Planning

Access Control Systems Technical Services Partner

GOVERNMENT PROPERTY AGENCY

This public procurement record has 2 releases in its history.

Planning

09 Jun 2025 at 12:25

UK2 - Preliminary Market Engagement Notice
Planning

22 May 2025 at 14:53

UK1 - Pipeline Notice
Summary of the contracting process

The Government Property Agency is conducting a procurement process for an Access Control Systems Technical Services Partner to support its GovPass programme. This initiative is part of a broader strategy to modernise the UK Government's estate, enhancing work environments through improved building access and security measures. The procurement is in the planning stage, with the organisation seeking service provision from 2026 through to 2027, with the potential for renewal until 2030. The process will utilise a competitive flexible procedure under the Procurement Act 2023. Key activities in the procurement timeline include a tender notice by late July 2025 and an invitation to tender (ITT) response deadline by mid-September 2025, all focused on ensuring efficient supplier engagement and readiness.

Participating in this procurement offers businesses the opportunity to engage with a significant governmental project aimed at scaling secure access systems across multiple sites within the UK. Companies specialising in access control systems, software programming, and consultancy services are well-suited to bid, particularly those that can adapt to cloud infrastructure and encryption standards aligned with the GovPass Programme. The procurement process encourages entries from SMEs, allowing for diverse business participation and competition. This project not only promises growth but also the potential for long-term collaboration with the government on tech-driven infrastructure enhancements.

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Notice Information

Notice Title

Access Control Systems Technical Services Partner

Notice Description

The procurement of an Access Control Systems Technical Services Partner is required to enable the continuance of the service and further development and site deployment of GovPass across the HMG estate.

Planning Information

Engagement process description General The Government Property Agency (GPA), are undertaking a transformational programme of work as part of the One Estates Strategy which forms part of a wider cross Government strategy to modernise His Majesty's Government (HMG) estate, creating better places to work and making it easier for civil servants to do their jobs, providing greater flexibility in how the buildings and the estate are utilised. The GovPass Programme is part of the OneEstate Strategy and is a key enabler of interoperability across the HMG estate, supporting the efficient utilisation of buildings and ways of working through a single building pass that Civil Servants can enrol at multiple sites. It provides secure and efficient access to buildings in a more frictionless manner whilst providing a vendor agnostic technical standard for the UK Government. GovPass is the HMG encryption standard, supported by a cloud infrastructure and pass production facility that is applied to an existing Access Control System, it has now reached the critical mass where the programme needs to transition to the operation of a Business as Usual (BaU) service, scale the deployment wider across the HMG estate and develop the next iteration of the technology to ensure it can meet the challenges presented by Quantum computing. The strategic aspirations of GovPass is to scale across HMG sites, including Hubs and Campuses. FY24/25 was focused on 'Stabilisation', creating and setting the conditions through standardisation, documentation and process. FY25/26 continues to build on those foundations through the 'Consolidation' and operation of a GovPass Minimal Viable Service, testing and proving the concepts as well as planning and building out capacity to achieve the aspirations of the Spending Review. FY26/27 and beyond is focused on 'Growth' as well as continuous service improvement. In addition to this FY26/27 and beyond will develop the next iteration of the technology and continue to develop enhancements to the overall capability. In order to facilitate this the Government Property Agency is seeking a Technical Service Supplier from Q4 FY25/26. An indicative timeline for the procurement is outlined below: Tender Notice - Late July 2025 ITT Response Deadline - Mid September 2025 Notification to Unsuccessful Bidders - Late September 2025 Contract Award Notice (CAN) - Early December 2025 Contract Signing - Mid-December 2025 Engagement Process It is mandatory for any interested suppliers to register on the new Central Digital Platform which is part of the enhanced Find a Tender Service. This procurement will be progressed using the competitive flexible procedure utilising Procurement Act 2023. The Purpose of the pre-market engagement will be to: Share and test draft requirements and key technical documentation. Gather honest and constructive supplier feedback to refine scope, structure, delivery assumptions and risks. Encourage market readiness and stimulate early interest. Ensure transparency, compliance and auditability of supplier interaction. Support the Authority in releasing a clear ITT. Conditions Of Participation in market engagement - Response Pre-Requisites As a pre-requisite to participation in market engagement, all suppliers must express their interest by emailing the Authority at govpass-commercial@gpa.gov.uk and requesting the standard non-disclosure agreement (NDA).Upon signature and return of the NDA, suppliers will be issued with the market engagement information pack. The engagement pack will include: Draft technical requirements A set of engagement questions (responses due by 8 July 2025) A schedule of up to ten available time slots for 1:1 virtual supplier sessions to be held during the week commencing 30 June 2025 Time slots will be allocated on a first-come, first-served basis. Suppliers may use the engagement inbox to request a 1:1 meeting and submit clarification questions. Subject to the NDA submission deadline (24 June 2025) suppliers may request the standard NDA via email to govpass-commercial@gpa.gov.uk . Market engagement sessions will take place week commencing 30 June 2025. Signed NDAs therefore need to be submitted via email to govpass-commercial@gpa.gov.uk no later than 24 June 2025 in order to gain access to the engagement pack. The Authority may, at its sole discretion, reject a request for an NDA made after the 24 June 2025 or reject a completed NDA submitted via govpass-commercial@gpa.gov.uk after the 24 June 2025 as a consequence, interested suppliers would not be permitted to participate in pre-market engagement. Failure to participate in pre-market engagement would not however be a bar to participating in any subsequent tender. Suppliers who sign the NDA will have the opportunity to ask general clarification questions until the 26th June to govpass-commercial@gpa.gov.uk. Nothing in this notification constitutes a commitment to issue an invitation to tender or to award a contract. Any and all costs associated with responding to this EOI must be borne by the supplier.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051ed4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/030932-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

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

CPV Codes

42961100 - Access control system

72200000 - Software programming and consultancy services

Notice Value(s)

Tender Value
£17,700,000 £10M-£100M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Jun 20258 months ago
Submission Deadline
Not specified
Future Notice Date
31 Jul 2025Expired
Award Date
Not specified
Contract Period
1 Jan 2026 - 31 Dec 2027 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
GOVERNMENT PROPERTY AGENCY
Contact Name
Not specified
Contact Email
gpacommercialsystems@gpa.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
BIRMINGHAM
Postcode
B2 4BJ
Post Town
Birmingham
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG31 Birmingham
Delivery Location
Not specified
Local Authority
Birmingham
Electoral Ward
Ladywood
Westminster Constituency
Birmingham Ladywood

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. 

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