Award

4441.EFM.JR.25 - Access Control System and Maintenance

UNIVERSITY OF SHEFFIELD

This public procurement record has 2 releases in its history.

Award

08 Sep 2025 at 08:46

Award Notice
Tender

17 Mar 2025 at 09:34

Tender Notice
Summary of the contracting process

The University of Sheffield has conducted a procurement process for an Access Control System, including its maintenance and technical support, aimed at enhancing security and operational efficiency across its campus buildings. The contract, identified by code 4441.EFM.JR.25, was awarded to Gough & Kelly Limited for a duration of 84 months starting from 1st August 2025 and ending on 31st July 2032, with options structured in a 3+2+2 year period. This £1,125,000 agreement will cover multiple key aspects such as integration with existing security systems like CCTV and fire alarms, and is classified under industry categories including Smart Cards and Surveillance Systems. The procurement was carried out as a one-stage open tender, with voluntary advertisement not governed by the Public Contracts Regulations 2015, and primarily targets the Yorkshire and the Humber region in the United Kingdom.

This tender presents significant opportunities for businesses specializing in security systems, software maintenance, and related technical services. Small to medium enterprises and voluntary, community and social enterprises are particularly encouraged, as this procurement method indicates a focus on inclusivity and potential growth for diverse business types. Companies skilled in integrating security technologies with existing infrastructure and offering robust customer support will find this project conducive to demonstrating their capabilities. The maintenance component underscores the need for businesses that can deliver reliable and responsive service over a long-term contract, facilitating sustained engagement and growth within the university's operational framework.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

4441.EFM.JR.25 - Access Control System and Maintenance

Notice Description

Dear Sirs This tender requirement is being conducted on behalf of the Security Services Management for an Access Control System, its maintenance and the technical support requirements / provision around such. This is a one stage open tender. The system must ensure the security, accessibility, and operational efficiency of all university buildings, including academic, residential, research, and administrative areas. Installation, maintenance and technical support is required within the scope of the requirement. The System and solution must: - - Cover identified campus buildings, including entry points, internal doors, labs, data centres, and high-risk areas. - Integrate with CCTV, fire alarm, and Building Management Systems (BMS). - Support staff, student, and visitor access, including remote management. The supplier needs to be able to maintain future operation of the solution proposed (e.g. system, software and hardware). The maintenance contract is essential in ensuring all equipment and the operation of the solution remains in optimal condition. Preventative maintenance and emergency support & response times are important requirements. Both the system / software and the maintenance offer must have appropriate customer service support and technical support. The full technical specification and further information about the requirements can be found in the tender documentation which will be made available to you on within In-Tend once you have expressed your interest. The tender documents can be downloaded by registering and expressing your interest on the University's e-tendering system https://in-tendhost.co.uk/Sheffield. If you have any questions or comments in relation to this tender they must be submitted via the In-tend System, this can be accessed at https://in-tendhost.co.uk/Sheffield. Completed tenders must be returned through the same e-tendering system. Additional information: The University of Sheffield is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (Directive 2014/24/EU) as amended by the Public Procurement (Amendment) (EU Exit) Regulations 2020. This procurement opportunity is operating outside of the Public Contracts Regulations named above and will not be subject to them. The University is advertising this opportunity in Contracts Finder on a voluntary basis and does not undertake any obligation to comply with the regulations (as defined above). It reserves its rights, in full, to adapt or step outside the procedures in the procurement regulations as the University considers necessary to fulfil the requirements outlined in the Invitation to Tender. Duration; 84 months (7 years). Description of options: 3+2+2 year period. The procurement documents are available for unrestricted and full direct access, free of charge, at https://www.in-tendhost.co.uk/sheffield/aspx/Home Additional information can be obtained from the above-mentioned address. Tenders must be submitted electronically via https://www.in-tendhost.co.uk/sheffield/aspx/Home

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-2ddeddb6-757a-4c22-b648-dca9ded929ec
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/0cad846f-6167-4e5c-99ec-276e7e7ed51a
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Other - voluntary advertisement for tender not governed by PCR2015
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

35 - Security, fire-fighting, police and defence equipment

42 - Industrial machinery

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

48 - Software package and information systems

50 - Repair and maintenance services

72 - IT services: consulting, software development, Internet and support

CPV Codes

30162000 - Smart cards

35120000 - Surveillance and security systems and devices

42961100 - Access control system

44521120 - Electronic security lock

48730000 - Security software package

50610000 - Repair and maintenance services of security equipment

72260000 - Software-related services

Notice Value(s)

Tender Value
£1,200,000 £1M-£10M
Lots Value
Not specified
Awards Value
£1,125,000 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
8 Sep 20255 months ago
Submission Deadline
11 Apr 2025Expired
Future Notice Date
Not specified
Award Date
30 Jun 20257 months ago
Contract Period
31 Jul 2025 - 31 Jul 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SHEFFIELD
Contact Name
James Rainbow
Contact Email
james.rainbow@sheffield.ac.uk
Contact Phone
0114 2224204

Buyer Location

Locality
SHEFFIELD
Postcode
S10 2TN
Post Town
Sheffield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE3 South Yorkshire
Small Region (ITL 3)
TLE32 Sheffield
Delivery Location
TLE Yorkshire and The Humber
Local Authority
Sheffield
Electoral Ward
Broomhill and Sharrow Vale
Westminster Constituency
Sheffield Central

Supplier Information

Number of Suppliers
1
Supplier Name

GOUGH & KELLY

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-b5fd17-2ddeddb6-757a-4c22-b648-dca9ded929ec-2025-09-08T09:46:36+01:00",
    "date": "2025-09-08T09:46:36+01:00",
    "ocid": "ocds-b5fd17-2ddeddb6-757a-4c22-b648-dca9ded929ec",
    "language": "en",
    "initiationType": "tender",
    "tender": {
        "id": "4441.EFM.JR.25",
        "title": "4441.EFM.JR.25 - Access Control System and Maintenance",
        "description": "Dear Sirs This tender requirement is being conducted on behalf of the Security Services Management for an Access Control System, its maintenance and the technical support requirements / provision around such. This is a one stage open tender. The system must ensure the security, accessibility, and operational efficiency of all university buildings, including academic, residential, research, and administrative areas. Installation, maintenance and technical support is required within the scope of the requirement. The System and solution must: - - Cover identified campus buildings, including entry points, internal doors, labs, data centres, and high-risk areas. - Integrate with CCTV, fire alarm, and Building Management Systems (BMS). - Support staff, student, and visitor access, including remote management. The supplier needs to be able to maintain future operation of the solution proposed (e.g. system, software and hardware). The maintenance contract is essential in ensuring all equipment and the operation of the solution remains in optimal condition. Preventative maintenance and emergency support & response times are important requirements. Both the system / software and the maintenance offer must have appropriate customer service support and technical support. The full technical specification and further information about the requirements can be found in the tender documentation which will be made available to you on within In-Tend once you have expressed your interest. The tender documents can be downloaded by registering and expressing your interest on the University's e-tendering system https://in-tendhost.co.uk/Sheffield. If you have any questions or comments in relation to this tender they must be submitted via the In-tend System, this can be accessed at https://in-tendhost.co.uk/Sheffield. Completed tenders must be returned through the same e-tendering system. Additional information: The University of Sheffield is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (Directive 2014/24/EU) as amended by the Public Procurement (Amendment) (EU Exit) Regulations 2020. This procurement opportunity is operating outside of the Public Contracts Regulations named above and will not be subject to them. The University is advertising this opportunity in Contracts Finder on a voluntary basis and does not undertake any obligation to comply with the regulations (as defined above). It reserves its rights, in full, to adapt or step outside the procedures in the procurement regulations as the University considers necessary to fulfil the requirements outlined in the Invitation to Tender. Duration; 84 months (7 years). Description of options: 3+2+2 year period. The procurement documents are available for unrestricted and full direct access, free of charge, at https://www.in-tendhost.co.uk/sheffield/aspx/Home Additional information can be obtained from the above-mentioned address. Tenders must be submitted electronically via https://www.in-tendhost.co.uk/sheffield/aspx/Home",
        "datePublished": "2025-03-17T09:34:20Z",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "30162000",
            "description": "Smart cards"
        },
        "additionalClassifications": [
            {
                "scheme": "CPV",
                "id": "35120000",
                "description": "Surveillance and security systems and devices"
            },
            {
                "scheme": "CPV",
                "id": "42961100",
                "description": "Access control system"
            },
            {
                "scheme": "CPV",
                "id": "44521120",
                "description": "Electronic security lock"
            },
            {
                "scheme": "CPV",
                "id": "48730000",
                "description": "Security software package"
            },
            {
                "scheme": "CPV",
                "id": "50610000",
                "description": "Repair and maintenance services of security equipment"
            },
            {
                "scheme": "CPV",
                "id": "72260000",
                "description": "Software-related services"
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "Yorkshire and the Humber",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "Yorkshire and the Humber",
                        "countryName": "United Kingdom"
                    }
                ]
            }
        ],
        "value": {
            "amount": 1200000,
            "currency": "GBP"
        },
        "procurementMethodDetails": "Other - voluntary advertisement for tender not governed by PCR2015",
        "tenderPeriod": {
            "endDate": "2025-04-11T12:00:00+01:00"
        },
        "contractPeriod": {
            "startDate": "2025-08-01T00:00:00+01:00",
            "endDate": "2032-07-31T23:59:59+01:00"
        },
        "suitability": {
            "sme": true,
            "vcse": true
        },
        "mainProcurementCategory": "services",
        "documents": [
            {
                "id": "1",
                "documentType": "tenderNotice",
                "description": "Opportunity notice on Contracts Finder",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/5357cbe6-ddab-4b08-916d-8945fa639688",
                "datePublished": "2025-03-17T09:34:20Z",
                "format": "text/html",
                "language": "en"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/JYFy743W",
            "name": "UNIVERSITY OF SHEFFIELD",
            "identifier": {
                "legalName": "UNIVERSITY OF SHEFFIELD",
                "scheme": "GB-SRS",
                "id": "sid4gov.cabinetoffice.gov.uk/JYFy743W"
            },
            "address": {
                "streetAddress": "The University of Sheffield, Firth Court, Western Bank",
                "locality": "Sheffield",
                "postalCode": "S10 2TN",
                "countryName": "England"
            },
            "contactPoint": {
                "name": "James Rainbow",
                "email": "James.Rainbow@sheffield.ac.uk",
                "telephone": "0114 2224204"
            },
            "details": {
                "url": "https://www.sheffield.ac.uk"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "GB-COH-02274521",
            "name": "Gough & Kelly Limited",
            "identifier": {
                "legalName": "Gough & Kelly Limited",
                "scheme": "GB-COH",
                "id": "02274521"
            },
            "address": {
                "streetAddress": "Unit 2 Railsfield Mount, Bramley, Leeds, LS13 3AX"
            },
            "details": {
                "scale": "sme",
                "vcse": false
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/JYFy743W",
        "name": "UNIVERSITY OF SHEFFIELD"
    },
    "awards": [
        {
            "id": "ocds-b5fd17-2ddeddb6-757a-4c22-b648-dca9ded929ec-1",
            "status": "active",
            "date": "2025-07-01T00:00:00+01:00",
            "datePublished": "2025-09-08T09:46:36+01:00",
            "value": {
                "amount": 1125000,
                "currency": "GBP"
            },
            "suppliers": [
                {
                    "id": "GB-COH-02274521",
                    "name": "Gough & Kelly Limited"
                }
            ],
            "contractPeriod": {
                "startDate": "2025-08-01T00:00:00+01:00",
                "endDate": "2032-07-31T23:59:59+01:00"
            },
            "description": "Estimated contract value.",
            "documents": [
                {
                    "id": "1",
                    "documentType": "awardNotice",
                    "description": "Awarded contract notice on Contracts Finder",
                    "url": "https://www.contractsfinder.service.gov.uk/Notice/0cad846f-6167-4e5c-99ec-276e7e7ed51a",
                    "datePublished": "2025-09-08T09:46:36+01:00",
                    "format": "text/html",
                    "language": "en"
                }
            ]
        }
    ]
}