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Security Systems Maintenance and Associated Services

The University of Edinburgh

This public procurement record has 3 releases in its history.

Award

24 Jan 2022 at 16:25

Award Notice
Tender

28 Oct 2021 at 16:55

Tender Notice
Planning

24 Jun 2021 at 16:34

Planning Notice
Summary of the contracting process

The University of Edinburgh is conducting a procurement process for "Security Systems Maintenance and Associated Services", classified under repair and maintenance services for security equipment. This procurement is currently in the award stage and involves a contract initially set for a duration of three years, with an option for extensions totalling an additional two years. The closing date for bids was 1st December 2021, and the contract value is estimated at £960,000 over the five-year period which includes annual maintenance and potential repairs. This tender was carried out via an open procedure on the Public Contracts Scotland - Tender portal.

This contract presents significant opportunities for businesses in the security services sector, particularly those specialising in the maintenance and management of security systems including CCTV, alarm systems, and related services. Suppliers that can demonstrate expertise in planned and reactive maintenance, alongside an ability to offer quick response times for emergency services, would be well-suited to compete. Smaller and medium-sized enterprises (SMEs) are encouraged to participate, given that seven of the eight bids received were from SMEs, reflecting a strong interest and capacity within this sector.

How relevant is this notice?

Notice Information

Notice Title

Security Systems Maintenance and Associated Services

Notice Description

This procurement was conducted via the Public Contracts Scotland - Tender portal (PCS-T) and closed 1st December 2021. This contract is to provide Service & Maintenance, Breakdowns and Emergency Call-outs for the Security Systems & Associated Services Contract to the University of Edinburgh (UoE). This may include major/minor replacements and ad-hoc services for all existing and proposed new security systems including all relevant associated services. This contract is awarded on behalf of the UoE and all UoE Subsidiary Companies. Any and all of the UoE Subsidiary Companies may access and utilise this Contract at any time during the relevant Contract period. The University of Edinburgh Standard Terms and Conditions relating to the Purchase of Goods and Services shall apply. . The UoE at present, have significant security assets, some of which are known and others which have yet to be identified. The contractor shall develop and maintain an accurate asset list; including the omission of redundant services/equipment and addition of newly installed equipment under both development and operational projects. The contractor shall be responsible for surveying all buildings across the UoE Estate to ascertain existing and unidentified assets This Contract covers an initial contract period of 3 years with the option to extend for a period of two 1 year periods in total. Description of options: Any remedial repairs, system modifications or major/minor upgrades/replacements shall be the subject of separate itemised quotations when requested by the University Estates Department as the need arises inclusive of all plant, tools and access equipment and at the rates submitted as part of the tender. The University Estates Department reserves the right to seek quotes from alternative suppliers, if it is felt a more competitive quote should be sought. In all instances, there is no contractual obligation on the part of the University of Edinburgh to provide the Contractor with a purchase order for any System Modifications or Major/Minor Upgrades/Replacements quoted for, if it is deemed not to provide best value for money by the University of Edinburgh.

Lot Information

Lot 1

This procurement was conducted via the Public Contracts Scotland - Tender portal (PCS-T) using a one stage Open procedure. The tender closed 1st December 2021 and the following evaluation process was adhered to:- Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PSC-T. Bidders must refer to the specific requirements listed in the Section III in this Contract Notice when completing the SPD in PCS-T. Bidders should note that these are mandatory pass/fail requirements and that failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process. Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation. Bidders will be required to confirm they can meet the required maximum response times on site. Failure to confirm and demonstrate this in their responses to the technical questions will result in the Bidder being automatically excluded. Economic operators may be excluded from this competition if there are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015. UoE reserve the right to apply their own judgement based on experience from similar contracts to determine if response is feasible. If bidders knowingly cannot fulfil this, they should discontinue this application. A technical threshold will apply - bids will be required to achieve a minimum score of 30 percent or more of the overall technical score of 60 percent in order to progress to the commercial stage of evaluation. Commercial scores shall be allocated on a comparative basis with the lowest overall price receiving full marks and others a percentage of that mark according to the difference between their bid and the lowest offer. Where we consider any of the total price(s) you have submitted to be abnormally low we will ask you to explain the price(s) you have submitted (as required in regulation 69 of the Public Contracts Regulations 2015). The quality and commercial score will be combined to give each bidder, who has passed the technical threshold, an overall total score. The supplier with the highest total score will be deemed to have provided the most economical advantageous tender (MEAT).

Options: Any remedial repairs, system modifications or major/minor upgrades/replacements shall be the subject of separate itemised quotations when requested by the University Estates Department as the need arises inclusive of all plant, tools and access equipment and at the rates submitted as part of the tender. The University Estates Department reserves the right to seek quotes from alternative suppliers, if it is felt a more competitive quote should be sought. In all instances, there is no contractual obligation on the part of the University of Edinburgh to provide the Contractor with a purchase order for any System Modifications or Major/Minor Upgrades/Replacements quoted for, if it is deemed not to provide best value for money by the University of Edinburgh.

Renewal: This Contract covers an initial contract period of 3 years with the option to extend for a period of two 1 year periods in total.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-02bfd8
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/002059-2022
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

50 - Repair and maintenance services

CPV Codes

35120000 - Surveillance and security systems and devices

35121000 - Security equipment

35125300 - Security cameras

50610000 - Repair and maintenance services of security equipment

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£960,000 £500K-£1M

Notice Dates

Publication Date
24 Jan 20224 years ago
Submission Deadline
1 Dec 2021Expired
Future Notice Date
31 Aug 2021Expired
Award Date
14 Jan 20224 years ago
Contract Period
Not specified - Not specified
Recurrence
Within 12 months of contract expiry

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The University of Edinburgh
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

FMS Fire and Security

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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.

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