Royal Household is using Delta eSourcing to run this tender exercise
| Notice Summary |
|---|
| Title: | Catering Equipment Servicing and Maintenance |
| Notice type: | UK4: Tender notice |
| Authority: | Royal Household |
| Nature of contract: | Services |
| Procedure: | Above threshold - Competitive flexible procedure |
| Short Description: | The Royal Household is seeking a supplier to service and maintain all catering equipment across the London and Windsor estates: Buckingham Palace, St James’s Palace, Clarence House, Kensington Palace and Windsor Castle. The scope of this contract includes: a. Planned testing and maintenance of catering equipment across all sites detailed above. b. Reactive maintenance of catering equipment across all sites detailed above. c. Standby support at all major planned events on site, and ability to attend a call-out from the Royal Household Property Section (RHPS) to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year round. d. Providing quotes on request for replacement catering equipment, including electric equivalent appliances where the current appliance is gas fired. e. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer’s recommendations). f. 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 F-Gas REFCOM, or an equivalent, and Gas Safe). g. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA). This tender notice is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. The procedure in this instance will consist of completion of a Procurement-Specific Questionnaire (PSQ) (stage 1) and an Invitation to Tender (stage 2). Tenderers will need to email the Royal Household Procurement team (procurement@royal.uk) to request access to the PSQ. Tenderers will need to sign up to the Royal Household’s e-Sourcing platform, Delta, in order to access and return the PSQ in stage 1 and the ITT in stage 2, as well as submit clarification questions. Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier. Note that only up to the five highest-scoring responses in stage 1 will be invited to participate in stage 2. This tender will not be split into lots. |
| Published: | 16/06/2025 16:49 |
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Scope
Description: The Royal Household is seeking a supplier to service and maintain all catering equipment across the London and Windsor estates: Buckingham Palace, St James’s Palace, Clarence House, Kensington Palace and Windsor Castle.
The scope of this contract includes:
a. Planned testing and maintenance of catering equipment across all sites detailed above.
b. Reactive maintenance of catering equipment across all sites detailed above.
c. Standby support at all major planned events on site, and ability to attend a call-out from the Royal Household Property Section (RHPS) to an in-scope site within 2 hours and make safe within 4 hours – 24 hours a day, all year round.
d. Providing quotes on request for replacement catering equipment, including electric equivalent appliances where the current appliance is gas fired.
e. Performance of all maintenance services in accordance with regulatory requirements and recommendations (e.g. O&M manuals and manufacturer’s recommendations).
f. 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 F-Gas REFCOM, or an equivalent, and Gas Safe).
g. Updating and maintaining asset schedules for plant and equipment covered by this contract through the RHPS’ CAFM system (INVIDA).
This tender notice is for the award of a public contract through a competitive flexible procedure in accordance with section 20(1) and (2)(b) of the Procurement Act 2023. The procedure in this instance will consist of completion of a Procurement-Specific Questionnaire (PSQ) (stage 1) and an Invitation to Tender (stage 2).
Tenderers will need to email the Royal Household Procurement team (procurement@royal.uk) to request access to the PSQ. Tenderers will need to sign up to the Royal Household’s e-Sourcing platform, Delta, in order to access and return the PSQ in stage 1 and the ITT in stage 2, as well as submit clarification questions. Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier.
Note that only up to the five highest-scoring responses in stage 1 will be invited to participate in stage 2.
This tender will not be split into lots.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Miscellaneous-repair-and-maintenance-services./E5435D58KW
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/E5435D58KW
Total value (estimated):
GBP 650,000 excluding VAT GBP 780,000 including VAT
Description
Contract dates (estimated)
12/01/2026 to 11/01/2029
CPV Classifications:
50800000 - Miscellaneous repair and maintenance services.
Contract can be extended:
Yes
Extension Date:
11/01/2031
Delivery regions:
Not Provided
Award criteria:
Quality criterion - Name: Price / Weighting: 40
Quality criterion - Name: Quality / Weighting: 50
Quality criterion - Name: Environment and Sustainability / Weighting: 10
Submission
Enquiry deadline: 11/07/2025 Time: 10:00 Time: 23:59
Submission address and any special instructions: Tenderers will need to sign up to the Royal Household’s e-Sourcing platform, Delta, in order to receive the ITT and able to submit clarification questions and tender returns.
Sign up link: https://www.delta-esourcing.com/delta/signup.html?userType=supplier.
Tenderers will need to be registered on the Central Digital Platform (CDP) in order to complete the PSQ. The CDP is free to use and will mean tenderers should no longer have to re-enter this information for
each public procurement. The CDP is available at https://www.gov.uk/find-tender.
An electronic auction will be used: No
Languages that may be used for submission: English, Award decision date (estimated): 30/10/2025
Procedure
Procedure type: Competitive flexible procedure
Contracting authority
Buckingham Palace, PGLT-2499-PJTM
Buckingham Palace, London, SW1A 1AA, United Kingdom
Email: procurement@royal.uk
Contact: Aaron Alvares
Organisation type: REGIONAL_AUTHORITY
Devolved regulations that apply: None