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Tender Pack — Teynham Community Hall

Heating System Upgrade (Phased Works)

1. Overview

Teynham Parish Council invites tenders for phased works to upgrade and replace the heating system at Teynham Community Hall. The existing system is a ceiling-mounted gas-fired warm air blower, which has failed. The building remains operational using temporary heating.

 

  • Owner: Teynham Parish Council
  • Site: Teynham Community Hall, Station Road, Teynham, ME9 9TH
  • Site visits: Available by appointment
  • Arrange a visit / queries: clerk@teynhamparishcouncil.gov.uk

 

2. Objectives

  1. Replace the existing heating system with a compliant, maintainable solution.
  2. Reduce running and maintenance costs (whole-life cost).
  3. Provide simple controls suitable for non-technical users.
  4. Enable remote access/control for authorised users (if proposed).
  5. Minimise disruption to hall operations during installation.

3. Contractor Requirements (minimum)

Tenderers must provide:

  1. Relevant qualifications and accreditations for the proposed works (e.g. Gas Safe, F-Gas where relevant, NICEIC or equivalent for electrical works).
  2. Copy of Public Liability Insurance (minimum £5 million).
  3. Confirmation of whether the tenderer is able to provide ongoing maintenance and servicing for the proposed system following installation, including scope of services, response times, call-out arrangements, and indicative costs for 1-year and 3-year options. (Provision of maintenance services is not mandatory.)
  4. Confirmation that the tenderer can provide all required commissioning, certification, and handover documentation for their scope of works.
  5. Named point of contact for tender submission and delivery.

4. Tender Submission and Timetable

  1. Prices must be itemised by phase and by option.
  2. VAT must be shown separately.
  3. Clearly state assumptions, exclusions, and dependencies (e.g. asbestos contractor by others, electrical upgrade by others, Building Control).
  4. Submit tenders by email to: clerk@teynhamparishcouncil.gov.uk
  5. Tender return date: noon, Monday 19 January 2026
  6. Note: The lowest price will not necessarily be accepted.

5. What We Require From Your Tender

  1. Recommendation on heating system type (with short rationale).
  2. What you can and cannot cover as part of your service (by phase).
  3. Costs based on this Tender Pack (itemised; options where relevant).
  4. Programme: lead times, earliest start date, duration, and how you will manage access and working hours.

6. System Options (important)

Tenderers may propose air-to-air (A2A), air-to-water (A2W), gas, hybrid, or other compliant systems, provided the proposal addresses suitability, operational noise, controls, commissioning, documentation, and whole-life costs.

  1. Suitability for the Main Hall and any other areas proposed.
  2. Operational noise and how this will be managed.
  3. Controls suitable for non-technical users, including any remote access features.
  4. Commissioning, user training, and documentation.
  5. Whole-life costs and maintenance requirements.

7. Grant Funding (Information Only)

Tenderers are invited to identify any grant or funding schemes relevant to the proposed solution and confirm whether their proposal would be technically eligible. This is requested for guidance only. Tender prices must not be conditional on grant availability, and contractors are not required to apply for or secure funding.

8. Scope of Works (Phased)

Phase 1a — Decommissioning (required)

  1. Isolate and cap off/disconnect services (gas and/or electric as relevant).
  2. Make the existing system safe.
  3. Remove visible internal air vents and control panel (where applicable).

Phase 1b — Full Removal (optional; price separately)

  1. Complete removal of existing warm air unit including redundant ducting, pipework, and controls.
  2. Waste handling and Waste Transfer Note.

Phase 2 — Asbestos Roof Works (vent/flue through asbestos cement roof)

  1. Removal of vent/flue through asbestos cement roof (competent contractor arrangements).
  2. Waste handling and disposal with Waste Transfer Note.
  3. Roof repair; roof left weather-tight.
  4. Asbestos air test certificate (where applicable).

Phase 3 — Fabric Improvements

  1. Ceiling insulation upgrade (target U-value: 0.18 W/m²K).
  2. Draught sealing.
  3. Making good; ceilings and penetrations reinstated.

All fabric improvements shall be designed and installed to meet current Building Regulations (Part L, non-domestic), with compliance demonstrated to the satisfaction of Building Control.

Phase 4 — Heating System

  1. Recommend system type for Main Hall, with options for other areas if proposed.
  2. System design and performance assumptions.
  3. Operational noise and mitigation measures (particularly relevant for A2A systems).
  4. Installation plan and high-level timeline.
  5. Controls (simple interface with remote access for authorised users, if included).
  6. Commissioning and user training.
  7. Documentation and certificates.

Phase 5 — Electrical Upgrades

  1. Advise whether incoming supply upgrade is required.
  2. Additional electrical circuits and isolators required.
  3. Electrical certification for works in scope.

Phase 6 — Compliance and Handover

  1. All relevant compliance and certificates for the tenderer’s scope of works, including Building Regulations compliance where applicable.
  2. Where the proposal affects energy performance, advise what is required for an updated EPC and whether support can be provided.

Phase 7 — Aftercare

  1. Support options (e.g. 24/7 availability, call-out response times, costs).
  2. Maintenance and routine service contract options (e.g. 1-year and 3-year).

9. Tender Evaluation

Tenders will be assessed on:

  1. Compliance with this Tender Pack and clarity of submission.
  2. Technical suitability and deliverability.
  3. Whole-life value (capital cost, running costs, and maintenance).
  4. Programme and ability to complete within required timescales.
  5. Experience, accreditations, and aftercare support.
  6. Availability and quality of aftercare and maintenance support. The ability to offer ongoing maintenance and servicing will be considered as part of whole-life value, but the Council is not obliged to appoint the installation contractor for maintenance.