, contracting authorities may award contracts based on a framework agreement without reopening competition where the framework terms permit direct award. The framework includes a clear supplier ranking based on evaluated price and quality, and Rock Compliance Ltd is ranked as the number one supplier under the relevant lot. The direct award has therefore been conducted in full compliance with the framework's call‑off provisions. The award of the contract was necessary to ensure continuity of a critical statutory service. The incumbent supplier confirmed cessation of services on 30 April 2026 with limited notice, creating an immediate risk to the Trust's ability to maintain compliance with statutory water hygiene and legionella requirements under ACoP L8 and HSG274. To mitigate any interruption to essential services and ensure the ongoing protection of pupils, staff and visitors, a direct award to the top‑ranked supplier was undertaken. The use of the framework direct award mechanism enabled the Trust to secure a compliant, value for money solution within the required timescales, without the need for a new procurement exercise. The approach is lawful, proportionate, and consistent with the provisions of the Public Contracts Regulations 2015 and the terms of the framework agreement.

Other Information

The contract has been awarded via direct award to the highest ranked supplier, Rock Compliance Ltd, under Inprova's Compliance Solutions Framework (Lot 5). The direct award approach was taken due to the critical need to ensure continuity of statutory water hygiene and legionella compliance services across the Trust estate. The incumbent supplier ceased provision of services with limited notice, creating an immediate risk to compliance and operational safety. A direct award to the top‑ranked supplier was therefore undertaken in accordance with the framework provisions to mitigate any interruption to essential services.