Formal Procurement Exercises

Procurement routes, contract structures and tender portals

Robinsons Facilities Services tenders for HVAC and building services contracts through a range of formal procurement routes. This includes tenders, frameworks, dynamic purchasing systems (DPS) and other bespoke arrangements used across both public and private sector procurement. 

We’re comfortable working under recognised contract forms such as JCT and NEC, as well as tender-specific terms where required, and are fully conversant with The Procurement Act 2023 (formerly The Public Contract Regulations (2015)). 

We’re registered on all major tender portals such as YORtender, In-tend and many others as well as registered on various regional frameworks.

Deciding when to bid

We’re selective about the contracts we tender for as we want to ensure we can deliver the best possible service to every customer. If the scope, location, or delivery expectations don’t match how we operate, we won’t submit a bid. 

That approach allows us to focus our resources where they add the most value and deliver consistent service levels across the life of the contract, rather than stretching resources too thin.

Managing performance and reporting

Most procurement-led contracts come with defined KPIs and reporting requirements, and this is something we work with every day. We track performance against agreed measures and provide clear reporting throughout the contract term. We use our own computer aided facility management (CAFM) system to support delivery, but we’re equally happy to work within a client’s existing systems where that’s preferred.

Tender responses 

When responding to an invitation to tender, we set out clearly how the service will be delivered against the specification, ensuring compliance with each customer’s specific requirements and relevant legislation such as the Health and Safety at Work Act 1974, manufacturers instructions, and SFG20. 

We’re familiar with standard procurement documentation, processes, and terminology including Invitations to Tender (ITTs), Pre-Qualification Questionnaires (PQQs) and Common Assessment Standard (CAS) formerly PAS91 as well as other common requirements, such as the transfer of staff under TUPE. 

Each bid sets out clearly how resources will be structured, compliance will be managed, how costs are built up, as well as why Robinsons Facilities Services is well suited to deliver the works.

• Local – Robinsons Facilities Services is a Yorkshire-based contractor with engineers and supply chain partners located across the region. This supports quick response, continuity on site, and investment in the local economy through regional procurement and social value commitments.
• Reliable – We work exclusively with commercial and public sector clients and are experienced in operating in live environments where safety, coordination, and consistency matter throughout the contract term.
• Experienced – Our knowledge and expertise has been built through years of working with clients across a wide range of sectors, including procurement-led contracts with defined performance and compliance requirements.
• Flexible – We understand that organisations operate in different ways and, where contract scope allows, tailor service delivery to suit site operations and reporting requirements.
• Compliant – We value independent accreditation and keep up to date with industry legislation, qualifications, and technical standards expected within formal procurement environments. Our focus is on long-term working relationships rather than short-term contract wins, reflected in a loyal and established Yorkshire client base. 

We specialise our tendering services relating to HVAC services, incorporating highly skilled work in boilers, heating and hot water services, air conditioning and ventilation, and plumbing and cold water. In addition, we carry out maintenance work in other areas such as mechanical and electrical maintenance and security systems, without diluting focus or delivery responsibility.

FAQs