Keeping 7,000 Midlothian homes warm: getting a major maintenance contract right

When the stakes are high, the procurement process has to match up: Midlothian Council’s approach to re-tendering one of their most important service contracts

Heating and maintenance services aren’t optional. For the thousands of households depending on Midlothian Council to keep their homes safe and warm, getting the right contractor in place isn’t just a procurement exercise, it’s a responsibility. When the existing agreement was drawing to a close, the Council needed a process they could trust to find the best supplier at the best price.

THE PROBLEM

A large, complex contract and pressure to get it right first time

Midlothian Council’s estate includes around 7,000 properties. The heating servicing and maintenance contract covering that stock, including more than 6,000 boilers, 125 back boiler units and 2,000 gas cookers, represented one of their biggest service commitments. As the existing agreement neared its end, the Council recognised that simply reappointing without running a proper competitive process wasn’t the right approach. They needed something robust, transparent and built around genuine value for money.

THE SOLUTION

A structured route to market that put competition at the centre

Rather than running a standalone procurement, Midlothian Council used our Compliance Services Dynamic Purchasing System. It gave them access to a wider pool of qualified contractors and a clear, compliant framework for running the tender.

Importantly, it didn’t lock them into starting from scratch with new suppliers either. The DPS allowed the Council to invite Richard Irvin FM, who had delivered the service previously, to bid alongside other approved contractors. Everyone competed on equal terms and the contract would go to whoever made the strongest case.

Our team was involved throughout, keeping the process on track and making sure the Council had what they needed at every stage.

THE RESULTS

Strong competition, a clear winner and a contract built to last

Three bids came in. Richard Irvin FM made a compelling case and were awarded a four year contract, with work starting in late 2020. For the Council, it was the outcome they’d worked towards: a credible, competitive process that gave them full confidence in the result.

For Richard Irvin FM, it was a chance to prove their value properly, and they took it.

Dickson Leishman, Division Manager at Richard Irvin FM Ltd, said: “Following a thorough tender process Richard Irvin FM Ltd are very pleased to continue our relationship with Procurement for Housing which we have developed over many years.”

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