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United Kingdom14 days leftOpen

Servicing & Maintenance of L&Q Ventilation Systems

Tender Overview

LOCATION

Inner London - East, United Kingdom

VALUE

Not disclosed

DEADLINE

February 17, 2026 at 00:00

CATEGORY

Other

CPV CODE

42520000

REFERENCE

007253-2026

Project Timeline

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Contact Information

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View Original

Original Tender Description

LOT 1 SPECIFICATION: Mechanical Ventilation with Heat Recovery (MVHR) Service and Maintenance. L&Q seeks a competent Contractor for service, maintenance, and reactive repair of MVHR systems in residential dwellings to ensure safety, functionality, and effective operation for resident health, indoor air quality, and asset longevity. Services include planned preventative maintenance (PPM), reactive repairs, recommissioning, filter replacement, airflow testing, and defect reporting, primarily in occupied properties. Assets covered: MVHR units, associated ductwork, controls. PPM includes visual inspection, cleaning, filter replacement, airflow verification, settings checks, and performance confirmation. Reactive repairs cover loss of ventilation, reduced performance, noise, vibration, and component failure. Reporting requires service reports, photographic evidence, defect identification, and recommendations. Contractor must act professionally, communicate clearly with residents, and escalate safeguarding concerns. Compliance with Health and Safety at Work etc. Act 1974, COSHH, and manufacturer guidance is required. Mobilisation plan to detail resources, training, system onboarding, and data validation. Sustainability commitment through efficient practices, waste reduction, responsible disposal, and low-emission vehicles. Exclusions: new installations, system redesigns, retrofits, historic design defects, non-compliant original installations. LOT 2 SPECIFICATION: Communal Ventilation Service and Maintenance. L&Q seeks a competent Contractor for service, maintenance, and reactive repair of communal ventilation systems in residential blocks and shared areas to maintain system reliability, effective ventilation, and building safety. Services include PPM, reactive repairs, inspection, performance verification, and defect reporting, potentially involving roof spaces and plant areas. Assets covered: communal extract systems, supply and extract systems, roof-mounted fans, controls, and accessible ductwork. PPM includes inspection of fans/motors, checking fixings, cleaning components, operational testing, and identifying deterioration. Contractor must manage safe access, comply with Working at Height Regulations, provide site-specific RAMS, and coordinate access. Reactive repairs cover fan/motor failure, mechanical faults, noise, vibration, and non-performance. Reporting requires asset-level inspection reports, photographic evidence, defect logs, and risk-based recommendations, distinguishing between maintenance, wear and tear, and legacy defects. Compliance with Health and Safety at Work etc. Act 1974, Working at Height Regulations is required; fire safety compliance ownership is excluded. Mobilisation plan to cover staffing, training, asset familiarisation, and reporting systems. Sustainability commitment through efficient planning, waste minimisation, responsible disposal, and low-emission transport. Exclusions: major replacement works, capital improvement, system redesigns, fire safety compliance ownership.
⚠️

MANDATORY EXCLUSION GROUNDS

  • No mandatory exclusion grounds are explicitly stated in the provided document.
✓

ELIGIBILITY REQUIREMENTS

  • The Contractor must be competent to provide the specified services for both Lot 1 and Lot 2.
🔧

TECHNICAL CAPABILITY REQUIREMENTS

  • Comply with all relevant legislation and guidance, including but not limited to the Health and Safety at Work etc. Act 1974, Management of Health and Safety at Work Regulations, and COSHH Regulations (Lot 1).
  • Adhere to manufacturer instructions and industry best practice for MVHR systems (Lot 1).
  • Act professionally at all times, communicate clearly with residents, and respect resident homes and belongings (Lot 1).
  • Escalate safeguarding or vulnerability concerns to L&Q immediately (Lot 1).
  • Provide planned preventative maintenance (PPM), reactive repairs and fault diagnosis, recommissioning, filter replacement, airflow testing and balancing, and defect identification/reporting for MVHR systems (Lot 1).
  • Carry out PPM activities for MVHR systems including visual inspection, cleaning, filter replacement, airflow rate verification, checking system settings/controls, and confirming operational performance (Lot 1).
  • Attend reactive repair requests for MVHR systems related to loss of ventilation, reduced performance, excessive noise/vibration, or component failure (Lot 1).
  • For reactive repairs exceeding minor thresholds, make the MVHR system safe, clearly record the defect, and provide recommendations for further works when instructed (Lot 1).
  • Provide a service report for every attendance, photographic evidence (where appropriate), defect identification and categorisation, and recommendations for follow-on works for MVHR systems (Lot 1).
  • Upload all MVHR service documentation to L&Q’s nominated systems (Lot 1).
  • Provide planned preventative maintenance (PPM), reactive repairs, inspection and performance verification, and defect identification/reporting for communal ventilation systems (Lot 2).
  • Undertake routine maintenance for communal ventilation systems including inspection of fans/motors, checking fixings/mountings, cleaning accessible components, operational testing, and identification of deterioration/failure (Lot 2).
  • Manage safe access arrangements and fully comply with the Working at Height Regulations for communal ventilation systems (Lot 2).
  • Provide site-specific Risk Assessment Method Statements (RAMS) for communal ventilation system works (Lot 2).
  • Coordinate access with L&Q where required for communal ventilation system works (Lot 2).
  • Attend reactive repair requests for communal ventilation systems related to fan/motor failure, mechanical faults, excessive noise/vibration, or system non-performance (Lot 2).
  • Clearly report to L&Q when replacement or capital works are required for communal ventilation systems (Lot 2).
  • Provide asset-level inspection reports, photographic evidence, defect logs, and risk-based recommendations for communal ventilation systems (Lot 2).
  • Ensure reports clearly distinguish between maintenance-related issues, wear and tear, and legacy or design-related defects for communal ventilation systems (Lot 2).
  • Report any observed safety concerns (Lot 2).
  • Provide a mobilisation plan detailing resource structure, training and competence arrangements, system onboarding, and data validation/asset familiarisation.
  • Participate in ongoing contract management arrangements, including regular performance meetings, KPIs, audits, and review meetings.
  • Demonstrate commitment to sustainability through efficient servicing practices/maintenance planning, waste reduction/minimisation, responsible disposal of filters and components, and use of low-emission or electric vehicles where possible.
💰

FINANCIAL REQUIREMENTS

  • No financial requirements are explicitly stated in the provided document.
📋

SUBMISSION REQUIREMENTS

  • Submit a mobilisation plan.
  • Provide site-specific RAMS (Risk Assessment Method Statements) for Lot 2.
  • Be capable of providing and uploading service reports, photographic evidence, defect identification/categorisation, recommendations for follow-on works, asset-level inspection reports, defect logs, and risk-based recommendations to L&Q’s nominated systems.

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HTM
Planning Notice
Administrative Documents007253-2026.html
Summary:
This document outlines the scope for two lots of a future tender seeking contractors for the service, maintenance, and reactive repair of Mechanical Ventilation with Heat Recovery (MVHR) systems in individual dwellings and communal ventilation systems in residential blocks for L&Q Housing Trust.
DOC
OCDS Record
OCDS Data007253-2026_ocds_record.json
Summary:
This OCDS record provides structured data about the LONDON & QUADRANT HOUSING TRUST's tender for Mechanical Ventilation with Heat Recovery (MVHR) and communal ventilation service and maintenance, including publication details and links to the original notice.
DOC
OCDS Release Package
OCDS Data007253-2026_ocds_release.json
Summary:
This OCDS Release Package provides structured data about the tender for Mechanical Ventilation with Heat Recovery (MVHR) and communal ventilation system service and maintenance, detailing the contracting authority and initial planning information.
PDF
Official PDF Version
Technical Specifications007253-2026_official.pdf
Summary:
This document outlines the detailed specifications for two lots covering the service, maintenance, and reactive repair of Mechanical Ventilation with Heat Recovery (MVHR) systems in individual dwellings and communal ventilation systems in residential blocks for L&Q Housing Trust.

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72
Good

Tender Quality Score

This tender, currently in the planning stage, provides clear technical specifications and strong sustainability commitments, but suffers from significant gaps in legal and financial transparency, and is missing crucial evaluation criteria.

Score Breakdown

Legal Compliance75/100

The tender's 'planning' status mitigates some issues, but the absence of a clearly defined procedure type, liable person, and explicit mandatory exclusion grounds, alongside the undisclosed estimated value, are notable compliance gaps. The 21-day submission window is reasonable.

•Missing procedure type
•Missing liable person
Clarity80/100

The technical specifications for Lot 1 are exceptionally clear and detailed, and the AI-extracted requirements are comprehensive. However, the complete absence of evaluation criteria and the incomplete description for Lot 2 significantly detract from overall clarity for potential bidders.

•No evaluation criteria specified
•Lot 2 description is incomplete
Completeness65/100

While basic information, deadlines, and duration are provided, critical elements such as the estimated value, evaluation criteria, procedure type, and the full description for Lot 2 are missing. This indicates significant incompleteness for a tender notice, even in a planning stage.

•Estimated value not disclosed/classified
•No evaluation criteria
Fairness65/100

The technical requirements appear generic and not tailored, which is positive for fairness. However, the classified estimated value, the complete lack of evaluation criteria, and the absence of e-submission significantly reduce transparency and could hinder fair competition.

•Value not disclosed/classified
•No evaluation criteria specified
Practicality65/100

The contract start date and duration are clearly specified, which is practical for planning. However, the lack of e-submission and the undisclosed estimated value present practical hurdles for bidders in preparing and submitting their proposals.

•No e-submission
•Estimated value not disclosed
Data Consistency90/100

The existing data, such as dates and classification codes, is logical and consistent. There are no reported disputes or suspensions. The primary issue is the absence of data in several key fields, which is more a completeness concern than an inconsistency of existing data.

•Missing key fields (Liable Person, Type, Procedure, Estimated Value)
Sustainability85/100

The tender demonstrates a strong commitment to sustainability by explicitly including both environmental aspects (waste reduction, responsible disposal, low-emission vehicles) and social aspects (resident engagement, safeguarding). The only minor drawback is the lack of an explicit innovation focus.

•No explicit innovation focus

Strengths

Detailed and clear technical specifications for Lot 1
Explicit inclusion of sustainability (environmental and social) requirements
Reasonable submission timeframe (21 days from today's date)
Clear contract duration and start date
Tender is divided into clear lots

Concerns

Absence of evaluation criteria
Estimated contract value is not disclosed
Missing procedure type and liable person
Incomplete description for Lot 2
No explicit mention of e-submission

Recommendations

1. Publish comprehensive evaluation criteria to ensure transparency and fairness for all bidders.
2. Disclose the estimated contract value to aid bidder decision-making and market engagement.
3. Complete all missing administrative details, especially the procedure type and the full Lot 2 description.

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B
Tender Quality Score
72/ 100 · Good
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