Heating & DHWS Plant Replacement -16a Oakham Enterprise Park

The contract timeline consists of different aspects depending on the document:

From "Services Agreement Short Form Rutland County Council.docx":

• Commencement Date: The agreement takes effect on this date.
• Initial Term: This period begins on the Commencement Date and concludes on the agreed expiry date or period.
• Extension Period: The agreement can be extended beyond the Initial Term for one or more periods of up to a specified number of years each. The Customer must provide at least three months' written notice before the expiry of the Initial Term or any Extension Period if an extension is desired.
• Services Start Date: This is the day the Supplier is scheduled to begin providing the Services, as detailed in the Contract Details.
• Duration of Processing: Personal data will be processed for the entire duration of the Contract and any subsequent agreed retention period.

From "RFQ - 16a OEP heating plant 2026.docx" (Indicative Timetable):

• Request for Quotation issued: 17.08.2026
• Deadline for receiving clarifications: 28.08.2026
• Deadline for the submission of Quotations: 07.09.2026
• Evaluation completed: 09.09.2026
• Intention to award date: 10.09.2026
• Voluntary standstill period: n/a (8 working days)
• Contract award: 10.09.2026
• Commencement of the contract: 14.09.2026

From "plant replacement scope 16a v2.docx":

• Strategic target date for completion of these works: 31 October 2026.
• Formal summer closure periods for the ground floor occupants: August 3 – 7 and November 9 – 13.

The core scope of work for this tender involves a comprehensive replacement of the heating and domestic hot water (DHWS) plant at Unit 16a, Oakham Enterprise Park, encompassing all associated mechanical and electrical services.

The Statement of Work summary and core deliverables explicitly include:

• Surveys, Design, and Planning: Site surveys at the contract's commencement, provision of builder’s work drawings (including trenching, floor, and wall penetrations), contractor's design portions, method statements, risk assessments, and other documentation for CDM Regulations compliance.
• Decommissioning and Removal: Pre-commencement testing and investigations, followed by the isolation, draining, decommissioning, and stripping out of all redundant mechanical and electrical plant, pipework, fittings, brackets, and supports.
• New Plant Installation: Supply and installation of a new Low Temperature Hot Water (LTHW) heating system, including Valient EcoTech plus system boilers, heat emitters (where needed), pumps, pipework, fittings, valves, brackets, supports, power, wiring, and local controllers.
• Hot and Cold Water Systems: Provision of replacement hot and cold services, hot water generators, and associated equipment.
• Pipework and Distribution: Installation and adjustment of heating distribution pipework to create two independent circuits for the ground and first floors, allowing for separate heat metering and zone controls. Power flushing of legacy LTHW pipework and water treatment.
• Control and Management Systems: Supply and installation of a replacement controller with weather-compensated controls and remote cloud access. This also includes modifications to control panels, sensors, actuators, control wiring, software, graphics, power supplies, and containment.
• Electrical Infrastructure: Panel adjustments, distribution board installations/alterations, integration and modification of the fire alarm system/solenoid, heat metering solutions for LTHW zones and hot water delivery, wiring systems (isolators, cabling, earthing, bonding & containment), and surge protection.
• Gas Services and Metering: Rationalization of existing gas meters and installation of a new MID gas metering solution, including heat metering, for accurate usage recording and differentiation between floor occupiers.
• Building Works: Supply and installation of frameworks for boiler support, fire stopping to penetrations, installation and making good of the flue solution, and provision of scaffolding and access solutions.
• Testing and Commissioning: Flushing, testing, setting to work, and commissioning of all new services installations. This includes electrical installation testing and certification, hot water supply systems, and LTHW heating system and building control certification.
• Documentation and Information Management: Provision of 'as fitted' drawings, test and commissioning certificates, operation and maintenance manuals (in both paper and electronic formats), thermal insulation and asset labelling, a barcode asset register, building log book, and a building users' guide.
• Training and Support: Staff training and client instruction for hot water supply systems, LTHW systems, and building monitoring and control systems. A 12-month defects, routine servicing, and maintenance period, along with an extended boiler warranty.
• Waste Management: General cleaning of the site and appropriate disposal of all debris and equipment used during the works.
• Project Management: Programming the works to meet target completion dates and managing all site work to ensure adherence to safety policies.